Core concepts & navigation
This guide explains how the app is put together: workspaces and roles, the sidebar sections you'll move between, the difference between documents, clients, and products, what each document status means, and how money and currency work. Read it once and the rest of the app will feel familiar.
Workspaces and roles
Everything you do happens inside a workspace. A workspace holds its own clients, products, invoices, quotes, payments, and settings, and is completely separate from any other workspace. If you run more than one business, or you've been invited into someone else's, you can belong to several workspaces at once and switch between them.
Within a workspace, every member has one of three roles. The role you have decides what you're allowed to do, so if a button is missing or greyed out, your role is usually why.
- Owner — full control, including managing members and other owners, finance actions, settings, and billing. A workspace must always keep at least one owner.
- Admin — does everything a member does, plus finance actions like recording payments, editing workspace settings, and managing the team (but can't manage owners).
- Member — the day-to-day role: create and edit clients, products, quotes, and invoices, and send documents.
The sidebar
The sidebar on the left is your main map of the app. Use the collapse button at the top to shrink it to icons when you want more room, and the Search button (Ctrl K, or Cmd K on a Mac) to jump straight to a client, document, or page from anywhere.
Each section is a place to work:
- Dashboard — your at-a-glance home: outstanding and overdue totals, paid-this-month, a paid-in trend, and recent activity.
- Invoices — create, send, and track money you're owed.
- Quotes — send proposals; once accepted, a quote can become an invoice.
- Clients — the people and companies you bill.
- Products — a reusable catalogue of items and services to drop into documents.
- Payments — the record of money received against your invoices.
- Reports — summaries and breakdowns of your activity.
- Settings — workspace details, branding, your team, and your subscription.
Documents, clients, and products
It helps to keep three ideas separate. Clients are who you bill — their name, email, and billing details. Products are an optional catalogue of reusable line items, each with a price and tax rate, so you don't retype the same thing on every document. Documents are the actual paperwork you send: a quote (a proposal) or an invoice (a request for payment).
When you build a document in the editor, you pick a client, then add lines — either typed by hand or pulled in from your product catalogue with the 'Add from catalog' picker. Each line has a quantity, a unit price, and a tax rate, and the app keeps the running subtotal, tax, and total live as you type. Quotes and invoices share the same editor; a quote carries a 'valid until' date, while an invoice carries a 'due' date.
Document statuses
Every document moves through a lifecycle, and its status badge tells you exactly where it stands. A document starts as a Draft you can freely edit. Once you send it, it's locked in with a real document number and the status moves on from there.
Invoices and quotes share some statuses and have their own. Void is a way to cancel a finalised document you no longer want to count.
- Draft — still editable; not yet numbered or sent.
- Sent — finalised and delivered, now numbered and awaiting a response or payment.
- Partially paid — some, but not all, of the invoice total has been received.
- Paid — fully settled.
- Accepted / Declined — a quote your client has approved or turned down.
- Expired — a quote that passed its 'valid until' date without a response.
- Converted — a quote that has been turned into an invoice.
- Void — a finalised document that's been cancelled and no longer counts.
How money and currency work
Money in the app is always exact. Amounts are stored and calculated to the cent, never as rounded-off decimals, so totals add up the way you'd expect and never drift.
Currency is set per document. Each invoice and quote carries its own currency, shown next to its amounts, and you choose it in the editor. New documents start from your workspace's default currency (set during onboarding and changeable in Settings), but you can override it on any individual document. Because a document keeps the currency it was created with, dashboard and report totals are summed within a single currency; if you bill in more than one, the dashboard notes when other-currency documents exist rather than mixing them together.
Switching workspaces
If you belong to more than one workspace, a switcher appears near the bottom of the sidebar, next to the building icon. Pick a workspace from the list and the whole app reloads into it — its clients, documents, payments, and settings. If you only belong to one workspace, its name simply shows there with nothing to switch. Just below it you'll find your account, with the sign-out button.
- Open the sidebar (expand it if it's collapsed).
- Find the workspace name near the bottom, beside the building icon.
- Click it and choose the workspace you want from the dropdown.
- The app switches context to that workspace's data.
Frequently asked questions
What's the difference between a quote and an invoice?
A quote is a proposal you send before work is agreed — it has a 'valid until' date and can be accepted or declined. An invoice is a request for payment, with a due date, that your client pays. When a client accepts a quote, you can convert it into an invoice rather than rebuilding it from scratch.
Why can't I record a payment or change workspace settings?
Those are finance and admin actions reserved for owners and admins. Members can create and send clients, products, quotes, and invoices, but recording payments, editing workspace settings, and managing the team need an admin or owner role. Ask an owner or admin in your workspace to adjust your role or do it for you.
Can I bill clients in different currencies?
Yes. Currency is set per document, so you can send one invoice in USD and another in EUR from the same workspace. Each document keeps its own currency. Just note that the dashboard sums figures within one currency and flags when documents in other currencies exist, rather than blending them.
What happens to my draft once I send it?
Sending finalises the document: it's assigned a permanent document number and its status moves from Draft to Sent, after which the core figures are locked. If you need to cancel a finalised document, you void it rather than editing it. Drafts, by contrast, can be edited freely until you send them.
Ready to put this into practice?
Open your workspace