Accounting
Sales invoices, quotes and bank
75 articles
Finances overview
How the finances overview worksThe finances overview adds up your income and expenses of last year or this year, shows them month by month in a chart, and lists every financial record and payment.Find a financial record or a paymentIn the finances overview, switch between Financial records and Recorded payments. Filter or search the list, then use ⋮ on a line to edit, pay, copy or delete.Add an income that is not a sales invoiceIn the finances overview, click Add new, then Add income. Choose a category, the customer and the amounts, then click Create income. To add many at once, import a CSV file.Who can see and change finances and invoicesThe Business owner can do everything. A Member needs the Finances permission to see the Finances menu, and the Invoicing permission to see and change invoices and records.
Sales invoices
How sales invoices workSales invoices are the bills you send to your clients. Skileo numbers them, makes their PDF, sends them by e-mail and follows what each client paid.Create a sales invoiceIn Sales invoices, click Add new › Invoice, choose the client, add the lines you bill, then click Create invoice. Save & Preview shows the invoice as your client will see it.Number your invoices with seriesA series gives your invoices a prefix and a next number. Skileo fills in the number of each new invoice and moves the series on when you save it.What invoice statuses meanThe status shows where an invoice stands. Skileo sets it from the payments and the due date, so an invoice turns Paid by itself once its payments cover the total.Send an invoice by e-mailClick the actions button on the invoice's line and choose Send. Check the address, the subject and the message, then click Send. The invoice PDF goes as an attachment.Let clients pay an invoice onlineConnect Stripe in Settings › Payment providers and turn on Enable for invoices. Your clients then see a Pay button on the invoice page and pay by card or direct debit.Record a payment on an invoiceChoose Record payment in the invoice's menu, type the amount, the date and the payment method, then click Record payment. Once paid, an invoice can't be changed.Create a credit noteA credit note lowers what a client owes on an invoice. Choose Create credit note in the invoice's menu, list what you credit, then save. The invoice's amount due goes down.Make an invoice repeatTurn on Create a recurring invoice and choose the schedule. When a date comes, click Add new › Generate recurring in Sales invoices. Skileo makes draft copies for you to number and send.Fill an invoice from a PDF or add many at onceDrop a PDF on the invoice form to fill it in. To add many invoices, use Bulk upload for PDF files or Import for a CSV file, both under Add new in Sales invoices.Copy, void or delete an invoiceIn the invoice's menu, Copy makes a new unpaid invoice, Mark as void cancels the invoice, and Delete moves it to the trash. An invoice with a payment can't be voided or deleted.Turn a quote into an invoiceIn the quote's menu, choose Create invoice. The invoice form opens with the quote's client, lines and currency. Check it and click Create invoice. The quote doesn't change.
Purchase invoices
How purchase invoices workPurchase invoices lists every expense of your workspace, the bills of your suppliers and your receipts, with what is paid and what is still due. A mark shows the ones without a PDF.Add a purchase invoiceIn Purchase invoices, click Add new, then Purchase invoice. Drop the supplier's PDF to fill in the form, choose a category and a payment method, then click Create purchase invoice.Upload many purchase invoices at onceIn Purchase invoices, click Add new, then Bulk upload, choose a category and drop the PDFs. Each one becomes a draft to check and save. You can also import a CSV file.Record a payment on a purchase invoiceIn Purchase invoices, click ⋮ on the line and choose Record payment. Enter the amount, the date and the method, then click Record payment again. The status changes by itself.Make an expense or an income repeatIn the form, open Repeat, turn on Enable recurrence and choose the schedule. Copies are made when someone clicks Generate recurring in Sales invoices. Each copy is a draft.Copy or delete a purchase invoiceClick ⋮ on the line and choose Copy to start a new purchase invoice from it. Delete moves it to the trash, where you can restore it. A paid one can't be deleted from its line.
Quotes
How quotes workA quote offers your client a price before the work. You send it, your client accepts or rejects it online, and you turn an accepted quote into an invoice.Create a quoteIn Quotes, click Add new. Give the quote a name, a number and a date, choose the client, list what you offer, then click Create quote. A new quote is Pending.Send a quote by e-mailOpen the quote and click Send quote. Check the address, the subject and the message, then click Send. Your client gets an e-mail with a link to the quote.How your client accepts or rejects a quoteYour client opens the link in your e-mail and clicks Accept offer or Reject offer. When they accept, you and your team get an e-mail. After the expiration date, they can't answer online.Change the status of a quoteIn the quotes list, click the actions button on the quote and choose Mark as accepted, Mark as pending or Mark as rejected. You can change it at any time.Copy or delete a quoteIn the quotes list, click the actions button on the quote and choose Copy or Delete. A deleted quote is gone for good: it doesn't go to the trash.Who can see and change quotesThe Business owner can do everything with quotes. A Member needs the Invoicing permission. Your clients only see the quotes you send them, through the link.
Contacts
How contacts workContacts are the companies and people you sell to and buy from. You choose them on your quotes, sales invoices and purchase invoices, which use their name and address.Add a contactIn Contacts, click Add new, then Create contact. Choose company or private person, the relation and the name, add how to reach them, then click Create contact.Import contacts from a spreadsheetIn Contacts, click Add new, then Import. Drop an Excel, ODS or CSV file, check the rows and click Import. Each row becomes a company, and you can undo the import for 30 days.Edit or delete a contactClick a contact's name to change it. Delete moves it to the trash, but only when no quote or invoice uses it. The two contacts Skileo adds can't be changed or deleted.Who can see and change contactsThe Business owner can do everything with contacts. A Member needs the Contacts permission. Without the Contact information permission, contact persons' e-mail and phone are hidden.
Common to every software
These sections work the same way in every Skileo software.
Calendar
Use the calendarOpen Calendar in the menu to see your team's meetings, tasks, interviews, time off and holidays on one calendar. Show a month, a week, a day or the agenda, and hide what you don't need.Create an event in the calendarIn Calendar, click Add new, or click a time on the calendar. Give the event a title, a date and a time, add the people to invite and click Create. They can get an invitation by e-mail.Repeat an eventIn the event's form, open the list under the time and choose how often it repeats, such as every week or every weekday. Choose Custom… to set your own rule and when it ends.Move, change or delete an eventDrag an event to another time, or click it and choose Edit or Delete. When other people are invited, Skileo can tell them by e-mail. A deleted event can't be restored.Tasks, interviews and time off on the calendarClick a task, an interview or a time off on the calendar to see its details. From there, mark a task as done, open an interview's application, or approve or reject a time off request.Use the agenda and Coming upThe Agenda view lists your calendar day by day, with today at the top. Above it, Coming up counts down the next HR dates, such as an employee's first day or a document that expires.See your Skileo calendar in Google Calendar, Outlook or Apple CalendarIn Calendar, click Subscribe and choose your calendar app. Your meetings, interviews, tasks and time off then appear there and stay up to date. Export downloads the events shown as a file.
Tasks
Create a taskOpen Tasks in the menu and click Add new. Give the task a title and a type, choose who does it and when, then click Create task.Assign a task and add followersChoose the person who does the task in Assign to; they get an e-mail. Add colleagues as followers to be told by e-mail when the task is commented on or completed.Set a due date or repeat a taskUnder When, a task is due on a date, a time after the person starts, a time before they leave, or never. Turn on Repeat this task to open the next one each time it is completed.Complete a task and follow its progressClick the round button in front of a task to complete it. A task moves from To do to In progress to Done; comments on its Activity tab keep everyone informed.Use the task list and the boardTasks shows your tasks as a list or as a board of columns. Switch with List and Board at the top; both show the same tasks, with the same search and filters.Copy, export or delete tasksUse a task's actions button to copy or delete it, or select several tasks in the list. Deleted tasks go to the trash, where you can restore them.
Notes
Create a noteOpen Notes in the menu and click New note. Type a title or some text. The note saves itself as you type, so there is no Save button.Write and format a noteUse the toolbar above the text for bold, italic, underline, links and lists. Undo and Redo are at its left, and the note saves itself as you type.Choose who can see a noteEach note has its own Visible to setting. Choose Everyone, Some people or Only me. A new note is visible to every Business owner and Member.Hide a password in a noteSelect the password and click Hide text in the toolbar. It then shows as •••••• everywhere, and Skileo records each time someone reveals or copies it.Find, pin and export notesUse the search and the filters on the Notes page, as cards or as a list. Pin a note to keep it at the top for everyone who sees it.Delete a noteOpen the note and click the trash button at the top, or choose Move to trash in the list. To get the note back, click Undo in the message that follows.
Documents
Add documentsOpen Documents in the menu and click Add new. Drop one or more files, or add a link. Each file becomes its own document, titled from the file name.Share a document with an employee or a candidateChoose the people in Associate with, then keep the share switch on. They get an e-mail and can open the document in their own Skileo space.Who can see a documentA document is open to the people who manage documents in your workspace, and to the employees or candidates it is shared with. Make it private to keep it to yourself.Ask people to confirm they read a documentTurn on Ask them to confirm they read it when you share a document. Each person gets an I have read it button, and you see who confirmed and when.Set an expiry date on a documentGive an ID card, a permit or a contract an Expires on date and choose when to be reminded. When the time comes, a number appears next to Documents in the menu.Find and preview documentsSearch Documents by name or filter by type, person, software, expiry or tag. Click a file's icon to preview it in Skileo: PDF, images, Word, Excel, PowerPoint and more.Edit, copy or delete a documentOpen the document and click Edit to change its file or details. Use the actions button to copy it or delete it. A deleted document goes to the trash, where you can restore it.Your documents as an employee or a candidateOpen Documents in your Skileo space to read the documents your employer shared with you and to add your own. Turn on Share the document with employer so they can see yours.
Messages
Start a chatOpen Messages in the menu and click a name under Start a chat. Type your message and press Enter. The chat is listed under Direct messages from then on.Create a channel or a private groupIn Messages, click + next to Channels. Give it a name. Leave Private group unticked for a channel the whole team sees, or tick it and add the people of the group.Send messages, files and photosType in the box at the bottom of the conversation and press Enter. To send files, click the paper clip, paste them or drop them on the conversation: up to 10 files of 25 MB each.Reply to, react to or forward a messagePoint at a message to see its actions. Click an emoji to react, Reply to answer it with a quote, or Forward to send it to another conversation or person.Edit or delete a messagePoint at your message and click Edit or Delete. A deleted message is removed for everyone, with its files. Only the person who wrote a message can change it.Unread messages and read marksMessages in the menu shows how many messages you have not read. Under your last message, Sent becomes Seen with the time once the other person has read it.Search messages and shared filesOpen a conversation and click Search messages at the top. Search in this conversation or in all chats. Shared files and links lists the photos, files and links sent in a conversation.Make a voice or video callOpen a conversation in Messages and click Call or Video call at the top. The call opens in its own window and rings the others on any page of Skileo. Up to 8 people can join.
Trash
How the trash works in SkileoWhen you delete an invoice, a document, a task or another item, Skileo moves it to the trash. It waits there, hidden from the rest of Skileo, until someone restores it or deletes it for good.Restore a deleted itemTo get back something you deleted, open Trash in the menu, find the item and choose Restore. It returns to its usual place, unchanged, with its attached files.Delete items from the trash for goodTo remove an item permanently, open Trash, choose Delete for good in the item's actions and confirm. This can't be undone: the item and its attached files are erased.Empty the trashA business owner can delete everything in the trash at once with the Empty trash button. Every item is erased for good, including the ones your search or filter hides.
AI
Write with AIClick the sparkle on a text field to fix spelling, rephrase, or change the tone or length of your text. In Messages it can also suggest a reply. You read the result before you save or send it.Turn AI writing on or offThe workspace owner turns Write with AI on or off for everyone in Settings, on the AI tab. It is on by default in paid plans.