FlowBill User Manual

Chapter 1: Introduction to FlowBill

1.1 Welcome

Welcome to the official user manual for FlowBill, a comprehensive platform designed to simplify your billing operations. This guide is intended for daily users and provides detailed instructions on how to use FlowBill’s core features to manage clients, create and send invoices, track payments, and generate reports. Our goal is to empower you to manage your finances efficiently, saving you time and reducing administrative overhead.

1.2 System Requirements

FlowBill is a web-based application and requires no software installation. To ensure optimal performance, please use one of the following supported web browsers (latest two versions):

• Google Chrome
• Mozilla Firefox
• Microsoft Edge
• Safari

A stable internet connection is required for access and real-time data synchronization.

1.3 Account Setup and Login

Your administrator will create an account for you. You will receive a welcome email with a link to set your password.

1. Click the link in the email to navigate to the password creation page.
2. Enter a strong password and confirm it.
3. Go to app.flowbill.com and log in with your email and new password.

For security, we strongly recommend setting up Two-Factor Authentication (2FA) immediately. You can do this by navigating to Settings > My Profile > Security.

Chapter 2: The Dashboard

2.1 Navigating the Main Interface

The FlowBill interface is designed for intuitive navigation. The main components are:

• Left Sidebar: Your primary navigation tool. It contains links to all major sections: Dashboard, Clients, Invoices, Payments, Reports, and Settings.
• Top Bar: Contains a global search bar, a quick-add button ("+ New") for creating items like invoices or clients on the fly, and your user profile menu.
• Main Content Area: This is where the primary information for the selected section is displayed.

2.2 Key Metrics and Widgets

The Dashboard provides a snapshot of your key financial metrics. Default widgets include:

• Revenue vs. Expenses: A graph showing your income and recorded business expenses over a selected time period (e.g., this quarter, this year).
• Outstanding Invoices: A breakdown of all unpaid invoices, categorized into "Current" and "Overdue." Overdue invoices are further broken down by aging period (1-30 days, 31-60 days, etc.).
• Payment Funnel: Visualizes the status of all invoices created in the last 90 days, showing how many are in Draft, Sent, Viewed, and Paid status.
• Recent Activity: A detailed log of actions taken within your account, such as "Invoice #2024-051 was sent to ACME Corp" or "Payment of $500 received from John Smith."

2.3 Customizing Your Dashboard

You can tailor the dashboard to your needs. Click the "Customize Dashboard" button in the top right corner. From here, you can:

• Add/Remove Widgets: Choose from a library of available widgets to display the information most relevant to you.
• Rearrange Widgets: Drag and drop widgets to reorder them on your dashboard.
• Filter Data: Set default date ranges for your dashboard metrics (e.g., show data for "This Month" instead of "This Quarter").

Chapter 3: Managing Clients

3.1 Adding a New Client

Accurate client information is crucial for successful invoicing. To add a new client:

1. Navigate to the "Clients" section from the left sidebar.
2. Click the "+ New Client" button.
3. Fill out the client form. Required fields are marked with an asterisk (*). Key fields include:

• Primary Contact Name & Email: This is where invoices and communications will be sent.
• Company Name: The legal name of the client's business.
• Billing Address: The official address for the client.
• Tax ID / VAT Number: Important for tax reporting purposes.

4. You can also add secondary contacts, set default payment terms for this specific client, and add internal notes.
5. Click "Save Client" to add them to your database.

3.2 Editing and Managing Client Information

To update a client's details, simply navigate to the "Clients" list, find the client you wish to edit, and click on their name. This will take you to their detailed profile page, where you can edit any field. On this page, you will also find a complete history of their invoices, payments, and an account statement.

3.3 Searching and Filtering Clients

For users with a large client base, the search and filter functions are essential.

• Search: Use the search bar at the top of the "Clients" list to quickly find a client by name, company, or email.
• Filter: Click the "Filter" button to open advanced options. You can filter your client list by tags, date added, or outstanding balance. For example, you could filter for all clients tagged as "VIP" who have an outstanding balance.

Chapter 4: Invoicing

4.1 Creating a Standard Invoice

This is one of the most common tasks in FlowBill.

1. Navigate to "Invoices" and click "+ New Invoice."
2. Select a Client: Choose an existing client or add a new one on the fly. Their billing information will auto-populate.
3. Invoice Details:

• Invoice #: A unique number is automatically generated, but you can override it if needed.
• Dates: Set the Issue Date and Due Date.
• Reference/PO Number: Add a purchase order or reference number if provided by the client.

4. Line Items:

• Click "+ Add Line Item."
• If you have pre-saved products or services, select one from the item list.
• Otherwise, manually enter a description, quantity, and rate.
• Apply taxes or discounts to individual line items using the respective columns.

5. Totals: Add a global discount or tax at the bottom of the invoice if applicable.
6. Notes & Terms: Add any client-facing notes or specify your standard payment terms.
7. Save or Send:

• Save as Draft: Saves the invoice for later editing or sending.
• Save and Send: Immediately emails the invoice to the client.

4.2 Creating Recurring Invoices

For retainers or subscriptions, recurring invoices automate the billing process.

1. From the "Invoices" page, click the dropdown arrow next to "+ New Invoice" and select "New Recurring Invoice."
2. Set up the invoice template just like a standard invoice.
3. Define the Schedule:

• Start Date: The date the first invoice should be sent.
• Frequency: Set how often it should repeat (e.g., daily, weekly, monthly, yearly).
• End Date: Specify when the recurrence should stop (e.g., after a certain number of occurrences or on a specific date).

4. Automation Options: Choose whether the invoice should be automatically sent to the client on the scheduled date or created as a draft for your review.
5. Click "Save Profile" to activate the recurring schedule.

4.3 Customizing Invoice Templates

Maintain brand consistency by customizing your invoices.

1. Go to Settings > Templates > Invoice Templates.
2. Here you can:

• Upload Your Logo: Add your company logo, which will appear on all invoices.
• Change Colors: Select a color scheme that matches your brand.
• Adjust Layout: Choose from several professional layouts.
• Modify Labels: Change field labels (e.g., change "Rate" to "Hourly Price").

Chapter 5: Payments

5.1 Recording Manual Payments

When you receive a payment outside of FlowBill's online portal (e.g., cash, check, wire transfer):

1. Go to the "Invoices" list and find the paid invoice.
2. Click the three-dot menu on the right and select "Record Payment."
3. Enter the amount paid, the payment date, and the payment method (e.g., "Bank Transfer").
4. If it's a partial payment, the invoice status will become "Partially Paid." If the full amount is paid, it will be marked as "Paid."

5.2 Online Payment Gateways

To allow clients to pay invoices online with a credit card or ACH, you must connect a payment gateway.

1. Navigate to Settings > Integrations > Payment Gateways.
2. Select a provider like Stripe or PayPal and follow the on-screen instructions to connect your account.
3. Once connected, a "Pay Now" button will automatically appear on all invoices you send, directing clients to a secure payment portal.

5.3 Sending Payment Reminders

You can send manual or automated reminders for unpaid invoices.

• Manual: Open an unpaid invoice and click "Send Reminder."
• Automated: Go to Settings > Automation > Payment Reminders. Here, you can set up rules to automatically email reminders when an invoice is due soon or becomes overdue (e.g., send a reminder 3 days before the due date, and another 7 days after it becomes overdue).

Chapter 6: Reporting & Analytics

FlowBill's reporting tools help you understand your business's performance. Navigate to the "Reports" section to access them.

6.1 Key Reports

• Profit & Loss: A standard P&L report showing your revenues, costs, and net profit over a selected period.
• Sales by Client: Shows your top clients by revenue.
• Accounts Aging: Details all overdue invoices, categorized by how long they have been outstanding. This is crucial for managing cash flow.
• Tax Summary: Aggregates all taxes collected and paid, simplifying tax filing.

6.2 Exporting Data

All reports can be exported for use in other applications or for archival purposes. Look for the "Export" button on any report page. Supported formats include PDF (for printing and sharing) and CSV (for use in spreadsheet software like Excel or Google Sheets).

Chapter 7: Troubleshooting & Support

If you encounter any issues, your first step should be to visit our comprehensive Help Center, accessible via the "Support" link in the application. If you cannot find a solution, you can contact our support team directly by submitting a support ticket from the same page. Please provide as much detail as possible, including any relevant invoice numbers or screenshots, to ensure a speedy resolution.