Frequently asked questions

Go to Invoices and click the Upload button. You can drag and drop a PDF or image file, or click to browse. The system will scan the document automatically and pre-fill the supplier, amount, and date.

"Pending review" means the invoice has been uploaded by an employee and is waiting for an admin or accountant to check and approve it. Open the invoice and click Approve once the details look correct.

When the OCR scan recognises a supplier name, the system automatically suggests the closest match from your supplier list. You should confirm or change the suggestion before approving the invoice.

Open the invoice and click the supplier field. Start typing to search your supplier list, then select the correct one. Save the invoice after changing it.

PI is a Purchase Invoice (money you owe a supplier). SI is a Sales Invoice (money a customer owes you). CN is a Credit Note (a reduction to a previous invoice). DN is a Debit Note (an additional charge on top of a previous invoice).

OCR failed usually means the uploaded file was too blurry, scanned at a low resolution, or is password-protected. Try uploading a clearer scan or a higher-quality PDF. You can still enter the details manually.

"Unmatched" means a transaction on your bank statement has not yet been linked to a payment voucher or receipt in the system. You need to match or create a new entry for every unmatched transaction to complete the reconciliation.

Upload your bank statement PDF and the system splits it into individual transactions. For each transaction, you match it to an existing payment voucher or receipt, or create a new one on the spot. Once all lines are matched, the statement is reconciled.

A Payment Voucher records a payment made from your bank account — for example, paying a supplier or a utility bill. It is created during bank reconciliation when you match a debit transaction to an expense.

Scans can fail if the file is blurry, a low-resolution photo, a scanned image inside a PDF, or if the document is password-protected. Use a clear, well-lit photo or export a clean PDF from the source system.

Click on the invoice or receipt to open it, then edit the Amount field directly. The OCR result is only a suggestion — you can correct any field before saving or approving.

Go to your profile (top-right avatar) and select Change Password. Enter your current password and your new one, then confirm. If you have forgotten your password, use the Forgot Password link on the login page.

Access to pages depends on your role. Employees can only see their own claims and documents. Admins and accountants have access to the full accounting module. If you think your role is wrong, ask your firm admin to update your account.

Go to Claims and click New Claim. Upload a receipt photo or PDF, enter the amount and category, then click Submit. Your claim will go to your admin for approval.

Once approved, a journal entry is created and the claim is marked as settled. Your admin will reimburse you through payroll or a direct payment voucher.

Open the Claims page. Each claim shows a status badge: Pending, Approved, or Rejected. Click any claim to see the full details and any comments from your admin.

You can edit a claim only while it is in Pending status. Once an admin starts reviewing it, editing is locked. If you need a correction after that, ask your admin to reject it so you can resubmit.

GL stands for General Ledger. A GL account is a category in your accounting system that records all financial transactions of a specific type — for example, Office Expenses, Trade Creditors, or Cash at Bank. Every invoice and payment is assigned to one or more GL accounts.

DR GL (Debit GL) is the account that gets debited — typically the expense or asset account. CR GL (Credit GL) is the account that gets credited — typically a liability or bank account. Together they form a balanced double-entry journal.

If you are an accountant managing multiple firms, use the firm selector dropdown in the left sidebar. Click it to see a list of all firms assigned to you and select the one you want to work in.

Documents move through these statuses: Draft (not yet submitted), Pending Review (submitted by employee, awaiting admin check), Pending Approval (checked by admin, awaiting accountant sign-off), Approved (fully approved, journal entry created), and Rejected (sent back for correction).