Below is the whole easySales Help Centre in English: 231 pages. easySales is a sales CRM: customers, quotations, invoices, payments and credit notes. Use this text to answer my questions about easySales. - Answer only from this text. If it does not cover the question, say so instead of guessing. - Use the on-screen labels exactly as written in bold. - Name the page you used and give its link. - Reply in the language I write in. --- # easySales Help Centre > Concepts and step-by-step guides for easySales, from your first customer to getting paid. Source: https://easysales.work/help/ easySales keeps the paperwork of a sale in one place: who your customers are, what you offered them, what you invoiced, and what they have paid. You work down one path — account, contact, quotation, invoice, payment, receipt — and the records left behind tell you who still owes you money. ## Basic operations New to easySales? [Basic operations](https://easysales.work/help/getting-started/basics/) is a picture tour of the screen, lists, records and forms, with what each module is for. The pages for the everyday steps carry a short animation of the clicks: - [Find your way around](https://easysales.work/help/getting-started/workspace/) — the sidebar and the search box - [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/) and [raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) from it - [Issue the invoice](https://easysales.work/help/invoices/issue-an-invoice/), [send its PDF](https://easysales.work/help/invoices/invoice-pdf/) and [record the payment](https://easysales.work/help/payments/record-a-payment/) ## Your first 30 minutes Ten steps with one real customer. Start at the top and do not skip. 1. [Sign in](https://easysales.work/help/getting-started/sign-in/) with your email or username and your password. 2. [Look around the workspace](https://easysales.work/help/getting-started/workspace/) before you type anything. 3. [Create the account](https://easysales.work/help/accounts/create-an-account/) — the company or person you are selling to. 4. [Add the contact](https://easysales.work/help/contacts/create-a-contact/) — the person you actually write to. 5. [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/) with the lines you are offering. 6. [Preview the quotation PDF](https://easysales.work/help/quotations/quotation-pdf/) and send it to your customer. 7. [Raise the invoice](https://easysales.work/help/quotations/convert-to-invoice/) once the customer agrees. 8. [Issue the invoice](https://easysales.work/help/invoices/issue-an-invoice/) so it takes its number and counts as owed. 9. [Record the payment](https://easysales.work/help/payments/record-a-payment/) when the money arrives. 10. [Give the receipt](https://easysales.work/help/payments/receipt-pdf/) back to the customer. The whole run is written up in [Your first 30 minutes](https://easysales.work/help/getting-started/your-first-30-minutes/). ## Find it by task - **Sell** — [Accounts](https://easysales.work/help/accounts/overview/) · [Contacts](https://easysales.work/help/contacts/overview/) · [Quotations](https://easysales.work/help/quotations/overview/) - **Get paid** — [Invoices](https://easysales.work/help/invoices/overview/) · [Payments](https://easysales.work/help/payments/overview/) · [Overdue and unpaid](https://easysales.work/help/invoices/overdue-and-outstanding/) - **Bill in stages** — [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) · [Plan billing stages](https://easysales.work/help/quotations/billing-plan/) · [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/) - **Follow up** — [Activities](https://easysales.work/help/activities/overview/) · [Message centre](https://easysales.work/help/inbox/message-centre/) · [My work](https://easysales.work/help/my-work/overview/) - **Sell better** — [Sales playbook](https://easysales.work/help/playbook/overview/) · [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/) · [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) - **Know the rules** — [Invoicing knowledge](https://easysales.work/help/knowledge/overview/) · [Proforma invoices](https://easysales.work/help/knowledge/proforma-invoices/) · [Registering for GST](https://easysales.work/help/knowledge/registering-for-gst/) - **Work smarter** — [Tips](https://easysales.work/help/tips/overview/) · [Chase overdue invoices in ten minutes a week](https://easysales.work/help/tips/chase-overdue-invoices-weekly/) · [Month-end checklist](https://easysales.work/help/tips/month-end-checklist/) - **Fix a mistake** — [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) · [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/) · [Credit notes](https://easysales.work/help/credit-notes/overview/) - **Set up the company** — [Company details](https://easysales.work/help/administration/company-details/) · [System settings](https://easysales.work/help/administration/settings/) · [Products](https://easysales.work/help/products/overview/) · [Documents](https://easysales.work/help/documents/overview/) - **Manage the team** — [User accounts](https://easysales.work/help/administration/users/) · [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) · [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/) ## Ask AI about easySales Every page has **Copy for AI** beside its title: copy the page, or the whole Help Centre in your language, paste it into your own AI tool and ask in your own words. See [Use AI with help](https://easysales.work/help/ai-access/read-help-with-ai/). ## New to this software? Read [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) first. It explains why a quotation is not an invoice, why an issued invoice is not edited freely, and what the money words mean — then every guide here will read as a reminder rather than a lesson. ## By your role - **Owner or administrator** — [Licence and users](https://easysales.work/help/concepts/your-licence-and-users/), [Company details](https://easysales.work/help/administration/company-details/), [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/), [Audit and history](https://easysales.work/help/administration/audit-trail/). - **Salesperson** — [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/), [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/), [Accept or reject](https://easysales.work/help/quotations/close-a-quotation/), [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Finance** — [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/), [Record a payment](https://easysales.work/help/payments/record-a-payment/), [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/), [Credit notes](https://easysales.work/help/credit-notes/overview/). ## Reference [Statuses](https://easysales.work/help/reference/statuses/) · [Permissions](https://easysales.work/help/reference/permissions/) · [Glossary](https://easysales.work/help/reference/glossary/) · [Questions and answers](https://easysales.work/help/reference/faq/) · [Moving from Classic](https://easysales.work/help/reference/differences-from-classic/) · [What's new](https://easysales.work/help/whats-new/) --- # Basic operations > A picture tour of easySales for new users — the screen, lists, records and forms, what each module is for, and short animations of the moves you make every day. Source: https://easysales.work/help/getting-started/basics/ easySales keeps a sale in one place: the customer, what you offered, what you invoiced and what has been paid. Every screen is built from the same four pieces — the frame, lists, records and forms — so once you know them you can work in any module. Read this page first, then [sign in](https://easysales.work/help/getting-started/sign-in/) and try each move yourself. ## The screen ![The easySales Dashboard: the sidebar of modules on the left, the search box, assistant, Help Centre, notifications and your avatar in the top bar, and the Dashboard cards in the middle.](../../../assets/help/getting-started/basics-workspace.en.webp) - **The sidebar** on the left lists the modules your role can use. Select one to open its list. - **The top bar** holds the search box, which finds accounts, contacts, documents and opportunities; the AI chat button; **Help Centre**, which opens this help at the page for the module you are in; the bell for your messages; and your avatar, which opens your menu with **Language**, **My profile** and **Log out**. - **The page** fills the rest. After you sign in it is the **Dashboard**, with buttons such as **New quotation** and **New invoice** to start work straight away. More in [The workspace](https://easysales.work/help/getting-started/workspace/). ## Lists Every module opens on a list. Type in the search box to narrow it, use **Filters** or the filter boxes in the toolbar, and select a column heading to sort. The button at the top right creates a new record, such as **New invoice**. Tick rows to act on several at once, and use **···** to export the list to Excel. See [Lists and columns](https://easysales.work/help/getting-started/lists/) and [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/). ## Records ![An invoice page: the invoice number and status at the top, the action buttons on the right, the totals, and the parties and details below.](../../../assets/help/getting-started/basics-record.en.webp) Select a row to open the record. The top shows its number or name and its status, with the next step as the coloured button — **Finalise** on a draft quotation, **Issue invoice** on a draft invoice, **Record payment** on an unpaid one. Beside it are **Edit**, **Log activity**, **PDF** on documents, and **···** for everything else. Below are the details, the lines and totals, and at the bottom **Activities**, **Files** and **History**. ## Forms New records and edits open as a form. Fields marked **\*** are required. Search boxes such as **Contact** and the product on a line find existing records as you type. The bar at the bottom says whether you have **Unsaved changes** and holds **Cancel** and the save button, such as **Create quotation**. ## What each module does | Module | Use it to | |---|---| | **Dashboard** | See this month's invoicing and collections, what is unpaid or overdue, and what needs you — [Dashboard](https://easysales.work/help/getting-started/dashboard/) | | **Accounts** and **Contacts** | Keep the companies or people you sell to, and the people you write to — [Accounts](https://easysales.work/help/accounts/overview/), [Contacts](https://easysales.work/help/contacts/overview/) | | **Leads** and **Opportunities** | Track enquiries and the deals you are working on — [Opportunities](https://easysales.work/help/sales/opportunities/) | | **My work**, **Calendar**, **Message centre** | Your tasks, events and messages in one place — [My work](https://easysales.work/help/my-work/overview/), [Message centre](https://easysales.work/help/inbox/message-centre/) | | **Quotations** | Offer prices to a customer, then raise invoices from the accepted offer — [Quotations](https://easysales.work/help/quotations/overview/) | | **Invoices** and **Recurring invoices** | Bill the customer, record what they pay, and bill the same lines every period — [Invoices](https://easysales.work/help/invoices/overview/), [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/) | | **Credit notes** | Reduce what a customer owes on an issued invoice — [Credit notes](https://easysales.work/help/credit-notes/overview/) | | **Purchase orders** and **Delivery orders** | Order from suppliers and deliver to customers — [Purchase orders](https://easysales.work/help/purchasing-delivery/purchase-orders/), [Delivery orders](https://easysales.work/help/purchasing-delivery/delivery-orders/) | | **Reports** | Sales performance, quotation conversion, sales by customer or product, and who owes you — [Reports](https://easysales.work/help/reports/overview/) | | **Products** | The goods and services you sell, with prices, units and tax — [Products](https://easysales.work/help/products/overview/) | | **User accounts**, **System settings**, **Licence** | For administrators: people and roles, company settings, and your plan — [User accounts](https://easysales.work/help/administration/users/), [System settings](https://easysales.work/help/administration/settings/) | You see only the modules your role allows, for the modules switched on for your company. ## Your first sale A sale runs down one path: quotation, invoice, payment. Each step has its own page with an animation of the clicks: 1. [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/) — pick the contact, add lines, save. 2. [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) from the quotation once it is finalised. 3. [Issue the invoice](https://easysales.work/help/invoices/issue-an-invoice/) so it takes its number and counts as owed. 4. [Send the PDF](https://easysales.work/help/invoices/invoice-pdf/) to the customer and mark it as sent. 5. [Record the payment](https://easysales.work/help/payments/record-a-payment/) when the money arrives. The whole run, with one real customer, is in [Your first 30 minutes](https://easysales.work/help/getting-started/your-first-30-minutes/). ## Common questions - **Where do I start after signing in?** On the **Dashboard**. Use its **New quotation** or **New invoice** button, or open a module from the sidebar. - **Why is a module missing from my sidebar?** Your role does not allow it, or it is not switched on for your company. Ask your administrator. - **How do I find a customer quickly?** Type part of the name in the search box at the top. Press **/** to jump to it from anywhere outside a text box. - **How do I change the language?** Open your avatar menu at the top right and choose **Language**. - **Do the animations show my company's data?** No. They are recorded in a demonstration company with invented customers and amounts. ## Related - [The workspace](https://easysales.work/help/getting-started/workspace/) - [Lists and columns](https://easysales.work/help/getting-started/lists/) - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Your first 30 minutes](https://easysales.work/help/getting-started/your-first-30-minutes/) --- # Start a free trial > Sign up for a 30-day easySales free trial with no credit card — verify your e-mail and mobile number, then confirm your country and base currency. Source: https://easysales.work/help/getting-started/start-a-free-trial/ Use this page to sign your company up for easySales. The trial is free for 30 days and needs no card; what happens when it ends is on [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/). ## Before you start - Have a **Work e-mail** you can open now, and a mobile phone that receives text messages. The **Mobile number** must be issued in the country you choose; landline and overseas numbers are refused. - Decide your company's **Country** and **Base currency**. They set your tax rules, document formats and reports, and **cannot be changed later**: a mistake means starting a new account. - The sign-up page is in English and 简体中文. Use its language switch to change. - The person who signs up becomes the company's administrator. ## Steps 1. On the easySales website, select **Start free trial**. The **Start your free trial** page opens. 2. Enter the **Company name** and choose the **Country**; the list shows the countries open for sign-up. The base currency for that country is suggested; to use another, select **Change**. 3. Enter **Your name**, your **Work e-mail** and your **Mobile number**. The calling code follows the country you chose. Beside the number the page says: *We will text a one-time verification code to this number, only to verify your sign-up. Message and data rates may apply. Message frequency varies. Reply HELP for help. Reply STOP to cancel. See our Terms of Service and Privacy Policy.* 4. Choose a **Password** of at least 8 characters. 5. If the page shows **Referral code (optional)** and a colleague or partner gave you a code, type it there. A referral link fills it in for you. 6. Complete **Verify you are human**, tick *I agree to the Terms of Service and Privacy Policy.*, and select **Continue**. 7. On **Check your e-mail**, enter the 6-digit code from your inbox in **E-mail code** and select **Verify e-mail**. The code expires in 15 minutes. 8. On **Verify your mobile number**, enter the **SMS code** and select **Verify**. To send the code to a corrected number, select **Edit**, enter the number and select **Send code**. 9. On **Confirm your account settings**, check the company, country, base currency and administrator. Tick **I understand and confirm …** and select **Create my account**. 10. **Your account is ready** shows the date your trial ends. Select **Sign in** and sign in with your work e-mail and the password you chose. ## What happens next - Your company has its own new workspace, and you are its administrator. A welcome e-mail repeats the details from the last screen. **Sign in** opens the sign-in page with your work e-mail already filled in. - The company starts as not registered for tax, so no tax is charged until an administrator adds your registration under **System settings** → **Tax** — see [Company and tax](https://easysales.work/help/administration/company-and-tax/). - The Dashboard shows you the **Get started with easySales** checklist until your company issues its first invoice — see [Dashboard](https://easysales.work/help/getting-started/dashboard/). - Add your colleagues under **User accounts**; see [User accounts](https://easysales.work/help/administration/users/). - A **Trial** tag sits beside the easySales logo during the trial. From seven days before the trial ends, a banner at the top of the app shows the end date and **Choose a plan**. To pay earlier, see [Choose a plan](https://easysales.work/help/administration/choose-a-plan/). - When the trial ends without a plan, the company is suspended: only administrators can sign in, and your data is kept. ## Rules to know - Nothing on the page says whether an address already has an account. If the details have already been used, sign-up answers **We can’t create an account with these details**; sign in instead. - A wrong code shows how many attempts are left; each code takes five wrong attempts. After that, request a new code. You can ask for another code after a minute: **send again** for e-mail, **Resend code** for SMS. - The SMS code expires in 10 minutes. A sign-up expires 24 hours after you select **Continue**; after that, select **Start again**. - A referral code never stops a sign-up. A code that is not valid is ignored, and your trial is the same as signing up directly. ## Why it works this way **Country and base currency are fixed because your records are built on them.** The country decides which tax rules your documents follow, and every amount in your reports is counted in the base currency. Changing either after documents exist would put old and new records on different footings, so easySales asks you to confirm both twice before the account is created. **Each code proves something different.** The e-mail code shows the address is yours — it is where your welcome e-mail and any password reset link will go. The SMS code ties the sign-up to a real mobile number issued in the country you chose. **The page never confirms who already has an account.** It answers every address the same way, so nobody can use the sign-up form to find out whether you or your colleagues use easySales. **What you agreed to is kept on record.** easySales records your agreement to the Terms of Service, the Privacy Policy and the text-message notice, with the version and language of the wording you were shown and when, so there is a clear answer if the question is ever asked. ## Work faster - **Sign in straight from the last screen.** **Sign in** on **Your account is ready** fills in your work e-mail for you. See [Sign in](https://easysales.work/help/getting-started/sign-in/). - **Follow the checklist on the Dashboard.** **Get started with easySales** opens company details, document settings, document numbers and the import, one step at a time. See [Dashboard](https://easysales.work/help/getting-started/dashboard/). - **Import your customers instead of typing them.** **System settings** → **Data import** brings in accounts, contacts and products from an Excel or CSV file. See [Data import](https://easysales.work/help/administration/data-import/). - **Run one real job from quotation to receipt first.** It shows you what to set up next. See [Your first 30 minutes](https://easysales.work/help/getting-started/your-first-30-minutes/). - **Add your colleagues early.** Each person signs in as themselves, so their work is recorded under their own name. See [User accounts](https://easysales.work/help/administration/users/). ## Examples **Lim & Co signs up.** Mei Tan opens the sign-up page and enters Lim & Co as the company. She chooses Singapore, and the page suggests SGD as the base currency, which is what the company's accountant keeps the books in. She enters her name, her work e-mail and her Singapore mobile number, chooses a password, ticks the agreement and selects **Continue**. She types the e-mail code, then the SMS code. On **Confirm your account settings** she ticks *I understand and confirm Singapore and SGD.* and selects **Create my account**. **Your account is ready** shows the day her trial ends. **A mistyped mobile number.** Daniel Lim signs up a second firm and drops a digit from his mobile number. On **Verify your mobile number** no text arrives, so he selects **Edit**, types the number again and selects **Send code**. The text-message notice appears beside the corrected number too. The new code arrives, he enters it in **SMS code** and selects **Verify**. **Billing overseas customers.** Lim & Co designs a showroom for a client in Jakarta. Mei still keeps SGD as the base currency: an invoice can be issued in another currency, with an exchange rate to SGD, while the company's own reports stay in SGD. See [Currency and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/). ## Common questions - **Do I need a credit card to start the free trial?** No. The trial runs for 30 days without a card; you choose a plan when you are ready. See [Choose a plan](https://easysales.work/help/administration/choose-a-plan/). - **Can I change the country or base currency after signing up?** No. Both are fixed when the account is created; a mistake means starting a new account. - **Why was my mobile number refused?** It must be a mobile number issued in the country you chose. Landline and overseas numbers cannot be used. - **I did not receive the e-mail code. What can I do?** Check your spam folder, then select **send again** once the minute has passed. If the address was wrong, select **Use another e-mail**. - **How long is the SMS verification code valid?** 10 minutes. Select **Resend code** for a new one after a minute. - **What happens if I stop halfway through sign-up?** The sign-up stays open for 24 hours from **Continue**. After that, select **Start again** and begin with the form. - **What happens when the 30-day trial ends?** Without a plan the company is suspended: only administrators can sign in, and your data is kept. See [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/). ## Related - [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/) - [Your first 30 minutes](https://easysales.work/help/getting-started/your-first-30-minutes/) - [Sign in](https://easysales.work/help/getting-started/sign-in/) - [Choose a plan](https://easysales.work/help/administration/choose-a-plan/) --- # Sign in > How to sign in to easySales with your email or username and password, add a licence code, use two-step verification or a passkey, and fix sign-in errors. Source: https://easysales.work/help/getting-started/sign-in/ Use this page to sign in to easySales with the details your administrator gave you. Each company has its own separate workspace — see [Licence and users](https://easysales.work/help/concepts/your-licence-and-users/). ## Before you start Your administrator creates your account; if your company is new to easySales, see [Start a free trial](https://easysales.work/help/getting-started/start-a-free-trial/) first. Have your email address or username and your password ready. If you sign in with a username, you also need your company's **Licence code**. Always sign in as yourself, so the history of who changed what stays true. ## Steps *[Diagram: Signing in: type your email or username; a username also needs the licence code. Then type the password and select Sign in. If your company uses two-step verification, enter the verification code before the Dashboard opens.]* 1. Open the easySales sign-in page, headed **Welcome back**. To change the page's language, use the language menu with the globe at the foot of the page, under the sign-in card. 2. In **Email / username**, type your email address or your username. 3. If you typed a username, a **Licence code** box opens when you leave the first box. Enter your company's licence code. To add or remove the box yourself, select **Use a licence code** or **No licence code**. 4. Enter your **Password** and select **Sign in**. If you have forgotten it, select **Forgot your password?** under the button. 5. If you have turned on two-step verification, the **Two-step verification** step opens. Enter the 6-digit code from your authenticator app, or from the email easySales has just sent you, in **Verification code** and select **Verify**. To use a passkey instead, select **Use a passkey instead**, then **Use your passkey**, and confirm on your device; when a passkey is your only method, **Use your passkey** is shown first. With a code, tick **Don’t ask again on this device for 30 days** on a computer only you use. If you have set up a passkey, you can instead select **Sign in with a passkey** and skip the password. Without your phone, select **Use a recovery code instead** and enter one of the recovery codes you saved. If you have none of these, ask your company's administrator — see [Get back in](https://easysales.work/help/security/locked-out/). How the methods fit together is on [Sign-in security](https://easysales.work/help/security/overview/). If your company requires two-step verification and you have not set it up, a banner asks you to set it up before a date; after that date, **Set up two-step verification** opens after your password — see [Company security settings](https://easysales.work/help/security/company-security-settings/). If your administrator reset your password, sign in with the temporary password they gave you. **Choose a new password** opens next, after any verification code or setup. Enter a **New password** of at least 8 characters, different from the temporary one, type it again in **Confirm password** and select **Save and sign in**. Nothing else in easySales works until you do. ![The sign-in page: Email / username with Use a licence code beside it, Password, the Sign in button and Forgot your password? below it.](../../../assets/help/getting-started/sign-in-01-form.en.webp) ## What happens next The Dashboard opens — see [Dashboard](https://easysales.work/help/getting-started/dashboard/) and [The workspace](https://easysales.work/help/getting-started/workspace/). If you opened a link to a record, such as a quotation a colleague sent you, that record opens instead. The page always opens ready for an email address. If you last signed in with a licence code, this browser keeps that code, and **Use a licence code** brings it back already filled in. ## Rules to know - **Details that do not match** give one message, whichever part was wrong. After an email address it reads *Those details did not match. Check your email and password.* and adds that, if your email belongs to more than one company or you sign in with a username, you use the licence code link. With a licence code it reads *Those details did not match. Check the licence code, username and password.* - **If the server cannot be reached** or has a fault, the message is *We couldn't reach the server. Please try again in a moment.* It does not mean your details were wrong. - **A deactivated account or licence** has its own message: contact your administrator. So does a company that has not yet moved to this easySales. A **suspended** licence lets only administrators sign in: *This licence is suspended. Only administrators can sign in; ask yours to contact us.* - **Five failed attempts from one internet connection lock that username there** for a minute; each further attempt doubles the wait, up to fifteen minutes. While locked, even the right password gets the same message. Wait, or [reset your password](https://easysales.work/help/getting-started/reset-your-password/). **Sign in with a passkey** still works. - **Twenty attempts from one internet connection** within fifteen minutes lock that connection for fifteen minutes, whatever usernames were tried. - **A temporary password works for 72 hours** from the reset. After that, ask your administrator to reset your password again. - **The code step lasts five minutes**, or as long as an emailed code, up to fifteen. After that, sign in again. Five wrong codes lock code entry for a minute, then longer; the message says how many minutes to wait. - At the foot of the page, **About easySales**, **Help Centre**, **Terms of Service** and **Privacy** open those pages. - **If your session ends while you work**, you sign in again in a dialog over the page and keep what was on screen — see [The workspace](https://easysales.work/help/getting-started/workspace/#sessions-tabs-and-updates). ## Why it works this way **One message for every wrong detail protects your colleagues.** If easySales said "no such user" or "wrong password", anyone could test which email addresses and usernames exist at your company and then concentrate on guessing their passwords. The same sentence for every mismatch, and for a locked username, tells them nothing. **Locks slow a guesser, not you.** A person who mistypes loses a minute. A program trying password after password is cut to a handful of guesses an hour, while your passkey and the reset link keep working for you. **Signing in as yourself keeps the record honest.** Every change in easySales is recorded under the person who made it — see [Audit trail](https://easysales.work/help/concepts/audit-trail/). A shared sign-in turns that record into guesswork for your manager, your accountant or an auditor, and when someone leaves, an administrator can deactivate one account instead of changing everybody's password. **A second step stops a stolen password.** A password can be reused elsewhere or typed into a fake page. With two-step verification, a password alone does not open your company's customer list and invoices; the code or passkey on your own device is needed too. ## Work faster - **Sign in with a passkey.** Your fingerprint, face or screen lock replaces both the password and the code. Where the browser supports it, selecting the **Email / username** box also offers your saved passkeys. See [Set up a passkey](https://easysales.work/help/security/passkeys/). - **Trust a computer only you use.** **Don’t ask again on this device for 30 days** skips the code step on that browser; you still type your password. Remove trusted devices under **Sign-in & security** in [My profile](https://easysales.work/help/getting-started/profile/). - **Let your password manager fill the form.** The boxes are marked as a username and a current password, so a password manager can save and fill them for you. - **Let this browser remember your licence code.** After one sign-in with a code, **Use a licence code** brings it back filled in. Once you are in, the code is shown as **Code** on the **Licence** page in the sidebar — see [Your Licence](https://easysales.work/help/administration/licence/). - **Choose your language before you sign in.** The globe menu at the foot of the page sets the same language as your own menu inside easySales — see [The workspace](https://easysales.work/help/getting-started/workspace/#your-language). ## Examples **Signing in on a new laptop.** Mei Tan of Lim & Co types her email address and password and selects **Sign in**. Her company uses two-step verification, so the **Two-step verification** step opens. She types the 6-digit code from her authenticator app, ticks **Don’t ask again on this device for 30 days**, because the laptop is hers alone, and selects **Verify**. The Dashboard opens. For the next 30 days that laptop asks only for her password. **An email address used by two companies.** Daniel Lim keeps the books for Lim & Co and for a second company, with the same email address in both. When he signs in with his email, easySales answers *Those details did not match. Check your email and password.* and points him to the licence code link. He selects **Use a licence code**, enters Lim & Co's code and signs in. The next time, **Use a licence code** brings that code back already filled in. **A locked username.** On a Monday morning a new colleague at Lim & Co mistypes her password five times on the office computer. Her sixth try, with the right password, still says the details did not match, because the username is locked from that connection for a minute. She waits a full minute and signs in; the correct password clears the count. Had her first try after the minute also been wrong, the next lock would have lasted two minutes. ## Common questions - **Why does easySales say my details did not match when my password is right?** Either the username is locked after five failed attempts from your connection, or easySales needs your licence code. Wait a minute and try once more, or select **Use a licence code**. - **Where do I find my company's licence code?** Ask your administrator. Once anyone is signed in, the code is shown as **Code** on the **Licence** page in the sidebar. - **Can I sign in without a password?** Yes, with a passkey you have added under **Sign-in & security**: select **Sign in with a passkey** on the sign-in page. See [Set up a passkey](https://easysales.work/help/security/passkeys/). - **How long does a temporary password from my administrator work?** For 72 hours from the reset. When you sign in with it, you choose your own password before anything else opens. - **I lost my phone. How do I sign in?** Select **Use a recovery code instead** and enter one of the recovery codes you saved. Without any, ask your company's administrator to reset your two-step verification; see [Get back in](https://easysales.work/help/security/locked-out/). - **Can colleagues share one sign-in?** easySales records every change under the account that made it, so a shared sign-in hides who did what. Ask your administrator to add a user for each person; see [User accounts](https://easysales.work/help/administration/users/). - **What does "This licence is suspended" mean?** Your company's subscription needs attention, and only administrators can sign in until it is resolved. See [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/). ## Related - [Reset your password](https://easysales.work/help/getting-started/reset-your-password/) - [Sign-in security](https://easysales.work/help/security/overview/) - [Your profile](https://easysales.work/help/getting-started/profile/) - [The workspace](https://easysales.work/help/getting-started/workspace/) --- # Reset your password > Forgot your easySales password? Request a reset link by email, set a new password, and see what happens to your sessions and two-step verification. Source: https://easysales.work/help/getting-started/reset-your-password/ If you have forgotten your password, set a new one yourself from the [sign-in page](https://easysales.work/help/getting-started/sign-in/). The link comes by email, so your account needs an email address on file. ## Before you start Know the email address or the username on your account. If you use a username, have your company's **Licence code** ready too. You do not need the old password. ## Steps 1. On the sign-in page, select **Forgot your password?** under **Sign in**. The **Forgot password** page opens and says *We'll email you a reset link.* 2. Enter your **Email / username**. If it is a username, enter the **Licence code** in the box that opens. 3. Select **Send link**. 4. Open the email and follow its link. The **Set a new password** page opens. 5. Enter a **New password** of at least 8 characters, repeat it in **Confirm password**, and select **Save password**. 6. When **Password changed** appears, select **Sign in** and sign in with the new password. ## What happens next After **Send link**, the form is replaced by **Check your inbox**. easySales always gives the same sentence, whether or not the account exists: *If an account matches, we've sent a reset link. It expires in 30 minutes.* Your current password keeps working until you set a new one. If the email does not arrive, wait for the countdown *Didn’t get it? You can send it again in N s* (two minutes), then select **Didn’t get it? Send it again**. If you mistyped the address, select **Use a different address**. **Back to sign in** returns you to the sign-in page. When you save the new password, easySales shows **Password changed** and *Password updated. Other devices have been signed out.* Every session of yours ends on every device, and your connected AI apps and personal tokens are disconnected. If you had turned on two-step verification, it stays on. At your next sign-in easySales asks for your second step as usual — a code or your passkey — and every device you had marked as trusted asks again. Your passkeys keep working, and **Sign in with a passkey** works without the password. See [Sign-in security](https://easysales.work/help/security/overview/) for what a reset ends and what it keeps. ## Rules to know - The link works once and expires after 30 minutes. Asking for another link cancels the earlier one. Any change of your password does too — changing it in **My profile**, an administrator's reset, the forced change after a temporary password, or using a link — so an old link cannot be used afterwards. - A used or expired link shows **This link is no longer valid**. Select **Request a new link** to start again. - Only an unreachable server shows a different answer: *We couldn't reach the server. Please try again in a moment.* It does not mean the account is missing. - One account receives at most one reset email every two minutes. - Resetting your password does not turn off two-step verification. If you have also lost your phone and your recovery codes, ask your company's administrator — see [Get back in](https://easysales.work/help/security/locked-out/). - Ask your administrator instead when you do not know your licence code, when your account has no email address, or when your account has been deactivated. - Your administrator can also reset your password for you and give you a temporary one. You then choose a new password when you [sign in](https://easysales.work/help/getting-started/sign-in/). ## Why it works this way **The same answer for every address keeps your colleagues' accounts private.** If the page said "no account with that address", anyone could use it to find out who works at your company and which addresses sign in to easySales. Because every request gets the same sentence, the only place the answer shows up is the inbox of the person who owns the account. **A short-lived, single-use link limits what an old email can do.** Reset emails get forwarded, left open on shared computers and found in mailboxes months later. A link that works once, for 30 minutes, and stops working as soon as the password changes or a newer link is sent, cannot be used by anyone who finds it afterwards. **Every session ends because a reset may mean someone else knew your password.** If the old password leaked, signing out only the browser you are using would leave the other person signed in elsewhere. Ending every session and disconnecting every AI app and personal token closes all of those doors at once. **Two-step verification stays on so a reset cannot bypass it.** If a reset link were enough to turn it off, anyone who got into your mailbox could take over your easySales account too. Your second step still guards the account after the new password is set. ## Work faster - **Sign in with a passkey while you wait.** **Sign in with a passkey** needs no password, so a forgotten password need not hold up your work. See [Set up a passkey](https://easysales.work/help/security/passkeys/). - **Let your browser suggest the new password.** The two boxes on **Set a new password** are marked as a new password, so your browser or password manager can offer a strong one and save it. - **Open the newest email only.** Each **Send it again** cancels the link before it, so when several reset emails arrive, use the latest. - **Ask your administrator when there is no email on file.** On your user account they select **Reset password** and pass you a temporary password that works for 72 hours. See [User accounts](https://easysales.work/help/administration/users/). - **Avoid the next reset.** Add a passkey or keep your password in a password manager, and check your two-step verification under **Sign-in & security** in [My profile](https://easysales.work/help/getting-started/profile/). ## Examples **A reset on a Monday morning.** Mei Tan of Lim & Co cannot remember her password at 8:40. She selects **Forgot your password?**, types her email address and selects **Send link**. The email arrives a minute later; she follows the link, enters a new password twice and selects **Save password**. The easySales tab open on her phone is signed out. When she signs in on her laptop, easySales asks for her authenticator code again, because the reset made every trusted device ask once more. **The email that did not arrive.** Daniel Lim requests a link at 10:00 and nothing comes. At 10:02 the countdown ends and he selects **Didn’t get it? Send it again**. Both emails then arrive together. The first link no longer works, because the second request cancelled it, so he opens the newer email. **A username with no email address.** A part-time designer at Lim & Co signs in with a username and has no email on her account, so no reset link can reach her. Daniel, an administrator, opens her user account and selects **Reset password**. He passes her the temporary password, which works for 72 hours; when she signs in with it, **Choose a new password** opens and she sets her own. ## Common questions - **How long is the password reset link valid?** 30 minutes, and it works once. A newer link, or any change of your password, cancels it. - **Why didn't I get the password reset email?** The same sentence appears whether or not an account matched, so check that you typed the address or username that is on your account, and look in your spam folder. If your account has no email address, ask your administrator to reset the password for you. - **Will resetting my password sign me out on my phone?** Yes. Every session ends on every device, and connected AI apps and personal tokens are disconnected. - **Does resetting my password turn off two-step verification?** No. You still enter your code or use your passkey at the next sign-in, and trusted devices ask again. - **Can my administrator see my password?** No. An administrator can reset it and give you a temporary password, which you replace with your own the next time you sign in. - **What does "This link is no longer valid" mean?** The link has been used, has passed its 30 minutes, or was cancelled by a newer link or a password change. Select **Request a new link**. - **What makes a valid new password?** At least 8 characters, typed the same way in both boxes. ## Related - [Sign in](https://easysales.work/help/getting-started/sign-in/) - [Sign-in security](https://easysales.work/help/security/overview/) - [Your profile](https://easysales.work/help/getting-started/profile/) - [Licence and users](https://easysales.work/help/concepts/your-licence-and-users/) --- # Your first 30 minutes > A first walk through easySales — one customer from account and contact to a quotation, an issued invoice, a recorded payment and its receipt. Source: https://easysales.work/help/getting-started/your-first-30-minutes/ Take one customer from first contact to money received. Everything else in easySales hangs off this path; [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) explains why it runs in this order. ## Before you start You need your sign-in details and a role that lets you add accounts, contacts, quotations and invoices and record payments. If a step below is not offered to you, ask your administrator for the permission, then carry on. Pick a small, real job. Lim & Co's first pass was a curtain fitting for Harbour Café, not a made-up test. ## Steps 1. **Sign in and look around.** Sign in with your email or username and password, then find the sidebar, the search box and your own menu — [Sign in](https://easysales.work/help/getting-started/sign-in/), [The workspace](https://easysales.work/help/getting-started/workspace/). 2. **Create the customer.** A **Business** account for a company, a **Personal** account for an individual — [Create an account](https://easysales.work/help/accounts/create-an-account/). 3. **Add the person** you deal with there as a contact — [Create a contact](https://easysales.work/help/contacts/create-a-contact/). 4. **Write the quotation.** Choose the contact, add the lines and check the **Total**. It is saved as a **Draft** — [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). 5. **Finalise it.** Select **Finalise**: the quotation takes its quotation number and becomes **Open** — [Finalise a quotation](https://easysales.work/help/quotations/finalise-a-quotation/). 6. **Send it.** Select **PDF**, read it as your customer will, download it and send that file — [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/). 7. **Raise the invoice.** When the customer agrees, **Raise invoice** copies the quotation into a new **Draft** invoice — [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). 8. **Issue it.** Check the draft and select **Issue**. The invoice takes its invoice number and the charge locks — [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). 9. **Record the payment** when the money arrives. Select **Record payment** on the invoice; easySales saves it as a receipt numbered `RCT-` — [Record a payment](https://easysales.work/help/payments/record-a-payment/). 10. **Give the receipt.** Open the receipt and select **Download PDF** to send it to the customer — [Receipts](https://easysales.work/help/payments/receipt-pdf/). ## What happens next The customer's whole story is now in one place: who they are, what you offered, what you charged and what they paid. The invoice shows **Paid** and a **Balance due** of zero, or **Partial Paid** and the amount still owed. Do it a second time, faster, before you set anything up. What you set up afterwards — products, document designs, colleagues — will be shaped by what you noticed on the way through. ## Rules to know - A quotation must be finalised before you can raise an invoice from it, and an invoice must be issued before a payment can be recorded against it. - One receipt can pay several of the customer's invoices at once, and a receipt recorded in error can be voided. - To correct an issued invoice, use a credit note or cancel it; see [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/). - Tax on your documents follows your company's country and tax registration in [Company and tax](https://easysales.work/help/administration/company-and-tax/). A company that signed up for a free trial is not registered for tax until an administrator adds the registration. A company whose country is not yet confirmed is treated as based in Singapore. ## Why it works this way **Every document grows out of the one before it.** The quotation copies the contact, the invoice copies the quotation and the receipt settles the invoice. Nothing is retyped, so the price you offered is the price you charge, and anyone can trace a payment back to the offer that started it. **Drafts stay flexible; numbers come when the document is final.** A draft quotation or invoice can be changed or deleted freely. Only finalising or issuing takes a number, so the drafts you delete leave no gaps in your quotation and invoice numbers for your accountant to explain — see [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/). **One real job teaches more than a tour.** A real customer, real lines and a real payment show you which products, terms and document design you need, so the setup you do afterwards fits the way you actually sell. ## Work faster - **Use the quick actions on the Dashboard.** **New account**, **New contact**, **New quotation** and **New invoice** sit in the greeting panel. See [Dashboard](https://easysales.work/help/getting-started/dashboard/). - **Start the quotation from the contact.** **New quotation** on a contact's page fills in the contact and account for you. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - **Bring existing customers in by file.** **System settings** → **Data import** loads accounts, contacts and products from an Excel or CSV file. See [Data import](https://easysales.work/help/administration/data-import/). - **Find any record from the top bar.** Press **/** and type a name or number to jump to an account, contact, quotation, invoice or opportunity. See [The workspace](https://easysales.work/help/getting-started/workspace/#search). - **Mark the quotation as sent.** **Mark as sent** records the sent date, and the follow-up reminders in your **To do** count from it. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/) and [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/). ## Examples **Lim & Co's first job, start to finish.** Lim & Co is registered for GST, and its registration is entered under **System settings** → **Tax**. Mei Tan creates Harbour Café as a **Business** account and adds its manager as a contact. Her quotation has two lines at **GST 9%**: blackout curtains, 4 panels at SGD 180.00, which is SGD 720.00, and installation at SGD 280.00. Before tax that is SGD 1,000.00; GST is SGD 90.00 (9% of SGD 1,000.00); the **Total** is SGD 1,090.00. She finalises it as QN-10000001 and sends the PDF. The café agrees. Mei selects **Raise invoice**, checks the draft and issues it as INV-10000001 for SGD 1,090.00. A week later the café transfers SGD 1,090.00; Mei selects **Record payment**, and the invoice shows **Paid** with nothing left to pay. She downloads receipt RCT-10000001 and emails it. **Paid in two parts.** On another job, Harbour Café pays SGD 600.00 of a SGD 1,090.00 invoice first. After Mei records it, the invoice shows **Partial Paid** and a **Balance due** of SGD 490.00 (SGD 1,090.00 − SGD 600.00). When the remaining SGD 490.00 arrives, she records a second payment, the invoice becomes **Paid**, and the café has two receipts, one for each payment. **A new company before GST registration.** Daniel Lim starts a trial for a second firm that is not registered for GST. Its company has no tax registration in easySales, so no GST is charged: the same two lines total SGD 1,000.00. When the firm registers, an administrator adds the registration under **System settings** → **Tax**, and documents dated within the registration can charge GST. ## Common questions - **What should I set up first in easySales?** Run one real job from quotation to receipt first; then set up what it showed you needed — your company details, document design and numbers, and your products. For administrators, the Dashboard's **Get started with easySales** checklist walks through company details, document settings, document numbers and importing customers. - **Why can't I raise an invoice from my quotation?** A **Draft** quotation cannot be invoiced: select **Finalise** first. A **Rejected** or **Superseded** quotation cannot be invoiced either; see [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Do I have to create a quotation before an invoice?** No. You can create an invoice directly; see [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/). Raising it from a quotation saves retyping. - **Can one payment cover several invoices?** Yes, when they belong to one customer and are in one currency. Tick them on the **Invoices** list and select **Record payment** to record one receipt for all of them. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **How do I send a receipt to my customer?** Open the receipt and select **Download PDF**, then attach the file to your email. See [Receipts](https://easysales.work/help/payments/receipt-pdf/). - **I issued an invoice with a mistake. Can I edit it?** Its amounts and lines are locked. Correct it with a credit note, or cancel it if nothing has been paid; see [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/). ## Related - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/) - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [First contact](https://easysales.work/help/playbook/first-contact/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) --- # The workspace > Find your way around easySales — the sidebar, top-bar search, the bell, Help Centre, your menu and language, and what happens when your session ends. Source: https://easysales.work/help/getting-started/workspace/ Every page in easySales has the same frame: a sidebar on the left, a top bar with search, the bell, a Help Centre button and your own menu, and the page itself below. This page shows you where things are after you [sign in](https://easysales.work/help/getting-started/sign-in/). ## The sidebar The sidebar lists, in this order: **Dashboard**, **Leads**, **Accounts**, **Contacts**, **Opportunities**, **My work**, **Calendar**, **Team**, **Spaces**, **Message centre**, **Quotations**, **Invoices**, **Recurring invoices**, **Credit notes**, **Purchase orders**, **Delivery orders**, **Reports**, **Products**, **Team management**, **User accounts**, **System settings** and **Licence**. You see only the entries your role allows, for the modules switched on for your company; any other entry is simply not there. **Dashboard**, **Message centre** and **Licence** need no permission; **My work**, **Calendar**, **Team** and **Spaces** need **View** on the **Activities** row. **My work** shows how many tasks you have open and not waiting, **Calendar** your events today, and **Opportunities**, **Quotations** and **Invoices** show a count when there is something to count. **Team management** appears for managers and team leaders, and for roles that can set sales targets; see [Team management](https://easysales.work/help/team/overview/). **Leads** carries a **Beta** tag. The easySales logo at the top left takes you to the dashboard. Beside it, a tag reads **Trial** while your company is on a free trial, or **Beta**; a paid licence shows no tag. The three-line menu button next to it controls the sidebar. On a computer with a mouse, hover over the button to read its tooltip. **Hide menu** shows while the sidebar is pinned open: select the button to hide it and give the page the full width. **Pin menu** shows while it is hidden: select the button to pin the sidebar open again. While it is hidden, hovering over the button shows the full menu floating over the page; press **Esc** or select anywhere outside it to close the menu. easySales remembers your choice for you on this browser, and the sidebar is pinned until you change it. On a touch screen the button has no tooltip and simply opens and closes the menu. The sidebar is pinned open on screens at least 1100 pixels wide. Narrower, such as a tablet, it is a strip of icons that the button opens to full names, and a phone opens the menu as a drawer. ## The breadcrumb A page below the top of its section shows a breadcrumb above its title, naming the pages above it. On a quotation it reads **Quotations**, and on a new invoice, **Invoices**. Each step is a link back. A list such as **Invoices** is the top of its section, so it has none. On a phone the breadcrumb is a single back link to the page above. ## The bell The bell in the top bar opens your messages, in two tabs: **To do** for what you must act on, and **Updates** for what you should know — mentions, tasks given to you, and news on documents you follow. It shows a count of what needs you. From there you can open the full [message centre](https://easysales.work/help/inbox/message-centre/) or **My work**. ## Search The search box in the top bar reads *Search accounts, contacts, documents…*. Type a name or number and select a result to open the record; the results are grouped as accounts, contacts, documents and opportunities, up to five of each kind of record. Press **/** outside a text box to jump to it; use the arrow keys and **Enter** to open a result, and **Esc** to close the list. It lists only what your role is allowed to list. On a narrow screen the box becomes a search button. The animation shows a search started from the **Invoices** list: type part of a customer's name, then open the account from the results. ![Animation: on the Invoices list, typing part of a customer name in the search box at the top and opening the account from the results.](../../../assets/help/getting-started/workspace-search.en.webp) ## Help and your own menu The question-mark button, **Help Centre**, opens this help centre in a new tab, at the page for the module you are working in and in your language. It is not shown on a phone. Your avatar, to its right, opens your menu: your name and role, your email address (or your username if you have none), **Appearance** with **Auto**, **Light** and **Dark**, **Language**, then **My profile** and **Log out**. Your language and appearance change nothing for anybody else. Colleagues see you by your display name — in mentions, on activities and in their messages. If you have none, they see the part of your email address before the @: "mei.tan" for an address that begins mei.tan@. You set your display name in the **Name** field on the **Profile** page of **My profile**, and an administrator can set it on the user's account. ![Your menu, opened from the avatar at the top right: your name and email address, Appearance with Auto, Light and Dark, Language, My profile and Log out.](../../../assets/help/getting-started/workspace-02-user-menu.en.webp) ## Your language easySales speaks English, 简体中文, 繁體中文, Bahasa Melayu, ไทย and 日本語. Choose one on the sign-in page, in your menu or under **Language & appearance** on the **Profile** page of **My profile**; it is the same setting, kept on this browser. Every page follows it, apart from two labels on **Document settings**. Names and text that people type — products, users, your own notes — stay as they were typed. Printed documents and emails do not follow your language. ## Sessions, tabs and updates - **When your session ends** while you work, **Your session has ended** opens over the page. Sign in again in that dialog to carry on: the page behind it is hidden but kept, including anything you had typed. If someone else signs in there, the previous person's data is cleared, not shown to them. - **Log out** in one tab signs you out in every other tab of this browser. Signing in as a different user or company in another tab clears what this tab had loaded. - **Clearing a search box in a form**, such as **Contact**, **Account**, **Owner** or a line's product, clears that field. A required field then stops the save with a message; an optional one saves empty. - **Leaving a form with unsaved changes** asks **Discard changes?** Select **Keep editing** to go back, or **Discard** to leave without saving. - **If the connection drops**, a line says *The connection to the server was lost. What you see may be out of date.* Select **Try again**; the line clears once the server answers. - **When a new version of easySales is out**, a banner says so. Select **Reload** to use it; if you do not, the next page you open reloads it once. ## What is not here - No search for every kind of record at once. The search box in the top bar finds accounts, contacts, quotations, invoices and opportunities; for anything else, search from within a list — see [Lists and columns](https://easysales.work/help/getting-started/lists/). ## Why it works this way **You see only what your role lets you use.** An entry you cannot open would only lead to a refusal, so it is left out, and a colleague who works only on invoices is not distracted by purchasing. The same rule applies to search: it never shows a record your role may not list, so nothing private turns up in a colleague's results — see [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/). **An ended session keeps your work but not your data.** Signing in again in the dialog brings back exactly what you had on screen, so a session that ran out in the middle of a quotation costs you nothing. If a different person signs in on that computer instead, what you had loaded is cleared first, so a shared office computer does not pass one person's customers to the next. **Your language and appearance are yours alone.** One colleague can work in 简体中文 in dark mode while another uses English. Printed documents and emails stay in the wording your company set, because your customers receive them, not you. **One version for everyone.** When a new version is out, easySales asks you to reload rather than mixing old and new screens, so everybody in your company works with the same buttons and rules. ## Work faster - **Press / to search.** From anywhere outside a text box, **/** puts you in the top-bar search; type a name or number, then use the arrow keys and **Enter**. - **Open records in a new tab.** Names in lists, the logo and the menu entries are real links, so Ctrl-click (⌘-click on a Mac) or a middle-click opens them in a new browser tab. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Hide the sidebar for wide lists.** **Hide menu** gives the page the full width; hover over the menu button whenever you need the menu back. - **Open the help for the page you are on.** **Help Centre** in the top bar opens the guide for the module you are working in, in your language. - **Act from the bell.** **To do** lists what needs you, so you can open each item from there instead of searching for it. See [Message centre](https://easysales.work/help/inbox/message-centre/). - **Work on a phone.** The menu opens as a drawer, search is a button in the top bar, and lists show each record as a compact entry you tap to open. ## Examples **Back after lunch.** Mei Tan leaves a half-finished quotation open over lunch. When she returns, **Your session has ended** covers the page. She signs in again in the dialog, and the quotation is there with the lines she had typed, ready to save. **Finding an invoice from a phone call.** Harbour Café calls about invoice INV-10000319. Daniel Lim presses **/**, types 10000319, and the invoice appears under documents. He presses **Enter** and the invoice opens. **Two languages in one office.** Mei works in English; a colleague switches her own menu to 简体中文. Mei's screens do not change, and the invoices both of them print look the same. ## Common questions - **Why can't I see a module in the sidebar?** Your role has no access to it, or the module is not switched on for your company. Ask your administrator; see [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **How do I change the language of easySales?** Open your menu at the top right and choose **Language**. The choice is kept on this browser and changes nothing for colleagues. - **Does easySales have a dark mode?** Yes. Choose **Dark** under **Appearance** in your menu, or **Auto** to follow your device's light or dark setting. - **Why was I signed out while I was working?** A session lasts a set time from when you signed in. When it ends, sign in again in the dialog; what was on screen is kept. Logging out in another tab of the same browser also signs you out here. - **Is there a keyboard shortcut for search?** Yes. Press **/** anywhere outside a text box to jump to the search box in the top bar. - **Can I use easySales on my phone?** Yes, in the phone's browser. The menu opens as a drawer, lists show each record as a compact entry, and the Help Centre button is left out of the top bar. - **Where do I change my name or password?** In **My profile**, from your menu at the top right. See [Your profile](https://easysales.work/help/getting-started/profile/). ## Related - [Sign in](https://easysales.work/help/getting-started/sign-in/) - [Your profile](https://easysales.work/help/getting-started/profile/) - [Lists and columns](https://easysales.work/help/getting-started/lists/) - [Dashboard](https://easysales.work/help/getting-started/dashboard/) - [Your first 30 minutes](https://easysales.work/help/getting-started/your-first-30-minutes/) --- # Lists and columns > Search, filter, sort and page through any easySales list, choose its columns with List Column Setting, and save the view for yourself or for everyone. Source: https://easysales.work/help/getting-started/lists/ Every module opens on a list — accounts, quotations, invoices and the rest. Use this page to find records in any of them; the lists all work the same way, as part of [the workspace](https://easysales.work/help/getting-started/workspace/). ## Before you start You need **List** on the module to see its list and to open **List Column Setting**. Setting up columns just for yourself needs nothing more. Changing them **For everyone** also needs **System** **Edit**. ## Steps 1. **Search.** Type in the search box above the list; the list narrows as you type. 2. **Filter.** Select **Filters**, choose the conditions — a status, a date range, a person — and select **Apply filters**. Each condition shows as a tag above the list; remove one with its ×, or select **Clear filters** to remove them all (it empties the search box too). On a computer, some lists also show up to three filters directly in the toolbar; those apply as soon as you change them. 3. **Sort.** Select a column heading to sort by it; select it again to reverse the order. 4. **Page.** Use the page controls under the list, and choose 20, 50, 100 or 200 rows a page. 5. **Set up the columns.** Select the **List Column Setting** button — the icon at the far right of the toolbar above the list — to open the **List Column Setting** drawer. It is not offered on a phone. 6. Choose **Just me** or **For everyone** at the top. 7. On **Columns**, tick the columns to show under **Available**; they move to **Your columns**, and **Always shown** lists the columns that stay. Use the arrows to reorder, type a new heading, and choose a width: **Auto**, **Narrow**, **Medium** or **Wide**. Tick **Keep the first column visible when scrolling sideways** if you want it. 8. On **Filters**, where the list has the tab, choose what the **Filters** box asks for. 9. Select **Done** when you have finished. ## What happens next Every change is saved as you make it, and the list behind the drawer shows it at once; **Done** only closes the drawer, so there is no **Save changes** button. **Just me** changes only your own view — *Only you see this list this way. Your company’s settings are left as they are.* **For everyone** changes the company's default — *Everyone in your company sees this list this way, unless they have set up their own.* — and anyone who has set up their own view keeps it. To undo, select **Reset to the company default** under **Just me**, or **Reset to the standard columns** under **For everyone**. ## Rules to know - When nothing matches, the list says whether your search or your filter excluded everything, and offers **Clear search** or **Clear filters**. - Column setup is on the **Accounts**, **Contacts**, **Quotations**, **Invoices**, **Credit notes**, **Opportunities**, **Products** and **User accounts** lists. The **Filters** tab appears only on lists whose filters you can choose; the last four have a **Columns** tab only. **Purchase orders** has them too. **Leads** and **Delivery orders** have fixed columns. - Someone without **System** **Edit** sees no **Just me** / **For everyone** choice, only *These settings apply to you only.* - While the window is narrower than 1100 pixels, the **Invoices** list hides its optional columns, even ticked ones; they come back when the window is wider. - Many lists let you tick rows and act on them together. On **Accounts**, **Contacts**, **Opportunities**, **Quotations** and **Products**, ticked records can have their owner changed or be deleted together — see [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/). On **Invoices**, tick several invoices and select **Record payment** to record one receipt for them — see [Record a payment](https://easysales.work/help/payments/record-a-payment/). On **Delivery orders**, ticked orders can be marked delivered or turned into one invoice — see [Delivery orders](https://easysales.work/help/purchasing-delivery/delivery-orders/). - **Accounts**, **Contacts**, **Opportunities**, **Quotations**, **Invoices**, **Credit notes** and **Products** have **Export to Excel** in the **···** menu, for roles with **Export lists to Excel** — see [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/). **Invoices** also offers **Payment differences (CSV)** and the **Bad-debt register**, which has **Download CSV**, to roles with **Invoice** **View** at **All records**, and **Export for accounting software…**, which opens [Accounting export](https://easysales.work/help/invoices/accounting-export/). ## Why it works this way **Two layers keep the company's default steady.** An administrator sets the columns everyone starts with; your own **Just me** view changes nothing for colleagues, and a later change to the company default does not overwrite the view you built for yourself. **Changes save as you make them.** You see the effect on the list behind the drawer straight away, and there is no forgotten **Save** to lose a careful set-up. **The whole list is searched, not just the page you see.** Search, filters and sorting run on every record your role may list, and only the page you are looking at is loaded. A list of thousands of invoices opens as quickly as a list of twenty, and the first row after sorting really is the first. **A list shows only what your role allows.** With **Own records only**, a list holds just your own records, so its rows and totals are yours, never a colleague's — see [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/). ## Work faster - **Use a date preset.** A date-range filter offers **This month**, **Last month**, **This quarter**, **This year** and **Last 30 days**, so a month-end review needs no typing. - **Make your own fields searchable.** In **System settings** → **Custom fields**, tick **Searchable** or **Filterable** on a field to reach it from the list's search box or **Filters**. See [Custom fields](https://easysales.work/help/administration/custom-fields/). - **Open records in new tabs.** Ctrl-click (⌘-click on a Mac) or middle-click a record's name to open it in a new browser tab and keep your place in the list. - **Review in bigger pages.** Choose 200 rows a page when you check a long list, and the column headings stay at the top as you scroll down. - **Keep the first column in view.** **Keep the first column visible when scrolling sideways** holds the record's number or name on screen while you read across a wide list. - **Act on several records at once.** Tick rows to change their owner or delete them together, or on **Invoices** to record one payment for several. See [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/) and [Record a payment](https://easysales.work/help/payments/record-a-payment/). ## Examples **Chasing last month's invoices.** On 3 November Daniel Lim opens **Invoices** on his computer. The status filter in the toolbar already shows **Unpaid** and **Partial Paid**. He selects **Filters**, picks **Last month** for the due date and selects **Apply filters**, and a tag for the due date appears above the list. He sorts by the due date, oldest first, and works down the list; when he is done he removes the tag with its ×. See [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/). **A view of her own.** Mei Tan wants to see who prepared each quotation. On **Quotations** she opens **List Column Setting**, keeps **Just me**, ticks **Sales Name** and **Created Date**, and sets **Sales Name** to **Narrow**. The list changes behind the drawer as she works; she selects **Done**. Her colleagues' lists are unchanged. **A company default.** Daniel, who has **System** **Edit**, opens **List Column Setting** on **Contacts**, chooses **For everyone** and ticks **Mobile**, so the team can call a contact straight from the list. Everyone who has not set up their own view of **Contacts** now sees the column; anyone with their own **Just me** view keeps it as they left it. ## Common questions - **How do I export a list to Excel?** Open the list, set its filters and columns, and select **···** → **Export to Excel**. Your role needs **Export lists to Excel** — see [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/). - **Can I save my columns and filters?** Your columns, their order, headings and widths, and the conditions the **Filters** box offers, are saved as you change them in **List Column Setting**. Use **Just me** for yourself, or **For everyone** with **System** **Edit**. - **Why don't I see For everyone?** Changing the company's view needs **System** **Edit**. Without it, your changes apply to you only. - **How do I put a list back to how it was?** In **List Column Setting**, select **Reset to the company default** under **Just me**, or **Reset to the standard columns** under **For everyone**. - **Why are some invoice columns missing on my laptop?** The **Invoices** list hides its optional columns while the window is narrower than 1100 pixels. Widen the window to 1100 pixels or more. - **Can I select several records and update them together?** On **Accounts**, **Contacts**, **Opportunities**, **Quotations** and **Products** you can change the owner of, or delete, up to 200 ticked records. On **Invoices** you can record one payment for several invoices, and on **Delivery orders** you can mark several delivered or invoice them together. - **Why can't my search find a value I typed into a custom field?** The field is not switched on for search. An administrator can tick **Searchable** on it under **System settings** → **Custom fields**. ## Related - [The workspace](https://easysales.work/help/getting-started/workspace/) - [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/) - [Custom fields](https://easysales.work/help/administration/custom-fields/) - [Invoices](https://easysales.work/help/invoices/overview/) - [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) --- # Export and bulk actions > How to export an easySales list to Excel with your filters and columns, and how to change the owner of, or delete, many records at once from a list — limits, permissions and what gets skipped. Source: https://easysales.work/help/getting-started/export-and-bulk-actions/ Two things save the most time on a long [list](https://easysales.work/help/getting-started/lists/): taking it into Excel as you see it, and dealing with many records at once. Both work on the list you have open, with its filters, search and sort. ## Export a list to Excel **Accounts**, **Contacts**, **Opportunities**, **Quotations**, **Invoices**, **Credit notes** and **Products** can be exported. 1. Open the list and set the filters, search and sort you want. 2. Choose the columns to show with [column settings](https://easysales.work/help/getting-started/lists/); the file has the same columns. 3. Open the **···** menu at the top right and select **Export to Excel** under **Export**. 4. Wait for *Preparing the Excel file…*. The file downloads, named after the list and today's date, and *Exported 245 rows to Excel* says how many rows it holds. The file has every page of the list, not only the page on screen, up to 10,000 rows. With more, the page says *This list has more than 10,000 rows. Narrow the filters and export again.* ## Act on several records On **Accounts**, **Contacts**, **Opportunities**, **Quotations** and **Products**, tick the boxes at the start of the rows. A bar above the list offers what you may do with them: - **Change owner…** on accounts, contacts, opportunities and quotations. Choose the **New owner** and what moves with each record, as on a single record's **Change owner**. - **Delete…** on accounts, contacts, products and draft quotations. Confirm *Delete the 12 ticked records?* with **Delete**. While it runs, *Working… 8 of 12* shows progress. **Bulk action result** then reads, for example, *Done: 10. Skipped: 2.*, and lists each skipped record with the reason. ## Before you start - Exporting needs **Export lists to Excel** in your role, at **All records** or **Own records only**, and **List** on the module. The standard **Administrator** role has it at **All records**; another role has it only once an administrator turns it on — see [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Change owner…** needs **Edit** on the module, and **Delete…** needs **Delete**. Each record is then checked as if you changed or deleted it alone. - One bulk action takes at most 200 records; with more ticked the buttons say *At most 200 records at a time. Untick some first.* ## Rules to know - An export holds only the records and fields you can already see. A field your role cannot view, and the cost and margin columns without that permission, are left out of the file. At **Own records only** it holds what your own list shows you. - Each export is recorded in the audit log. Too many exports in a short time are refused for a minute. - Exporting works in the browser only; AI connections and API keys cannot export a list. - A record that cannot be moved or deleted is skipped, and the rest go ahead: a quotation that is not a draft cannot be deleted, an account with documents cannot be deleted, and a document awaiting approval keeps its owner. ## Why it works this way **The file is the list you are looking at.** Filters, search, sort and columns carry into the file, so you check the list on screen and export exactly that. **An export cannot see more than you do.** A spreadsheet leaves easySales and can be sent anywhere, so it follows the same permissions as the screen, and every export is recorded. **Bulk actions follow the single-record rules.** Each ticked record goes through the same checks as changing it alone, so a bulk action never does what the record's own page would refuse. ## Work faster - **Set the columns once.** Your column setup stays on the list, so next month's export has the same columns — see [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Hand over a leaver's customers.** Filter **Accounts** to their accounts, tick them and use **Change owner…** — or move everything a user owns with [Transfer records](https://easysales.work/help/administration/transfer-records/). - **Clean up test data.** Search for the test records, tick them and **Delete…** in one go. - **Get invoices for your accountant.** For a period's invoices in an accounting format, use [Accounting export](https://easysales.work/help/invoices/accounting-export/). ## Examples **A contact list for an event.** Mei Tan needs Lim & Co's contacts in Jurong. She filters **Contacts**, shows **Mobile** and **Email**, and selects **···** → **Export to Excel**. The file *Contacts-2026-10-24.xlsx* has 86 rows, with the columns she sees. **A salesperson leaves.** Kelvin is leaving. Daniel Lim uses **Filters** on **Accounts** to show Kelvin's accounts, ticks the 40 accounts and selects **Change owner…**, chooses Mei Tan and keeps the default choices. The result reads *Done: 40. Skipped: 0.* **Removing old drafts.** Priya ticks 15 old quotations and selects **Delete…**. The result reads *Done: 12. Skipped: 3.*: the three skipped ones were finalised, and the reason says *Only a draft quotation can be deleted.* ## Common questions - **How do I export my customer list to Excel?** On **Accounts**, select **···** → **Export to Excel**. The file has the columns and filters on screen. - **Why can't I see Export to Excel?** Your role does not have **Export lists to Excel**. Ask your administrator to turn it on. - **How many rows can I export?** Up to 10,000. Narrow the filters to export a longer list in parts. - **Why is a column missing from my file?** It is not shown in the list, or your role cannot view that field. - **Can I change the owner of many accounts at once?** Yes. Tick them on **Accounts** and select **Change owner…**, up to 200 at a time. - **Why were some records skipped?** Each record follows its own rules. The result lists every skipped record with the reason. - **Can I export to CSV?** Lists export to Excel. Reports offer **Export CSV**; see [Reports](https://easysales.work/help/reports/overview/). ## Related - [Lists and columns](https://easysales.work/help/getting-started/lists/) - [Change the owner](https://easysales.work/help/accounts/ownership/) - [Accounting export](https://easysales.work/help/invoices/accounting-export/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) --- # Dashboard > What the easySales dashboard shows — this month's invoiced, collected, unpaid and open quotation amounts, your sales target, open opportunities, a six-month chart, what needs attention, and how to arrange the cards. Source: https://easysales.work/help/getting-started/dashboard/ The Dashboard is the first page you see after you [sign in](https://easysales.work/help/getting-started/sign-in/). It shows this month's money at a glance — what you invoiced, what came in, what is still owed and what is quoted — and lists what needs your attention today. ## Where to find it Select **Dashboard** at the top of the sidebar, or the easySales logo at the top left. It is always in the sidebar, whatever your role. ## The greeting panel - **The greeting.** *Good morning*, *Good afternoon* or *Good evening* with your name, by the time in your own time zone. - **Your last sign-in.** *Last sign-in* gives the date and time of your previous sign-in with its weekday, then its internet address, as *IP* and the address. On your very first sign-in there is no line, and a phone leaves the address out. If it shows a sign-in that was not you, change your password and tell your administrator. - **Quick actions.** **New account**, **New contact**, **New quotation**, **New invoice** and **Log activity**, which opens **Write a note**, **New task**, **Schedule an event** and **Log a communication**. Each button appears only when your role may create that record. ## The cards Under the greeting, each card shows one figure and a line of detail. Select a card to open the list behind it. | Card | What it shows | |---|---| | **Invoiced this month (net)** | Issued invoices dated this month, less credit notes issued this month, before tax; *Last month* below. Opens the sales performance report, or the **Invoices** list | | **Collected this month** | Payments recorded on invoices this month, with how many payments | | **Unpaid invoices** | What issued invoices still owe, with the overdue part and how many invoices it is, or *None overdue* | | **Open quotations** | **Open** quotations still valid today, before tax, with how many expire within 7 days | | **My target this month** | How much of your sales target you have reached, as a percentage, and your invoiced amount against the target; *No target* when none is set. See [Sales targets](https://easysales.work/help/team/sales-targets/) | | **Open opportunities** | The value of your open opportunities, how many there are, the weighted amount expected to close this month, and how many have had no next step for 14 days | Amounts are in your company's base currency, each document at its own exchange rate. A document in a currency with no exchange rate is left out, and the page says how many. ## Below the cards - **Invoiced and collected, last 6 months.** A bar chart of each month's invoiced (net) and collected amounts, this month included. - **Needs attention.** Up to five customers with the most overdue, with how many invoices and the oldest in days; quotations that expire within 7 days; documents awaiting your approval; and **My tasks**, due today or overdue. Each row opens the record. - **Get started with easySales.** Until your company issues its first invoice, people with **System** **Edit** see a four-step checklist: **Add your company details**, **Set up your documents**, **Check your document numbers** and **Bring in your customers**. A step ticks itself off once done; **Skip** leaves it for later and **Don't show again** hides the list for every administrator. ## Who sees what Every figure counts only the records your own lists show you. Your role's **Dashboard** **List** permission decides how wide that is: | Permission level | What you see | |---|---| | **All records** | The company's figures, each read through your own **Invoice**, **Quote** and **Opportunity** lists | | **Own records only** | Your own figures, with *Data scope: records you own*, *My open opportunities*, and **My items needing attention**, which lists your own overdue invoices instead of customers | | **No access** | The greeting and quick actions, with *Your role has no dashboard* and **Open My work** or **Open the message centre** | A card is left out, rather than showing zero, when your role cannot list that module or the module is not switched on for your company. A role that lists no invoices, quotations or opportunities sees counts of **Accounts**, **Contacts**, **Leads** and the other lists it can open instead. ## Arrange the cards On plans that include it, **Customise** above the chart opens **Customise the dashboard**. 1. Untick a card or panel to hide it; tick it to show it again. 2. Use the up and down arrows to change the order. 3. Select **Save**. **Restore default** puts every card back in the standard order. Only your own dashboard changes; your colleagues keep theirs. Which plans include it is on the [pricing page](/pricing/). ## Good to know - **Unpaid invoices** is what the invoices themselves still owe. Money received but not yet applied to an invoice, and unused credit, are not subtracted, so it can differ from a customer's [statement](https://easysales.work/help/accounts/customer-statement/). - An **Open** quotation with no **Expires** date counts for 90 days after it was created. - **Collected this month** counts payments applied to invoices. A deposit or overpayment that is not yet applied to an invoice is not in it. - **My target this month** needs a target set on **Team management**; the card opens that page when your role can use it. ## Why it works this way **The figures match the pages behind them.** Invoiced net is the same figure as the sales performance report for the month, and **Unpaid invoices** follows the **Invoices** list, so the number on the card is the number you find when you open it. **Before tax, because tax is not yours.** Invoiced and quoted amounts leave out GST or other tax: the tax is collected for the government, and the amount before it is what your business earned. **A missing card means no access, not nothing.** A card for a module your role cannot list is left out instead of reading 0, so a zero on the dashboard is always a real zero. **Your last sign-in is a security check.** Seeing when and from where you last signed in lets you spot a sign-in that was not yours on the very next visit — see [Sign-in security](https://easysales.work/help/security/overview/). ## Work faster - **Chase from the list.** In **Needs attention**, select a customer to open the account and its invoices — see [Overdue and outstanding](https://easysales.work/help/invoices/overdue-and-outstanding/). - **Open the report from the card.** **Invoiced this month (net)** opens the sales performance report for the month when your role can see it — see [Reports](https://easysales.work/help/reports/overview/). - **Create from the greeting.** **New quotation** and **New invoice** open a blank form straight away — see [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - **Put what you watch first.** Move **Unpaid invoices** to the front in **Customise the dashboard** if collecting money is your job. - **Set targets for your team.** A manager sets each person's monthly target on [Sales targets](https://easysales.work/help/team/sales-targets/). ## Examples **Mei's morning.** On 20 October Mei Tan, whose role has **Dashboard** at **Own records only**, opens the dashboard. **Invoiced this month (net)** reads SGD 18,400.00, *Last month SGD 21,050.00*. **My target this month** reads 74%, *SGD 18,400.00 of SGD 25,000.00*. **Unpaid invoices** reads SGD 9,810.00, *Overdue SGD 3,270.00 (2 invoices)*. Under **My items needing attention** she sees INV-10000412, *Harbour Café · 12 days overdue*, and calls the café first. **Daniel's month end.** Daniel Lim, the director, has **All records**. On 31 October **Collected this month** reads SGD 42,600.00, *17 payments*, and the chart shows October's collected bar above its invoiced bar for the first time this half-year. **Needs attention** lists Harbour Café with *2 overdue invoices, oldest 40 days*; he forwards the line to the salesperson. **A bookkeeper's layout.** Priya, Lim & Co's bookkeeper, cares about money in. In **Customise the dashboard** she unticks **Open quotations** and **Open opportunities**, moves **Unpaid invoices** to the top and selects **Save**. Her colleagues' dashboards stay as they were. ## Common questions - **Why doesn't the invoiced figure include GST?** Invoiced and quotation amounts are before tax. The tax belongs to the tax authority; the net is your sales. - **Why is Unpaid invoices different from the customer's balance?** The card adds up what each invoice still owes. A customer's balance also takes off money received but not yet applied and unused credit. - **Why can I see only my own figures?** Your role has **Dashboard** **List** at **Own records only**. Ask your administrator; see [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Why don't I see My target this month?** Targets depend on your company's plan, and the card needs your role to list invoices. With no target set for you this month it reads *No target*. - **Why can't I find Customise?** Arranging the dashboard depends on your company's plan; see the [pricing page](/pricing/). - **Does arranging my dashboard change it for others?** No. Each person's layout is their own. - **Why does my dashboard say my role has no dashboard?** Your role has no **Dashboard** permission. Work from **My work**, the message centre and the sidebar, or ask your administrator. - **How do I hide the getting-started checklist?** Select **Don't show again** and confirm. It hides the checklist for every administrator of your company, and the settings stay in **System settings**. ## Related - [Team management](https://easysales.work/help/team/overview/) - [Reports](https://easysales.work/help/reports/overview/) - [Overdue and outstanding](https://easysales.work/help/invoices/overdue-and-outstanding/) - [The workspace](https://easysales.work/help/getting-started/workspace/) --- # Your profile > Change your name, email, time zone, date format, language or password in easySales, and find two-step verification, notifications and your AI usage. Source: https://easysales.work/help/getting-started/profile/ **My profile** holds the settings that are yours rather than your company's. Open it from your own menu in the top right corner of [the workspace](https://easysales.work/help/getting-started/workspace/). ## Before you start No permission is needed. Everyone who can sign in can open their own profile, and only their own. ## Where to find it **My profile** has up to four pages in a side navigation. On a small screen they become tabs. | Page | What it holds | |---|---| | **Profile** | Your name, contact details and preferences | | **Sign-in & security** | Your password, passkeys, two-step verification and calendar subscription | | **Notifications** | What is also emailed to you, and when — see [Notification settings](https://easysales.work/help/inbox/notification-settings/) | | **Third-party AI tools** | Your connected AI apps and tokens; shown only when easySales offers AI access | ## Steps 1. Open your menu and select **My profile**. The **Profile** page opens. 2. Change your **Name**, **Email**, **Salutation**, **Title**, **Phone** or **Mobile** under **Basic information**. **Name** and **Email** are required. When you change **Email**, a **Current password** box appears under it: enter your password to confirm the change. If you use two-step verification, easySales also asks you to [confirm it’s you](https://easysales.work/help/security/confirm-its-you/) with a code or your passkey, unless you did so in the last 15 minutes. 3. Under **Preferences**, set **Timezone** to your offset from UTC — Singapore is UTC+8 — and choose a **Date format**. Every format shows times on the 24-hour clock. 4. Select **Save**, or press **Enter** in any of these fields. Select **Cancel** instead to put back what was saved; **Undo** brings your edits back for a few seconds. 5. Under **Language & appearance**, choose your **Language** and your **Appearance**: **Light**, **Dark** or **Auto**. These take effect at once, so there is nothing to save. 6. To change your password, open **Sign-in & security** and select **Change password**. In the dialog, enter your **Current password**, a **New password** and **Confirm new password**, then select **Change password**. If you use two-step verification, easySales also asks you to confirm it’s you with a code, your passkey or a recovery code, unless you did so in the last 15 minutes. ## What happens next **Timezone** and **Date format** change how easySales shows moments in time to you, everywhere, as soon as you save. A calendar day — an invoice date, a due date — is the same for everyone, and printed documents follow your company's time zone. Your **Language** is kept on this browser. Changing your password signs you out of every device, including this one, and disconnects your AI apps and personal tokens. It also cancels any reset link you asked for earlier and stops your [calendar subscription](https://easysales.work/help/activities/calendar/) link. ## Two-step verification The **Sign-in & security** page holds your **Password**, your **Passkeys** and your **Two-step verification**, with your recovery codes and **Trusted devices**. Each has its own guide: - Turn it on with [an authenticator app](https://easysales.work/help/security/authenticator-app/) or [email codes](https://easysales.work/help/security/email-codes/), and keep your [recovery codes](https://easysales.work/help/security/recovery-codes/). - Add a [passkey](https://easysales.work/help/security/passkeys/) to sign in with your fingerprint, face or device PIN. - Under **Trusted devices**, select **Forget** beside one device or **Forget all**. How the pieces fit together is on [Sign-in security](https://easysales.work/help/security/overview/). If you lose your phone and your recovery codes, see [Get back in](https://easysales.work/help/security/locked-out/). ## Rules to know - The card at the top of the **Profile** page shows your avatar, name, email and your role and team. Its footer reads *Username* and your username, then *Role and team are set by your administrator*, then **Last sign-in** with the time and internet address of your previous sign-in. These are read-only. If that sign-in was not you, change your password and tell your administrator. - Your avatar shows your initials in one colour, the same wherever easySales shows you. You cannot choose it here; an administrator sets it on your user account — see [Users](https://easysales.work/help/administration/users/). - A new password has at least 8 characters. - A wrong current password, whether for a new email address or a new password, reads *That is not your current password.* After five wrong tries, *Too many wrong passwords. Try again in a few minutes.* The wait is a minute at first and doubles with each further wrong try, up to fifteen minutes. - If you can use the AI assistant, the **Profile** page ends with **AI usage**: **Your AI allowance** shows how much of your monthly allowance you have used, as a percentage, and the day it resets. With no personal limit it reads *No personal monthly limit is set for you.* See [AI chat](https://easysales.work/help/activities/ai-chat/#your-allowance). - The **Third-party AI tools** page shows whether your company has AI access on, the **MCP server address**, **How to connect an app**, your **Connected apps** and your **Personal tokens** — see [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/). ## Why it works this way **Your profile changes only how easySales looks to you.** Time zone, date format, language and appearance are yours alone; colleagues keep theirs, and the invoices and quotations you print follow your company's settings, so a customer sees the same document whoever prints it. **Your role, team and username belong to your administrator.** They decide what you can open and who your records are shared with, so you see them here but change them only through an administrator — see [Users](https://easysales.work/help/administration/users/). **A password change ends every session.** If someone else knew your old password or had your laptop, signing out every device and disconnecting your AI apps and tokens locks them out at once. **A new email address needs your password.** Your email is where reset links and sign-in codes go, so easySales asks for the current password first; someone who finds your computer signed in cannot redirect your account to themselves. ## Work faster - **Press Enter to save.** In any field under **Basic information** or **Preferences**, **Enter** saves the page. - **Switch language from the top bar.** Your menu's **Language** and **Appearance** are the same settings as here, one click away — see [The workspace](https://easysales.work/help/getting-started/workspace/#your-language). - **Skip the password with a passkey.** A [passkey](https://easysales.work/help/security/passkeys/) signs you in with your fingerprint, face or device PIN. - **Choose what reaches your inbox.** On **Notifications**, keep everything in the message centre and email yourself only what matters — see [Notification settings](https://easysales.work/help/inbox/notification-settings/). - **See your events in your own calendar.** **Calendar subscription** on **Sign-in & security** gives you a link for Outlook, Google Calendar or Apple Calendar — see [Calendar](https://easysales.work/help/activities/calendar/). ## Examples **Working from another time zone.** Daniel Lim spends a month in London, eight hours behind Singapore in the northern winter. He sets **Timezone** to UTC+0 and saves. A note he logged at 17:00 Singapore time now shows as 09:00. Invoice INV-10000245, dated 3 December, still shows 3 December, and its PDF prints as it did, in Lim & Co's time zone. **A new email address.** Mei Tan's address changes when Lim & Co moves to a new email domain. On **Profile** she types the new address in **Email**; **Current password** appears under it. She enters her password and selects **Save**. Because she uses two-step verification, easySales first asks her for a code, and her next reset link will go to the new address. **A sign-in she does not recognise.** Mei's footer shows a last sign-in on Sunday at 02:14 from an address she does not know. She opens **Sign-in & security**, changes her password, which signs out every device, and tells Daniel, her administrator. ## Common questions - **How do I change my password in easySales?** Open **My profile** → **Sign-in & security** and select **Change password**. Enter your current password and the new one twice. If you have forgotten it, see [Reset your password](https://easysales.work/help/getting-started/reset-your-password/). - **How do I change the email address I sign in with?** Change **Email** on the **Profile** page, enter your **Current password** and select **Save**. - **Why are the times in easySales wrong?** Your **Timezone** is set to a different offset. Set it to your offset from UTC under **Preferences** and save. - **Can I change my username, role or team?** No. They are set by your administrator; see [Users](https://easysales.work/help/administration/users/). - **Why was I signed out on my phone after changing my password?** A password change signs you out of every device. Sign in again with the new password. - **How much of my AI allowance have I used?** **AI usage** on your **Profile** page shows it as a percentage, with the day it resets. - **How do I turn on two-step verification?** Open **Sign-in & security** and set it up with [an authenticator app](https://easysales.work/help/security/authenticator-app/) or [email codes](https://easysales.work/help/security/email-codes/). ## Related - [Reset your password](https://easysales.work/help/getting-started/reset-your-password/) - [Sign in](https://easysales.work/help/getting-started/sign-in/) - [Sign-in security](https://easysales.work/help/security/overview/) - [Notification settings](https://easysales.work/help/inbox/notification-settings/) --- # Install the app > Install easySales on your computer, Android phone, iPhone or iPad so it opens from its own icon in its own window, like any other app. Source: https://easysales.work/help/getting-started/install-the-app/ You can install easySales on a computer, an Android phone, an iPhone or an iPad. It then opens from its own icon, in its own window without the browser's address bar, like any other app. It is the same easySales you use in [the workspace](https://easysales.work/help/getting-started/workspace/): the same pages, the same records and the same sign-in. ## Before you start - No permission is needed. Everyone who can [sign in](https://easysales.work/help/getting-started/sign-in/) can install the app. - On a computer or an Android phone, use **Google Chrome** or **Microsoft Edge**. On an iPhone or iPad, use **Safari**. - Installing takes no space worth mentioning and no app store. You can remove the app at any time. ## Steps ### On a computer or an Android phone 1. Sign in to easySales in Chrome or Edge. 2. Open your menu in the top right corner and select **Install app**. 3. In the browser's dialog, select **Install**. If **Install app** is not in your menu, easySales is already installed in this browser, or the browser does not offer installing. Chrome also shows its own install button at the right of the address bar on a computer, and may offer to install at the bottom of the screen on Android. ### On an iPhone or iPad 1. Open easySales in Safari. 2. Open your menu in the top right corner and select **Install app**. easySales shows the steps that follow, so you can keep them on screen. 3. Tap the Share button in Safari. 4. Choose **Add to Home Screen**. You may need to scroll down to find it. 5. Tap **Add**. ## What happens next The easySales icon appears on your desktop, in your Start menu or Launchpad, or on your home screen. Open it like any other app. On an iPhone or iPad, sign in once more the first time you open it: the Home Screen app keeps its own sign-in, separate from Safari's. When easySales is updated, the app picks up the new version by itself, the same way a browser tab does. If a newer version arrives while the app is open, the same notice asks you to reload. On an iPhone or iPad, the installed app is also where push notifications work: see [Notification settings](https://easysales.work/help/inbox/notification-settings/). ## Rules to know - **The app needs an internet connection.** It shows your company's live records and keeps no copy on the device. If the connection drops, it shows **You are offline**: check your connection and select **Try again**. - **Your permissions do not change.** You see and do exactly what you can in the browser. - **Signing out works the same.** Select **Log out** in your menu. Nothing of your company's data stays in the app after you sign out. - **To remove the app,** remove it like any other app: on a computer, open the app's own menu at the top of its window and choose to uninstall it; on a phone or tablet, press and hold the icon. ## Why it works this way **One easySales, wherever you open it.** The installed app is the same service as the browser tab, so a quotation you start on your phone is waiting on your computer, and nobody has to keep two versions up to date. **Nothing is stored on the device.** Your customers' details and your figures stay on the server. A lost or shared phone holds no copy of them, and a colleague's permissions still apply the moment an administrator changes them. ## Common questions - **Is there an easySales app in the App Store or Google Play?** No. You install it from the browser as shown above, and it works the same way. - **Does the app work offline?** No. It needs an internet connection, and shows **You are offline** until the connection comes back. - **Why is Install app missing from my menu?** easySales is already installed in this browser, you are already using the installed app, or the browser does not offer installing. Use Chrome or Edge on a computer or Android, or Safari on an iPhone or iPad. - **Do I have to sign in again in the app?** On a computer or Android phone, no: the app shares the browser's sign-in. On an iPhone or iPad, yes, once. - **How do I update the app?** You do not need to. It always opens the current version. - **Can I install it on more than one device?** Yes. Install it on each computer, phone or tablet you use. ## Related - [Sign in](https://easysales.work/help/getting-started/sign-in/) - [The workspace](https://easysales.work/help/getting-started/workspace/) - [Your profile](https://easysales.work/help/getting-started/profile/) --- # AI chat > Ask the easySales AI assistant about your customers, quotations and invoices in a private chat panel, point at records with # and use / commands. Source: https://easysales.work/help/activities/ai-chat/ **AI chat** is a private conversation with the built-in AI assistant, **easy**. Ask about your customers, quotations, invoices and payments in your own words. It reads records with your own permissions and answers only you. It never changes anything by itself: a change it proposes waits as a card until a person approves it (see [AI proposals](https://easysales.work/help/activities/ai-proposals/)). ## How it fits together *[Diagram: The AI chat panel sits on every page. You ask, the assistant reads your records with your own permissions, and the conversation is kept for you alone. An administrator sees usage figures only.]* The panel opens on the right of any page and stays open as you move between pages. What you and the assistant say to each other is a **conversation**. The assistant finds what your role lets you open and nothing more. Only you can see your conversations; administrators see how much AI was used, never what was said. See [AI chat privacy](https://easysales.work/help/activities/ai-chat-privacy/). ## How it works *[Diagram: Optionally pick records with #, ask, the assistant reads, the answer appears as it is written. You can stop it while it writes, and regenerate the latest answer.]* 1. Select **Open AI chat**, the assistant's icon in the top bar beside search. On a phone the chat fills the screen, and **Close AI chat** takes you back. 2. Type your question and press **Enter**; **Shift** + **Enter** starts a new line. A question can be up to 8,000 characters. 3. To point at a record, type **#** and a few letters. The list offers up to three matching accounts, contacts, opportunities, quotations, invoices, credit notes and receipts of each kind that you can open. Pick one with the arrow keys and **Enter**, or select it. It sits in your sentence as a tag, such as *Quotation Q-1001*; **Backspace** removes the whole tag. One question takes up to five. 4. While the answer is written you see **Looking it up…**. Select **Stop** to end it; the panel then reads **Stopped. The text so far is kept.** 5. A record the answer mentions can be a link. Select it and the record opens behind the panel, which stays open. ### Ask AI on a record On the detail page of an account, contact, opportunity, quotation or invoice, select **Ask AI** in the page header (in the **⋯** menu on a phone). The panel opens with that record already in your question. If the panel is already open, select **Reference** followed by the record's name instead. A credit note or receipt opens in a drawer and has no **Ask AI**, but **#** finds it. ### Suggestions and commands - **Try asking**: a new conversation offers up to four questions chosen for the page you are on. On an invoice they include **Has INV-1051 been paid?**; on the **Invoices** list, **Which invoices are due this week?**. A suggestion fills the question box; it does not send. - **Suggested next questions**: under the latest finished answer, up to three follow-up questions. Selecting one sends it at once. - **/ commands**: type **/** as the first character of an empty question to list **Summarise what is owed**, **Follow-up task**, **Draft a quotation**, **Due this week** and **Account brief**. A command fills in its question; where a record is needed it ends in **#**, so the record list opens. It does not send. You see only the suggestions and commands your role can use. The **Follow-up task** and **Draft a quotation** commands propose a change, so the list marks them **Needs your approval**. They, and the suggestions that create a task, appear only where the assistant may propose changes for your company. ### Ask how to use easySales The chat also answers questions about easySales itself, such as "Where do I choose the columns of a list?" or "How do I void an invoice?" It looks the answer up in this help centre, gives the steps in the language you asked in and links the help page it used, which opens in a new tab. [@easy](https://easysales.work/help/activities/ask-easy/) in a thread answers these questions the same way. - If the page describes something your role cannot open, the answer still explains it and says that an administrator can give you access. If your company's plan does not include it, the answer says so. - If this help centre has nothing on your question, the answer says so rather than guessing. - These questions use your allowance like any other, and cannot be asked while AI is off for your company. ## Conversations - **New conversation** starts afresh. **Conversations** lists earlier ones under **Today**, **Previous 7 days** and **Earlier**; select one to continue it, or **Show more** for older ones. In a long conversation, **Show earlier messages** loads its beginning. - Open a conversation's menu for **Rename** or **Delete**. **Delete this conversation?** asks you to confirm, then removes it for good. - **Expand** gives the chat the whole content area, with the conversations on the left; **Restore** or **Esc** returns it to the side panel. A phone has no **Expand**. - Your browser remembers whether the panel is open and which conversation you were in, so another page or a reload keeps your place. An answer still being written carries on and is picked up again. ## Under an answer Point at an answer, or tab onto it, to see its time and **Copy**. The latest answer, once finished, also has **Regenerate**, which writes it again in place of the old one. On a phone these are always shown. **Regenerate** is not offered while an answer is being written, when your allowance is used up, when AI is off or on an answer that carries an approval card. ## Your allowance - Your monthly AI allowance is your cap, your own or the company default. Questions to [@easy](https://easysales.work/help/activities/ask-easy/) use the same one. - From 80% used, a line above the question box warns you, such as **You have used 85% of your allowance this month**, with the reset day and **View usage**. The panel's **⋯** menu, **Usage**, shows **Usage this month** at any time. With no cap set for you, it says **No personal monthly limit is set for you.** - When it is used up, the question box is disabled and says so. A question that needs more than is left gets **What is left of your own AI allowance this month is not enough for this question.** - You see percentages, never amounts. ## Good to know - **It proposes, you decide.** A change it proposes happens only when a person approves the card. It can propose recording a payment, issuing, voiding or deleting when you ask for exactly that; the card says so and asks twice. It never sends email or anything else to a customer. - **It reads what you can.** That includes what an account owes and its statement, reports, and your own messages, to-dos and calendar, as far as your role allows. - **It sees only what you can.** A record your role cannot open is not read, even if you point at it. Fields marked sensitive are left out unless your administrator allows them in AI settings. - **Check the answer.** It can misread or miss a record. Open the link and confirm amounts and dates. - **One answer at a time** is written in a conversation, and at most three across all your conversations. Wait for one, or stop it. - **While AI is off** for your company, the chat opens read-only. A notice says **AI is currently off for your company.** You can read and delete conversations, but not ask, use **#** or **Ask AI**. - A dialog or drawer you open from the page covers the panel; close it to return to the chat. ## Who can use it - easySales sets the assistant up for your company; an administrator then switches it on under **System settings** → **AI**; see [AI settings](https://easysales.work/help/administration/ai-assistant-settings/). - Your role needs **Use AI chat**. Administrators have it; the **Viewer** role does not. Turn it on for other roles under **AI assistant** in the role ([Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/)). Without it, the top-bar icon is not shown. ## Why it works this way **Your questions are your working notes.** A question about a slow payer or a colleague's pipeline is not ready for the team. Keeping AI chat private lets you ask freely; when the answer is for everyone, ask [@easy](https://easysales.work/help/activities/ask-easy/) in the record's thread instead. **It reads as you, so it is never a way round your role.** If the chat could see more than you, anyone with it could read records their role hides. Because it uses your permissions, it finds what you would find yourself, faster, and nothing more. **A person approves every change.** Records the assistant proposes to change carry the name of the person who approved, so your history always shows who decided. Payments, issued documents and deletions are what your customer and your books see, so their cards say so and ask twice. Sending stays with you. **An allowance per person keeps AI use fair.** One busy month for one person cannot use up the whole company's AI. Showing a percentage tells you how much is left without turning each question into a cost decision. ## Work faster - **Start from the record.** **Ask AI** on an account puts it in your question, and **Try asking** offers **Before my visit to Harbour Café: recent dealings and what is unpaid**. See [Account details](https://easysales.work/help/accounts/account-details/). - **Type / for the questions you ask every week.** **Due this week** and **Summarise what is owed** fill in the wording for you. See [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/). - **Open the chat on the Invoices list to chase payments.** Its suggestions are **Which invoices are overdue, and which should I chase first?**, **Which invoices are due this week?** and **Which accounts owe me the most?** See [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/). - **Let it draft the task.** On INV-1051, the suggestion **Create a task to chase payment of INV-1051** proposes a task you approve with one select. See [AI proposals](https://easysales.work/help/activities/ai-proposals/). - **Expand for comparisons.** **Expand** gives a long answer or a two-quotation comparison the full width, with your conversations beside it. - **Keep a conversation per customer.** **Rename** it after the customer, and pick it up again from **Conversations** before the next call. ## Examples **Before a visit.** Mei Tan from Lim & Co opens the Harbour Café account and selects **Ask AI**. After the tag she writes: "which invoices are still unpaid?" The assistant lists INV-1043 (SGD 1,200.00), INV-1051 (SGD 800.00) and INV-1060 (SGD 450.00), SGD 2,450.00 in total (1,200.00 + 800.00 + 450.00), each as a link to the invoice. **Two quotations.** Mei types "Compare #", picks QUO-208, types "and #" and picks QUO-214. The tags sit in her sentence in the order she wrote them, and the answer compares the two. **A chase list.** On a new conversation Mei selects **Which invoices are overdue, and which should I chase first?** and presses **Enter**. She selects the first invoice in the answer and the invoice opens behind the panel. **A chasing task in two steps.** Mei opens INV-1051 and then the chat. She selects **Create a task to chase payment of INV-1051**, adds "due this Friday, assigned to me" and presses **Enter**. A **New activity** card appears with the task's title, assignee and due date. She selects **Approve**, and the card turns **Done** with a link to the new task. **Near the limit.** On the 24th, a line above Mei's question box reads **You have used 85% of your allowance this month**, with the reset day. She keeps her questions narrow, one customer at a time, for the rest of the month. ## Common questions - **How do I open AI chat in easySales?** Select **Open AI chat**, the assistant's icon in the top bar beside search, or **Ask AI** on a record's page. The chat stays open as you move between pages. - **Why can't I see the AI chat icon?** Your role does not have **Use AI chat**, or AI is not available to your company. Ask an administrator; see [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). While AI is only switched off, the icon stays and the chat opens read-only. - **Can AI chat change my records?** Not by itself. It can propose a change as a card, and the change is made only when you select **Approve**. See [AI proposals](https://easysales.work/help/activities/ai-proposals/). - **How do I ask about one invoice or customer?** Type **#** and a few letters of its name or number, and pick it from the list, or select **Ask AI** on its page. One question can point at up to five records. - **Can AI chat see records I cannot open?** No. It reads with your own permissions, so a record your role hides stays hidden from it too. - **Why can't I ask any more questions this month?** Your monthly allowance is used up. The line above the question box gives the day it resets; an administrator can raise your cap. - **Can I get a better answer to the same question?** Select **Regenerate** under the latest finished answer, or ask again with a narrower question, such as one customer or one month. - **Can I use AI chat on my phone?** Yes. The chat fills the screen, **Ask AI** is in a record's **⋯** menu, and **Close AI chat** takes you back to the page. - **Can AI chat tell me where a setting is?** Yes. Ask in your own words, such as "Where do I choose the columns of a list?" The answer gives the steps from this help centre and links the page. ## Related - [AI chat privacy](https://easysales.work/help/activities/ai-chat-privacy/) - [AI proposals](https://easysales.work/help/activities/ai-proposals/) - [Ask @easy](https://easysales.work/help/activities/ask-easy/) - [AI settings](https://easysales.work/help/administration/ai-assistant-settings/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) --- # Ask @easy > How to ask the easySales AI assistant in an activity thread with @easy, read its answer, stop it, use a draft reply, and what it cannot read. Source: https://easysales.work/help/activities/ask-easy/ **@easy** is the AI assistant built into easySales. Mention it in an activity or a reply and ask in your own words. It looks up the records you can see and answers in the thread, where everyone who can read the thread sees the answer. It reads, and it can propose a change, which waits as a card for a person to approve; it never changes anything by itself. See [AI proposals](https://easysales.work/help/activities/ai-proposals/). ## Before you start - Your company must have the assistant switched on. easySales sets it up for your company first; an administrator then turns it on under **System settings** → **AI**. See [AI settings](https://easysales.work/help/administration/ai-assistant-settings/). - Your role needs **Use the AI assistant** and **View and post** on the **Activities** row. Administrators always have both. - Think about who reads the thread. The answer is posted there for everyone who can read it. ## Steps 1. Open the thread you want to ask in: a record's **Activities** tab, a space, **My work** or the dashboard. Start a new activity, or reply to one. 2. In the text box, type **@** and choose **easy**, the row marked **AI assistant** at the top of the list. A purple **@easy** chip appears in the box. 3. Write your question, for example which of this customer's invoices are still unpaid. 4. Post the activity or the reply as usual. Typing `@easy` by hand does not ask the assistant; choose it from the list. ## What happens next - A reply from **easy**, tagged **AI assistant**, appears under your question. It shows **Working · 1s**, counting up, and often one line saying what it will look up. - The answer then takes its place. It starts by mentioning you, and a line underneath says what it read, such as **Looked up 3 records** or **Read 4 replies in this thread**. If the thread was long, it adds **The thread was long, so easy read only part of it.** - Your message centre shows **easy mentioned you**. People who follow the thread get the usual message about a reply. - To stop it while it works, select **Stop**. Only you, the person who asked, see the button. The reply then reads, for example, **Mei Tan stopped easy**. Deleting your question or the thread also stops it. ## Use a draft reply When you ask @easy to draft something, such as a reply to the customer, its answer offers the text with a **Use as my reply** button. 1. Select **Use as my reply**. The text goes into the reply box of the same thread. 2. If the box already has text, choose **Replace** or **Keep mine**. 3. Edit the text, then post your reply as usual. Nothing is posted until you post it yourself. A draft never contains mentions or record links. ## When it cannot answer Instead of an answer, the reply may say one of these: | The reply says | What to do | |---|---| | This question went beyond the limit for a single run, so it was stopped. | Narrow it down, for example to one customer or period, and ask again. | | Your company’s AI use for this month is used up. | Wait until the date it gives, or ask an administrator to look under **System settings** → **AI**. | | What is left of your own AI allowance this month is not enough for this question. | Wait until the date it gives, ask a smaller question, or ask an administrator to raise your cap. | | easy is not available right now. | Ask your administrator. | | I can’t answer this question. | Ask in another way, or look the records up yourself. | | I can’t reach the model right now. | Ask again later with **@easy**. | ## Rules to know - @easy reads with your own permissions. It finds only records you could open yourself, and a record you cannot see stays hidden from it too. - It reads the thread you asked in: the first post, the names of linked records, the newest replies (up to 30) and its own earlier answers. It cannot read attachments. - It can look up accounts, contacts, leads, products, opportunities, quotations, invoices, credit notes, recurring invoices, receipts, refunds, purchase orders, delivery orders and activities. Because everyone in the thread reads its answer, it does not read what an account owes or its statement, unapplied money, bad debts, reports such as forecasts and gross margin, or your messages, to-dos and calendar. - It reads and answers. It can propose a change as a card, which only a person can approve; see [AI proposals](https://easysales.work/help/activities/ai-proposals/). It cannot mention or ask a colleague, send anything or set a reminder. To bring a colleague in, mention them yourself. - Only a new post or reply asks it. Adding **@easy** to a post you edit leaves it as plain text. - You can have three questions waiting for @easy at a time. While three are still being answered, **@easy** in a new post stays plain text and gets no answer. - If your role does not allow it, **easy** is greyed out in the list with **Not enabled for your role**. If the assistant is off for your company, it is not in the list at all. - Its answer cannot be edited. Only you, or someone with **Manage others’ activities**, can delete it. - In the record's history and the audit log, what @easy read or wrote for you shows your name with the **Internal AI assistant** tag. - Each question counts towards your company's monthly AI budget and your own monthly cap. You never see an amount; when a limit is reached, the reply says so. ## Why it works this way **The answer goes where the work is.** A question asked on Harbour Café's **Activities** tab is answered there, so the colleague who calls the café tomorrow sees the same figures you did, without asking again. For a question only you need answered, use [AI chat](https://easysales.work/help/activities/ai-chat/). **It answers with your permissions.** @easy finds exactly what you could find yourself. Two people can ask the same question and get different answers if their roles see different records; that is your role settings at work, and no thread becomes a way to read records someone may not open. **It never brings people in for you.** Mentioning someone notifies them and can let them see the thread. That stays your decision, so nobody is pinged by a machine and nobody gains access to a customer's thread without a person choosing it. **Limits keep AI use predictable.** Three open questions per person and a monthly cap stop a burst of posts from using up the company's AI for everyone else. ## Work faster - **Ask on the record, not in a blank post.** On the record's **Activities** tab the thread is already linked to the customer, so a short question such as "what is still unpaid?" is enough. See [Write an activity](https://easysales.work/help/activities/activities-tab/). - **Let it draft the customer message.** Ask for a reminder or a reply, select **Use as my reply**, and edit before you post. See [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/). - **Ask the follow-up in the same thread.** @easy reads its own earlier answers, so "and which of those is oldest?" works without repeating the first question. - **Watch for the answer in Message centre.** **easy mentioned you** tells you it has answered, so you can carry on with other work meanwhile. See [Message centre](https://easysales.work/help/inbox/message-centre/). - **Bring the team's numbers to a weekly meeting.** Ask in your team's space before the meeting, and everyone opens the same answer. See [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/). ## Examples Mei Tan is about to call Harbour Café. On the account's **Activities** tab she replies to her last note: "@easy which of their invoices are still unpaid, and when were they due?" A few seconds later **easy** answers under her reply, mentioning her: two invoices are open, with their numbers, balances and due dates. The line underneath reads **Looked up 2 records**. She then asks: "@easy draft a short, friendly reminder I can send them." The answer comes with **Use as my reply**. Mei selects it, changes a word in her reply box and posts it. **Before the Monday meeting.** In Lim & Co's sales space, Daniel Lim posts: "@easy which of our open quotations were created this month, and what are they worth?" The answer lists QUO-208 at SGD 4,360.00 (SGD 4,000.00 plus GST 9% of SGD 360.00) and QUO-214 at SGD 2,180.00 (SGD 2,000.00 plus SGD 180.00), SGD 6,540.00 in all. Everyone in the space reads the same list before the meeting. **A question that was too big.** Mei asks for every invoice of every customer since last year, and the reply says the question went beyond the limit for a single run. She asks again for Harbour Café's invoices from this quarter only, and gets an answer. ## Common questions - **How do I ask the AI assistant in an activity?** Type **@** in the text box, choose **easy** from the top of the list, write your question and post it. The answer appears in the same thread. - **Why does @easy not answer?** It was typed by hand instead of chosen from the list, three of your questions are still being answered, your role lacks **Use the AI assistant**, or the assistant is off for your company. - **Who can see @easy's answers?** Everyone who can read the thread. For a private answer, use [AI chat](https://easysales.work/help/activities/ai-chat/). - **Can @easy read attachments?** No. It reads the thread's text, the names of linked records and the records it looks up, never attached files. - **Can I add @easy to a post I already wrote?** Not by editing it. Post a new reply that mentions **easy** instead. - **Can I delete or edit an answer from @easy?** You cannot edit it. You, or someone with **Manage others’ activities**, can delete it. - **Why did @easy read only part of the thread?** A long thread is cut to its first post and its newest replies; the answer then says so. Start a new thread, or put the details in your question. ## Related - [Write an activity](https://easysales.work/help/activities/activities-tab/) - [AI chat](https://easysales.work/help/activities/ai-chat/) - [AI proposals](https://easysales.work/help/activities/ai-proposals/) - [Who can see activities](https://easysales.work/help/activities/who-can-see/) - [AI settings](https://easysales.work/help/administration/ai-assistant-settings/) --- # AI chat privacy > Who can read your easySales AI chat, what is stored, what is sent to the AI service to answer, and how conversations are deleted or expire. Source: https://easysales.work/help/activities/ai-chat-privacy/ [AI chat](https://easysales.work/help/activities/ai-chat/) is private to the person who uses it. This page says what is kept, who can read it, what is sent to produce an answer, and how it is removed. Use it when a colleague or a customer asks where their questions go. ## What is stored - Your questions, the assistant's answers, the records you pointed at with **#** (type and name) and the time. - The working text behind each answer, which includes the details of the records the assistant read to answer. - The approval cards the assistant proposed, with the values they would write, and who decided them and when. - The records themselves stay where they are; the chat does not copy them anywhere else. - Your browser keeps only whether the panel is open and which conversation you were in, never the text. ## Who can read it - Only you. Other people in your company cannot open your conversations, and neither can an administrator. The conversation list says **Only you can see your conversations.** - Administrators see usage figures only, by person, under **System settings** → **AI**: the **Runs**, tokens and **Points** used. They never see the text. - easySales staff do not read the content of your AI chat conversations. ## What is sent to answer To write an answer, easySales sends these to an AI service provider that processes them for easySales: - your question and the earlier messages of that conversation; - the records you pointed at, and the records the assistant looks up while answering. The assistant only looks up records your role can open. Fields marked sensitive, such as identity numbers, are left out unless your administrator switched on **Send sensitive personal fields to the model** under **System settings** → **AI**. Nothing is sent when you do not ask. ## Delete and retention - **Delete this conversation?** removes the conversation, its messages and the working text behind its answers and its approval cards at once, in one step. If an answer is still being written, it is stopped. A deleted conversation cannot be brought back. - What stays is counting, which feeds the usage figures: the runs, tokens and Points. A change you approved also stays, in the record's **History** and the audit log, as any change does. - When you **Regenerate** an answer, the earlier answer disappears from the panel but is kept until you delete the conversation or the retention period below ends. - How long **Assistant conversation text** is kept, in months or without a time limit, is shown on the **Licence** page under **Data retention**. An administrator with **System** **View** can read it there. - Once easySales has started removal for your company, messages older than that period are removed, and a conversation with no messages left disappears. The usage figures stay. - If AI is switched off for your company, you can still read and delete your own conversations. ## Good to know - An AI chat answer is not shared. [@easy](https://easysales.work/help/activities/ask-easy/) in an activity answers in a thread that everyone who can read the thread sees; AI chat answers only you. - Deleting is permanent: ask yourself first whether you still need the answer. - Text you type or paste into a question is stored and sent as you wrote it. The sensitive-fields switch applies to fields the assistant reads from records, not to your own words. ## Why it works this way **Private by default, because questions are drafts of thinking.** You may ask about a customer who pays late or a deal that is slipping long before you are ready to say so to the team. Keeping the chat to you means you can ask the honest question; what the team needs goes into a thread. **Administrators manage the cost, not the content.** The company pays for AI use, so an administrator needs to see who uses how much. Counting runs and Points per person gives that without opening anyone's conversations. **One delete removes everything, except what belongs to the record.** Questions, answers, working text and cards go together, so nothing of a conversation is left in a corner you cannot see. A change you approved stays in the record's history, because your records must show who changed what and when. **Sensitive fields stay out unless your company lets them in.** An identity number is rarely needed to answer a sales question. Leaving it out by default keeps personal data you hold about contacts from being sent to the AI service for a routine question. ## Work faster - **Ask in a thread when the team needs the answer.** An [@easy](https://easysales.work/help/activities/ask-easy/) answer stays with the record for everyone working on it; AI chat keeps it to you. - **Point at records with # instead of pasting their details.** The assistant then reads the record with your permissions and the sensitive-fields rule, rather than taking whatever you pasted. See [AI chat](https://easysales.work/help/activities/ai-chat/). - **Delete a conversation once it has done its job.** One step removes it and everything behind it; the **Conversations** list's menu has **Delete**. - **Check your own use on My profile.** **AI usage** shows how much of your allowance is used this month. See [Your profile](https://easysales.work/help/getting-started/profile/). - **Point colleagues to the record's history.** A change made through an approval card shows in **History** with the **Internal AI assistant** tag. See [Audit and history](https://easysales.work/help/administration/audit-trail/). ## Examples **"Can Daniel read my chat?"** Mei Tan from Lim & Co asks before she uses AI chat for the first time. Daniel Lim, the administrator, opens **System settings** → **AI** and shows her **Usage this month**: her row lists her **Runs** and **Points** for the month, and no text at all. Her conversation list says **Only you can see your conversations.** **A pasted passport number.** Mei pastes a customer's passport number into a question by mistake. She opens the conversation's menu, selects **Delete** and confirms **Delete this conversation?**. The question, the answer and the working text behind it are gone; the Points the answer used still count in her monthly usage. **An approved change stays.** Mei approved a card that changed Harbour Café's phone number, then deleted the conversation. The account's **History** still shows the change under her name with the **Internal AI assistant** tag, because the change belongs to the account, not to the chat. ## Common questions - **Can my administrator read my AI chat conversations?** No. Administrators see how much each person used, as runs, tokens and Points, but never the text of a conversation. - **Can my colleagues see my AI chat?** No. Only you can open your conversations. An [@easy](https://easysales.work/help/activities/ask-easy/) answer in an activity is different: everyone who can read that thread sees it. - **Where are my AI chat questions sent?** To an AI service provider that processes them for easySales, together with the earlier messages of that conversation and the records the assistant reads to answer. - **Are identity numbers sent to the AI?** Not unless your administrator switched on **Send sensitive personal fields to the model** under **System settings** → **AI**. Anything you type or paste yourself is sent as written. - **Can I get a deleted AI chat conversation back?** No. Deleting removes the conversation, its answers and its cards for good. - **How long are AI chat conversations kept?** Until you delete them, or until the period shown for **Assistant conversation text** under **Data retention** on the **Licence** page ends. - **Does deleting a conversation undo a change I approved?** No. The change stays on the record and in its **History**, like any other change. ## Related - [AI chat](https://easysales.work/help/activities/ai-chat/) - [AI settings](https://easysales.work/help/administration/ai-assistant-settings/) - [Your licence](https://easysales.work/help/administration/licence/) - [AI data sharing](https://easysales.work/help/ai-access/ai-and-data-sharing/) - [Ask @easy](https://easysales.work/help/activities/ask-easy/) --- # AI proposals > How the easySales AI assistant proposes a task, a draft quotation or a record change as a card, and who can approve or decline it before anything changes. Source: https://easysales.work/help/activities/ai-proposals/ The built-in AI assistant can propose a change to your records, in [AI chat](https://easysales.work/help/activities/ai-chat/) and in [@easy](https://easysales.work/help/activities/ask-easy/) threads. It never makes the change itself. It shows a **card**; a person who is allowed to makes the change by selecting **Approve**, and the change is made as that person. ## How it fits together *[Diagram: You ask, the assistant proposes a change and checks it without making it, and a card appears. Approve makes the change as the person who approved. Decline, or no decision in 24 hours, changes nothing.]* The assistant checks the change as you, with the same rules the web pages use, and then stops. Nothing has changed at that point. The card waits for 24 hours. A change is made only when someone selects **Approve**, and it is made as that person, with that person's permissions checked again at that moment. The assistant can never approve its own card. ## What it can propose Any change your role lets you make on the pages yourself, when you ask for it. For example: - A new activity: a note, a task, an event or a communication, or **Complete activity and plan the next**. - **Draft quotation**: a new quotation saved as a draft only. It is not submitted for approval and not sent to the customer. - A new account, contact, lead, opportunity or product, or a change to one, its owner or its team. - A quotation, invoice, credit note, purchase order or delivery order moved on: finalised, issued, marked sent, closed, cancelled or voided. - Money: a payment recorded, a receipt or refund made or allocated, a credit note applied, a bad debt written off. - For a quotation, invoice or credit note waiting under your company's [document approval](https://easysales.work/help/quotations/document-approval/): to approve it, return it to its author, or withdraw its approval request. It never sends email or anything else to a customer, imports data or attaches files. In an @easy thread it does not change anyone's messages, to-dos or follows. One question produces at most three cards. ## How it works 1. Read the card. It starts with what it does, such as **New activity** or **Change account**, and a tag: **To confirm**. It lists only the fields the change sets. On a change, the old value is struck through and the new one follows; a field the change clears shows the old value struck through and nothing after it. An opportunity's amounts show in the currency of their own side: the old amount in its currency, the new one in its. A quotation lists its lines, each with its name, then quantity × unit price and the line amount, and under them **Subtotal**, **Tax** and **Total** with the currency (for example **Total SGD**), all worked out by easySales on the server. After five lines, **2 more lines** opens the rest and **Show fewer** folds them again. 2. If a new activity mentions colleagues or links records, the card names the people who would newly see the thread, such as **Daniel Lim would be able to see this thread.** 3. Check **Valid until** at the bottom of the card. 4. Select **Approve**, or **Decline** to close the card without changing anything. On a card that issues a document or approves one, the button reads **Approve and issue**: it asks **Approve and issue now?**, takes the document's official number at once and cannot be undone. A card that deletes, voids, cancels, closes or reverses something says **Approving this takes effect at once and cannot be undone.**; its **Approve** is red and asks **Approve now?** first. A card that moves money also says **This records, moves or reverses money. Check the amounts before approving.** 5. The card shows **Running…** and then **Done**, with a link to the record, for example *Mei Tan approved · 14:05 · the record shows “Internal AI assistant”*. Pressing again never repeats the change. ## Examples **A draft quotation.** In AI chat, Mei Tan from Lim & Co writes: "Draft a quotation for Harbour Café for 10 hours of design consulting at SGD 150.00 an hour, with GST 9%." A card titled **Draft quotation** appears with one line, 10 × 150.00 and its amount 1,500.00, then **Subtotal** 1,500.00, **Tax** 135.00 (9% of 1,500.00) and **Total SGD** 1,635.00, and the note that it is saved as a draft only. Mei selects **Approve**. The quotation is created as a draft, and the card turns **Done**. **A changed phone number.** Mei asks the assistant to correct a contact's phone number. The card shows the old number struck through and the new one after it. Mei checks it and selects **Approve**. **A decision in a thread.** In an activity thread, Daniel Lim, who may approve quotations, sees a card from @easy: **Approve quotation**. He selects **Approve and issue**, confirms **Approve and issue now?** and the quotation is approved and issued as Daniel. **A record that moved on.** At 10:00 Mei gets a card to change Harbour Café's billing street. At 10:20 Daniel corrects the same street on the account page. When Mei selects **Approve** at 10:30, the card says **Not done**: the record was changed after the proposal, so nothing was overwritten. She reads Daniel's change and asks again only if it is still needed. ## Who can decide - **In AI chat**, only the person whose conversation it is. Nobody else can see the card. - **In an @easy thread**, any reader of the thread who has **Use the AI assistant**, can see the whole card and holds the permission for that change. Everyone else sees **Waiting for someone who is allowed to approve this.** or **Waiting for a person to decide.** - A card is decided in easySales in your browser. A connected AI app cannot decide it. - Each reader sees a card only as far as their own permissions reach. A value they may not see reads **Hidden**. If the record itself is out of their view, they see one line, **Mei Tan proposed a change here. The details are hidden because they involve a record you cannot view.**, and no buttons. ## Good to know - **Nothing changes until someone approves.** Declining, or leaving a card, changes nothing: **Declined**, **Expired** and **Replaced** all say so. - A card **expires** after 24 hours. It cannot be edited: ask the assistant again. A newer card for the same record makes the older one **Replaced**. - If the record changed after the proposal, nothing is changed, to avoid overwriting it, and the card says **Not done**. Ask the assistant again. **Not done** also covers a change easySales refused, such as one on a closed document. If the card says it is not known whether the change went through, check the record before asking again. - A card that lists many entries, such as the invoices a receipt is allocated to, shows the first 20 and then a line such as **Allocations: more not shown**. - An answer that carries a card cannot be regenerated; the panel offers no **Regenerate** on it. Ask the question again in a new message. - The change is recorded under the name of the person who approved, with an **Internal AI assistant** tag beside the name, in the record's **History** and the audit log, and the card's own line quotes the same label. An approved quotation, invoice or credit note also shows **AI assistant** in its Approval record. - Cards appear only where AI changes are enabled for your company. The AI chat's welcome line tells you: it says the assistant can also propose changes, or it starts with **Read-only:**, and then the assistant only reads. ## Why it works this way **A person signs every change.** The change is made as the person who approved it, so your records show a name, not a machine, beside each change. When a customer asks who changed their address, or your auditor asks who approved a quotation, the history answers. **The check happens twice.** The assistant checks the change as the person who asked; approving checks it again as the person who approves. Nobody can approve a change their own role would refuse, and a card that no longer matches the record does nothing rather than overwrite a colleague's newer edit. **A card lapses after 24 hours.** A card shows the record as it was when the assistant read it. The older that picture, the more likely the record has moved on, so an old card expires instead of waiting to be approved by mistake. **Money and what cannot be undone ask twice.** Payments, issued documents and deletions are what your customer and your books see, and most cannot be taken back. The assistant proposes them only when you ask for exactly that change, its card says so, and approving asks a second time. Sending stays with you: the assistant never emails a customer. ## Work faster - **Use the commands that draft for you.** In AI chat, type **/** and pick **Follow-up task** or **Draft a quotation**, then name the record after **#**. See [AI chat](https://easysales.work/help/activities/ai-chat/). - **Ask for the chasing task from the invoice.** On INV-1051, the chat suggests **Create a task to chase payment of INV-1051**; approve the card and the task exists. See [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/). - **Let the approver decide in the thread.** Ask @easy in the quotation's thread; anyone there who may use the assistant and approve quotations can decide the card without opening another page. See [Document approval](https://easysales.work/help/quotations/document-approval/). - **Decline and ask again rather than fix later.** A card cannot be edited, so decline a wrong one and say what to change; a newer card for the same record replaces the old one. - **Finish a draft quotation on its page.** **Done** links to the new draft; add lines or terms there before you finalise it. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). ## Common questions - **Can the AI assistant change records without asking?** No. Every change waits as a card until a person who is allowed to make it selects **Approve**. - **Who can approve an AI proposal?** In AI chat, only you. In an @easy thread, any reader who may use the assistant and holds the permission for that change, such as **Approve quotations** for an approval card. - **How long does an AI proposal last?** 24 hours. After that it shows **Expired** and nothing changes. - **Can I edit a proposal before approving it?** No. Decline it and ask the assistant again with the correction, or approve it and edit the record afterwards. - **Can the AI assistant send emails or record payments?** It never sends email or anything else. It can propose recording a payment, issuing, voiding or deleting when you ask; nothing happens until a person who may make that change approves the card, twice for what cannot be undone. - **How can I tell a change came from the AI assistant?** The record's **History** shows the name of the person who approved, with the **Internal AI assistant** tag. See [Audit and history](https://easysales.work/help/administration/audit-trail/). - **Why does the assistant never show approval cards?** AI changes are not enabled for your company, so the assistant only reads; the AI chat's welcome line starts with **Read-only:**. ## Related - [AI chat](https://easysales.work/help/activities/ai-chat/) - [Ask @easy](https://easysales.work/help/activities/ask-easy/) - [Document approval](https://easysales.work/help/quotations/document-approval/) - [AI settings](https://easysales.work/help/administration/ai-assistant-settings/) - [Audit and history](https://easysales.work/help/administration/audit-trail/) --- # Connect an assistant > How to connect ChatGPT, Claude or another AI app to your easySales data by signing in, or with a personal token, and how to disconnect it again. Source: https://easysales.work/help/ai-access/connect-an-assistant/ If your company has AI access on, you can connect your own AI app to work with your records. It acts as you, with your permissions and no more; read [AI data sharing](https://easysales.work/help/ai-access/ai-and-data-sharing/) first. ## Before you start No module permission is needed. In **My profile**, the **Third-party AI tools** page shows **On**, **On — read only** or **Off** next to **Your company**. The page appears in the side navigation only when easySales offers AI access. While it shows **Off**, you cannot connect anything; ask your administrator to switch it on under **System settings** → **AI**. See [Company AI access](https://easysales.work/help/ai-access/company-ai-access/). Where your company offers two-step verification, connecting a new app needs it turned on for you; see [Sign-in security](https://easysales.work/help/security/overview/). Only while your company has it set to **Off** do you confirm with your password instead. Connect by signing in from the app. Use a personal token only for a tool that cannot sign in, or when the page shows no setup steps. ## Steps 1. On the **Third-party AI tools** page, select **Copy** beside the **MCP server address**. Your AI app asks for this address when you add easySales to it. 2. Open **How to connect an app** and follow the steps for your app: **Claude.ai**, **ChatGPT** or **Claude Code**. For any other tool, see **Other tools**. 3. When the app sends you to easySales, sign in if asked. 4. Check **Returns to**, **App from** and **Signed in as**. Approve only an app you started connecting yourself. When the app returns to a well-known AI platform, **Returns to** names it, for example **Known platform: Claude**. If the page says **easySales can’t tell who this app is.**, approve only if you just started the connection from that app and you recognise the address. 5. Under **It asks to**, keep **Make changes as you** ticked only if you want the app to create, edit and delete records and change their owner. Untick it if the app only needs to read. 6. Confirm it’s you and select **Allow**. With two-step verification, enter a code from your app or email, or select **Confirm with your passkey**. Without these, select **Use a recovery code instead** and enter one; that code is then used up. If you signed in with a code or passkey in the last 15 minutes, nothing more is asked. Without it, the page says **Turn on two-step verification to connect AI apps**, unless your company has it **Off** — then enter **Your password, to confirm**. ## Use a personal token 1. On the **Third-party AI tools** page, select **New token**. 2. Enter a **Name** for the tool and computer. A name that could pass for the built-in assistant, such as easy, easySales or AI assistant, is refused. 3. Under **Access**, choose **Full — same as you** or **Read only**. 4. Choose when it **Expires**: 30, 60 or 90 days. 5. Select **Create token**, and [confirm it’s you](https://easysales.work/help/security/confirm-its-you/) if asked. 6. Copy the token, or the command under **Connect Claude Code**, into your tool. Then select **Done**. ## What happens next The app appears under **Connected apps**, and a token under **Personal tokens**, each with its **Access**: **Read and write** or **Read only**. A token is shown only once; if you lose it, create another. Once connected, the app learns from easySales how to work with your records, and some apps also list ready-made starting prompts from easySales: - **Summarise an account** — a short brief on one customer. - **Follow up overdue invoices** — overdue invoices by customer, with a reminder drafted for you to send. - **Draft a quotation** — a draft quotation, built with you step by step. - **My week** — your to-dos, tasks and events for the next seven days. - **Review my pipeline** — your open opportunities by stage, the forecast and deals with no next step. - **Review collections** — what each customer owes and is overdue, with a suggested follow-up. - **Clean up duplicate accounts** — likely duplicates of one account and what merging them would do. - **Work my lead pool** — the leads waiting in the lead pools you can see, and which ones to claim. - **Follow up my leads** — your open leads that are overdue for a follow-up, with a suggested next step. - **Convert a lead** — one lead turned into a customer, a contact and optionally an opportunity, step by step. Only the prompts your connection's access allows appear, so a **Read only** connection shows no prompt that changes records. A prompt only starts the conversation: every change it leads to is still previewed for you to confirm. To stop an app or a token, select **Disconnect** beside it and confirm. It stops working at once and cannot be restored. ## Rules to know - An app or token never does more than your role allows. While your company is **On — read only**, nothing you connect can change records. - Every change is previewed for you to confirm first. - You can connect up to 10 apps and hold 10 tokens. - When your app asks you to connect again, repeat the steps. - Changing or resetting your password disconnects all your apps and tokens. So does an administrator resetting your password or your two-step verification, and an administrator can also disconnect them. - When your company starts requiring two-step verification, apps and tokens you already connected keep working. Turning your own two-step verification off does not disconnect them either. - Keep a token secret, like a password. ## Why it works this way **Signing in is safer than a token.** When an app signs in, it never sees your password: easySales asks you to approve it on its own page, shows where the app returns to, and records the connection under your name. A personal token is a secret you copy by hand, so it is kept for tools that cannot sign in. **A second factor guards access that lasts for weeks.** An AI app keeps its access long after you approve it. Where your company offers two-step verification, connecting asks for a code or your passkey, so a stolen password alone is not enough to link an app to your records. **Every change waits for your yes.** An AI app can misread a request. It shows you a preview of each change, and easySales saves nothing until you confirm it, so a misunderstanding never becomes a change to a customer's record. **Tokens expire.** A personal token lasts at most 90 days. If one is ever copied somewhere it does not belong, it stops working on its expiry date at the latest, and **Disconnect** stops it at once. ## Work faster - **Start from a ready-made prompt.** **Follow up overdue invoices**, **Review my pipeline** and the other prompts set the app up for a common job in one step. See [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) and the [weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/). - **Untick changes for a helper that only reads.** An app approved without **Make changes as you** cannot change anything, whatever you ask it, and prompts that need changes, such as **Draft a quotation**, are not offered to it. - **Name each token after its tool and computer.** A name such as "Claude Code on my laptop" tells you which one to disconnect when a laptop is replaced. - **Check Last used now and then.** **Connected apps** and **Personal tokens** show when each was last used; disconnect anything you no longer recognise. - **Ask for a PDF link, then send it yourself.** The app can give you a short-lived link to a document's PDF to attach or forward. See [AI data sharing](https://easysales.work/help/ai-access/ai-and-data-sharing/). ## Examples **Connecting Claude to read only.** Mei Tan wants Claude to help her prepare for customer calls, but not to change records. On **Third-party AI tools** she copies the server address and follows the **Claude.ai** steps under **How to connect an app**. Claude sends her to easySales, where she checks **Returns to** and **Signed in as**, unticks **Make changes as you**, enters a code from her authenticator app and selects **Allow**. Claude appears under **Connected apps** with **Read only** access. **Chasing overdue invoices.** Daniel Lim connects ChatGPT with changes allowed and starts **Follow up overdue invoices**. The app lists Harbour Café's INV-10000319, SGD 2,180.00 (SGD 2,000.00 plus GST 9% of SGD 180.00), 12 days overdue, and drafts a reminder. Daniel edits the reminder and sends it from his own e-mail; the app sends nothing to the customer. **A token for a script.** Daniel's command-line tool cannot sign in. He selects **New token**, names it "Claude Code on office PC", chooses **Read only** and 30 days, and selects **Create token**. He copies the command under **Connect Claude Code** into his terminal before selecting **Done**, because the token is not shown again. ## Common questions - **How do I connect ChatGPT to easySales?** Copy the server address from **Third-party AI tools**. In ChatGPT, open Settings → Apps & Connectors and create a connector (you may need to turn on developer mode under Advanced), paste the address and choose OAuth. Then approve it in easySales. - **How do I connect Claude to easySales?** Copy the server address, then in Claude open Settings → Connectors, choose Add custom connector, paste the address and choose Add, then Connect. Approve the connection in easySales. - **Can the AI app change my records without asking me?** No. Every change is shown to you as a preview first, and easySales saves it only after you confirm. - **Why do I need two-step verification to connect an AI app?** An app keeps its access for weeks, so connecting one asks for a code or your passkey, not just your password. See [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/). - **What if I lose my personal token?** It is shown only once. Create a new token, and disconnect the old one if it might be used by someone else. - **How many AI apps can I connect?** Up to 10 apps, and you can hold 10 personal tokens. - **How long does a personal token last?** 30, 60 or 90 days, as you choose when you create it. ## Related - [AI data sharing](https://easysales.work/help/ai-access/ai-and-data-sharing/) - [Company AI access](https://easysales.work/help/ai-access/company-ai-access/) - [Your profile](https://easysales.work/help/getting-started/profile/) --- # AI data sharing > What ChatGPT, Claude or another connected AI app can read and change in easySales, how each change is confirmed first, and what is never shared. Source: https://easysales.work/help/ai-access/ai-and-data-sharing/ A connected AI app works in easySales as you. It reads the records your role lets you see and, if you allowed it, changes them after you confirm a preview. What the app receives is then held by the AI service you chose, under its own terms. ## How it works ### Reading The app can search and open what your role lets you see: - accounts, contacts and products, accounts that look like duplicates, and a contact's consent marks; - what an account owes and its statement; - opportunities, with their stage history, the forecast and gross margin; - quotations with their billing plans, invoices, credit notes, receipts and refunds, with deposits, payment differences and bad debts; - purchase orders, with their supplier invoices and payments; - delivery orders, with the names of their signed copies; - recurring invoices and service contracts; - your spreadsheet imports; - activities and spaces, with an activity's edit history and who can see it, your team's week of activities, your calendar, your to-dos and your messages; - the lists easySales offers when you fill in a form, such as currencies, exchange rates, countries, industries, tax codes and the people you can choose as an owner. It can search across all of these at once. It can also get a short-lived link to the PDF of a quotation, invoice, credit note, delivery order or purchase order, an account statement, a receipt or a forfeited deposit. An invoice as the app reads it includes the amount written off, and the part of it that is a bad debt, so what was due, paid, credited and written off adds up to the balance. When it searches receipts or refunds, the app can page back to older ones rather than stopping at the most recent. ### Changing With **Read and write** access, the app can make the kinds of changes you make on screen in these areas: - accounts and contacts, personal accounts, an account's team, merging two accounts, and a contact's consent marks; - opportunities, including their stage, owner and gross margin override; - products; - quotations with their billing plans, including turning a plan's automatic drafts on or off, and invoices with their payments; - credit notes, receipts and refunds, including keeping a security deposit, allocating a security deposit to invoices, undoing a payment difference, and writing off a bad debt or recording its recovery; - approving, returning or withdrawing the approval request of a quotation, invoice or credit note; - purchase orders, with their supplier invoices and payments; - delivery orders, including marking them delivered; - recurring invoices, including raising or skipping a period's draft; - importing accounts, contacts or products from a spreadsheet, and undoing an import; - attaching a file of up to 5 MB to an activity, a delivery order or a supplier invoice; - activities and spaces, and your messages, to-dos and notification settings. Each change passes the same permission, record and status checks as the same action on screen. The app cannot send anything to a customer, such as an email, or export a file: it drafts the text and gives you the link or the PDF to send yourself. ### Preview, then confirm Every change takes two steps. First the app asks easySales for a preview, which saves nothing, and shows it to you. easySales saves the change only when the app sends it unchanged within ten minutes; anything different needs a new preview. Following or muting a record, marking messages read or unread, archiving them and snoozing messages or To do items change only your own message centre and To do list, never a business record, and nobody else sees them. These still go through the preview, but your app may carry them out without asking you first, depending on its own settings. ### Activities and messages The app can also do what you can do with [activities](https://easysales.work/help/activities/overview/), [spaces](https://easysales.work/help/spaces/overview/), your [message centre](https://easysales.work/help/inbox/message-centre/) and [My work](https://easysales.work/help/my-work/overview/): read and post activities, reply, mention colleagues, follow documents and work through your messages. It sees only the activities you can see. Posting an activity or a reply goes through the same preview and confirmation as every other change. The app marks deleting an activity or reply, removing a file, restoring a deleted activity, changing a space's members and moving an activity into or out of a space as destructive, so expect it to ask you to confirm those clearly. ### Marked with the AI that acted A change made through an app shows a tag beside your name in the record's **History**, in the audit log and on activities and replies the app posted: **Third-party AI · OAuth connection** or **Third-party AI · Personal token**, followed by the name of the connection. When an app opens a record, **Viewed by** shows the same tag. easySales sets the kind of connection; the name is what the connection is called, and easySales does not check it. Hover over the tag to read this. Entries recorded before this tag existed show **AI (source not recorded)**. ## Good to know - Never shared: passwords and tokens, custom fields, the contents of attached files (an app can attach a file but cannot download one), other users' contact details (the app sees only their names), and your company's licence, plan and billing. - A contact's date of birth, gender, income, marital status and number of children are withheld unless easySales support has turned sharing on for your company. - An app cannot set custom fields, except in a spreadsheet import of new accounts or contacts. It cannot set an account's profile, or a contact's language or personal details. Finish such records in easySales. - Merging accounts cannot be undone. The app shows you what the merge would do first, and for each field it can choose only between the two values that preview shows. - Changing an account's team replaces the whole team, so anyone the app leaves out loses that access. Check the team in the preview. - The app does not suggest writing a debt off, its amount or its reasons; it writes one off only when you ask. - Moving many records at once to another person is done in easySales only. - Each connection may make 60 reads and 10 changes a minute. A preview counts as a read; any other call that would change something counts as a change. Your company also has a daily limit on records returned, reset at midnight company time. - Text in a record, such as a remark, reaches the app unscreened for hidden instructions, so read each preview before you confirm. ## Terms **Connected app** — an AI app you approved by signing in. **Personal token** — a secret key for a tool that cannot sign in. ## Common misunderstandings - Disconnecting stops future access. It does not remove data the AI service already received. - Nothing can be changed while your company is **On — read only**. - Asking the app for a change is not the confirmation. Confirm only after you see the preview. ## Where to find it Your connections are on the **Third-party AI tools** page of **My profile**. Look for the AI tag on a record's **History** tab and in **System settings** under **Audit log**. ## Why it works this way **The app is you, so your role is the limit.** An app works with your permissions and no more. A salesperson who sees only their own customers connects an app that sees only those customers, and nothing has to be set up twice. **A preview stops a misunderstanding becoming a change.** AI apps can misread a request or a record. Showing the change first, and saving it only when it comes back unchanged within ten minutes, means what is saved is exactly what you approved. **Some things never leave easySales.** Passwords, tokens, billing and card details, and fields your company defined for its own use stay out of every answer. Sensitive personal details of contacts stay out unless easySales support has turned sharing on for your company. **Every AI change carries a tag.** The AI tag in **History** and the audit log shows which changes came through an app, and which connection made them. When a customer or your accountant asks who changed a record, the answer is on the record. ## Work faster - **Ask for a merge preview before you merge.** The app shows both accounts and what merging would keep, so you decide field by field. See [Accounts](https://easysales.work/help/accounts/overview/). - **Search everything in one question.** The app can look across accounts, documents and activities at once, so "everything we have on Harbour Café" is one request. - **Use it for your weekly review.** **Review my pipeline** and **Review collections** gather what a [weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) needs from your own records. - **Check the tag when something looks different.** A record's **History** tab names the app behind any change it made. See [Audit trail](https://easysales.work/help/concepts/audit-trail/). ## Examples **Recording a payment through an app.** Harbour Café pays SGD 2,180.00 for INV-10000319 (SGD 2,000.00 plus GST 9% of SGD 180.00). Mei Tan asks her connected app to record it. The app shows her the preview: SGD 2,180.00 against INV-10000319, dated today, nothing saved yet. Mei checks it and confirms within a few minutes, and the invoice becomes **Paid**. In the invoice's **History**, the payment shows Mei's name with the AI tag of her connection. **A preview that changed.** Daniel Lim asks the app to change Harbour Café's phone number, sees the preview, then notices a wrong digit and gives the correct number before confirming. The app asks easySales for a new preview, because a change that differs from the one previewed is not saved. **What the app cannot see.** Mei asks the app for the files attached to a delivery order. It lists their names and sizes, but cannot open them; Mei opens the signed copy in easySales herself. ## Common questions - **Is it safe to connect ChatGPT or Claude to easySales?** The app sees only what your role lets you see, never your passwords, billing or custom fields, and every change to a record waits for your confirmation (following, muting, archiving and snoozing your own messages may not ask). What it receives is then held by the AI service under its own terms. - **Is my easySales data used to train the AI?** That is decided by the AI service you connect, under its own terms. Check that service's data settings before you connect. - **Can an AI app see other people's records?** Only the records your role lets you see. With **Own records only**, that is your own records. - **Can an AI app email my customers?** No. It can draft the text and give you a link or PDF; you send it yourself. - **Can an AI app delete records?** With **Read and write** access it can delete what you could delete, after showing you a preview and getting your confirmation. - **How do I know if a change was made by AI?** The record's **History** shows a tag such as **Third-party AI · OAuth connection** beside your name, followed by the connection's name. ## Related - [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/) - [Company AI access](https://easysales.work/help/ai-access/company-ai-access/) - [Audit trail](https://easysales.work/help/concepts/audit-trail/) - [AI settings](https://easysales.work/help/administration/ai-assistant-settings/) --- # Company AI access > How an administrator turns AI access on or off for the whole company, sets it to read only, and disconnects one user's AI apps and tokens. Source: https://easysales.work/help/ai-access/company-ai-access/ AI access is switched on or off for the whole company. Within it, each person's apps and tokens act as that person, limited by their role. It is included for every customer; there is nothing to buy. ## Company switch An administrator sets the switch under **System settings** → **AI**, in the **AI connection (MCP)** section. See [AI settings](https://easysales.work/help/administration/ai-assistant-settings/). | Setting on the switch | **Your company** on the card | Effect | |---|---|---| | **Off** | **Off** | Apps and tokens do not work. Nobody can connect an app or create a token. | | **Read only** | **On — read only** | Apps and tokens read what their user can read. Nothing can create, change or delete records. | | **Read and write** | **On** | Each connection follows its own access, **Read and write** or **Read only**, within its user's role. | - AI access is **Off** for a company until an administrator switches it on. - You need **System** **Edit** to change the switch and **System** **View** to see it. Without **Edit** the switch is greyed out. - Switching on, or allowing changes, asks the administrator to confirm with two-step verification; see [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/). Turn on two-step verification for your own account first. Switching off or down to **Read only** asks for nothing extra. - Switching **Off** asks you to confirm, then disconnects every connected app and personal token in the company at once. Switching back on does not restore them; people connect again. - **Read only** keeps the connected apps and tokens, but they can no longer create, change or delete. Choosing **Read and write** again lets them change records again. - If your plan allows AI connections to read only, the switch says so and **Read and write** works as **Read only**. - The switch cannot be saved while the licence has changes switched off; the app says *Changes are switched off for this licence, so this was not saved.* - Under the switch, **Connected now** shows how many apps and personal tokens the company has. - Each change is recorded in the audit log with the old and new setting and who made it. - easySales support sets whether a contact's sensitive personal details are shared, and the company's daily record limit. - A change takes effect on the next request. - While the company is read-only, apps and tokens can only read. While it is suspended or closed, none of them work. ## Who can connect - Once the switch is on, everyone who can sign in can connect their own apps and tokens on the **Third-party AI tools** page of **My profile**. There is no separate switch for each person. - What an app can do follows its user's role, so the role is where you limit it. ## Disconnect a user's apps 1. Select **User accounts** in the sidebar and open the user. 2. Select the **AI access** tab. It lists the user's **Connected apps** and **Personal tokens**. 3. Select **Disconnect** beside one and confirm. It stops working at once; the user can connect again. - You need **User** **Edit**. At **Own records only**, you reach only your own account. - Someone on a custom role cannot see or disconnect an Administrator's apps and tokens. - The disconnection is recorded on the user's **History** tab. - **Reset password**, **Deactivate** and a reset through **Forgot your password?** disconnect all of the user's apps and tokens at once. ## Why it works this way **The company decides whether its data leaves.** An AI app sends what it reads to the AI service the person chose. One switch, held by an administrator, means nobody's records reach such a service until the company has decided to allow it. **An app is only ever its person.** Each app and token acts as the person who connected it, with that person's role and no more, and every change it makes is marked with the AI tag in **History**. You always know who is accountable for a change, and limiting a role limits that person's apps too. **Off means off at once.** Switching to **Off** disconnects every app and token in the company on the next request. If you ever doubt how an AI service handles your data, one choice stops all access, with no list of connections to work through. **Read only tightens without breaking anything.** **Read only** keeps every connection but stops all changes. You can try AI on your records first, or pause changes during a busy period, and allow changes again later without anyone reconnecting. ## Work faster - **Start with Read only.** Let people connect and ask questions first; choose **Read and write** when the team is ready to make changes through an app. See [AI settings](https://easysales.work/help/administration/ai-assistant-settings/). - **Limit through roles.** What an app can do follows its user's role, so adjust the role rather than looking for a per-person AI switch. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Check Connected now.** The count under the switch tells you whether anyone in the company has connected an app or token yet. - **Disconnect from the user's page when a laptop is lost.** The **AI access** tab ends one app or token at once without touching anyone else's. - **Deactivate leavers.** Deactivating a user disconnects all their apps and tokens in the same step. See [User accounts](https://easysales.work/help/administration/users/). ## Examples **Trying AI before allowing changes.** Lim & Co wants to see what ChatGPT makes of its pipeline. Daniel Lim chooses **Read only** under **AI connection (MCP)** and confirms with a code. The card on everyone's **Third-party AI tools** page now reads **On — read only**. Mei Tan connects ChatGPT and asks for her overdue invoices; the app can read them but cannot record anything. A month later Daniel chooses **Read and write**. Connected apps can change records again, each within its own access and with every change confirmed by its user, and nobody has to reconnect. **A lost laptop.** Mei Tan's laptop, with a personal token for her command-line tool, is stolen. Daniel opens **User accounts**, selects Mei, opens the **AI access** tab and selects **Disconnect** beside the token. It stops working at once. Her connected ChatGPT on her phone keeps working, and the disconnection is recorded on her **History** tab. **A designer leaves.** When a designer leaves Lim & Co, Daniel deactivates her account. Her two connected apps and her personal token are disconnected in the same step. ## Common questions - **How do I turn on AI access for my company?** Open **System settings** → **AI** and, under **AI connection (MCP)**, choose **Read only** or **Read and write**. Confirm it's you when asked; turn on two-step verification for yourself first. - **Who can turn AI access on?** Someone with **System** **Edit**, who has two-step verification turned on. With **System** **View** only, the switch is greyed out. - **Can I let some people use AI apps and not others?** There is no separate switch for each person. What an app can do follows its user's role, and you can disconnect one user's apps on their page. - **What happens to someone's AI apps when they leave?** Deactivating their account disconnects all their apps and tokens at once. - **Does Read only disconnect the apps?** No. They stay connected but cannot create, change or delete anything until you choose **Read and write** again. - **Can I see which AI apps a colleague has connected?** Yes, with **User** **Edit**: open the user under **User accounts** and select the **AI access** tab. ## Related - [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/) - [AI data sharing](https://easysales.work/help/ai-access/ai-and-data-sharing/) - [User accounts](https://easysales.work/help/administration/users/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [AI settings](https://easysales.work/help/administration/ai-assistant-settings/) --- # Use AI with help > How to copy one help page or the whole easySales Help Centre into ChatGPT, Claude or another AI tool and ask it questions about easySales. Source: https://easysales.work/help/ai-access/read-help-with-ai/ Your own AI tool, such as a chat assistant you already use, can answer questions about easySales from this Help Centre. Copy the help text, paste it into the tool, then ask. This copies only the help, never your company's records; to let an AI tool work with your data, see [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/). ## Before you start You need an AI tool that accepts pasted text. No sign-in or permission is needed: the help text is the same for everyone. ## Steps 1. Open any help page and select **Copy for AI** beside its title. 2. Choose **Copy this page**, or **Copy all help** for every page in the language you are reading. **Use AI with help**, the third item, opens this guide. 3. Open your AI tool, paste into a new conversation and send it. 4. Ask your question in your own words, for example "How do I take a deposit and deduct it from the last invoice?" ## What happens next The message **Copied. Paste it into your AI tool.** appears under the title. The pasted text starts with a short instruction to your AI tool: answer only from the help, say so when the help does not cover a question, use the on-screen names exactly, name the page it used and reply in your language. The help text follows, with a link to each page so you can check the answer. ## Rules to know - **Copy all help** is long. If your AI tool says the text is too long, copy the pages you need one at a time. - A page not yet translated is copied in English, under a note. - The copy is the help as it is when you copy it. After an update listed in [What's new](https://easysales.work/help/whats-new/), copy it again. - If your browser does not allow copying, the message offers **Open the text**; select it and copy the text yourself. - An AI tool that can read web addresses can take the whole-help file directly: | Language | Whole-help file | |---|---| | English | [easysales-help-en.md](/help/easysales-help-en.md) | | 简体中文 | [easysales-help-zh-hans.md](/zh-hans/help/easysales-help-zh-hans.md) | | 繁體中文 | [easysales-help-zh-hant.md](/zh-hant/help/easysales-help-zh-hant.md) | | Bahasa Melayu | [easysales-help-ms.md](/ms/help/easysales-help-ms.md) | | ไทย | [easysales-help-th.md](/th/help/easysales-help-th.md) | | 日本語 | [easysales-help-ja.md](/ja/help/easysales-help-ja.md) | ## Examples Mei Tan at Lim & Co is about to bill a clinic fit-out in stages. On the Help Centre home page she selects **Copy for AI** and **Copy all help**, pastes it into her AI tool and asks: "The client pays 30% up front. How does that come off the final invoice?" The answer explains the **Deposit deduction** choices and links [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/), where she checks the steps before she starts. ## Why it works this way **It copies the help, never your records.** The text is the same public help everyone can read, so you can paste it into any AI tool without sharing anything about your company or your customers. **The AI is told to answer only from the help.** The instruction at the top asks it to say when the help does not cover a question instead of guessing. You get an answer about easySales as it works today, not one invented from other software. **Every answer can be checked.** Each page in the copy carries its link, and the AI is asked to name the page it used. Open that page to confirm the steps before you act on them. **On-screen names stay exact.** Button and field names are copied in bold as the app shows them, and the AI is asked to use them as written, so the answer matches what you see on screen. ## Work faster - **Copy one page for a focused question.** A single page keeps the answer on one task and is short enough for any tool that accepts pasted text. Use **Copy all help** when you do not know which page covers your question. - **Give a web-reading AI the file address.** A tool that can open web addresses can read the whole-help file for your language from the table above, with no copying. - **Ask in your own language.** The AI is asked to reply in the language you write in, and every language of the Help Centre has its own copy. - **Use the playbook for business questions.** Questions such as how to chase a late payment are answered in the [playbook](https://easysales.work/help/playbook/overview/), which **Copy all help** includes. ## Common questions - **Can ChatGPT answer questions about easySales?** Yes. Select **Copy for AI** on a help page, paste the text into ChatGPT or another AI tool, then ask your question. - **Does Copy for AI share my company's data?** No. It copies only the Help Centre's text, which is the same for everyone. - **Why does my AI tool say the text is too long?** **Copy all help** copies every page. Copy the pages you need one at a time with **Copy this page**. - **Do I need to sign in to use Copy for AI?** No. The Help Centre and its copies are public. - **How do I let an AI tool work with my own records?** Connect it to easySales instead. See [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/). ## Related - [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/) - [AI data sharing](https://easysales.work/help/ai-access/ai-and-data-sharing/) - [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) - [Sales playbook](https://easysales.work/help/playbook/overview/) --- # AI settings > How to turn AI on for your company in easySales — let apps such as ChatGPT or Claude connect, and set the AI assistant's switch, budget, caps and usage. Source: https://easysales.work/help/administration/ai-assistant-settings/ **AI** under **System settings** is where an administrator manages the company's AI. The **AI connection (MCP)** section switches AI apps such as Claude or ChatGPT on or off. The **AI assistant** sections manage [@easy](https://easysales.work/help/activities/ask-easy/) and [AI chat](https://easysales.work/help/activities/ai-chat/): the switch, the monthly limits in Points, sensitive fields, who can use it, and how much each person has used. ## AI connection (MCP) The **AI connection (MCP)** switch decides whether people in your company can connect AI apps and personal tokens to easySales. Each app acts as the person who connects it, with that person's permissions. It is included for every customer and is **Off** until you switch it on. ### Before you start - You need **System** **View** to see the switch and **System** **Edit** to change it. Without **Edit** the page says *Only someone who can edit system settings can change this.* - To switch on or allow changes, turn on two-step verification for your own account first; see [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/). ### Steps 1. Select **System settings**, then **AI** under **Organisation**. 2. In **AI connection (MCP)**, choose **Off**, **Read only** or **Read and write**. A choice is saved at once and **AI connection updated** confirms it. 3. When easySales asks you to confirm it’s you, confirm with your passkey or a code. Switching on, or allowing changes, asks unless you confirmed with one in the last 15 minutes; switching off or down to **Read only** never asks. 4. To switch off, choose **Off** and select **Switch off** in **Switch AI connections off?**. ### What happens next - **Off:** *No AI app can connect to your company.* Every connected app and personal token in your company stops working at once and is disconnected. After you switch it on again, people connect again. - **Read only:** connected apps read what each person can read, and cannot create, change or delete anything. Apps stay connected. - **Read and write:** apps can read, and create or change records when the person confirms each change, always within that person's own permissions. - **Connected now** lists how many apps and personal tokens the company has. - Each change is recorded in the audit log with the old and new setting and who made it. - The switch cannot be saved while the licence has changes switched off; the app says *Changes are switched off for this licence, so this was not saved.* - If your plan allows AI connections to read only, **Read and write** works as **Read only** and the page says so. Select **How AI connections work** for the guide people use to connect an app; see also [Company AI access](https://easysales.work/help/ai-access/company-ai-access/) and [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/). ## AI assistant The sections below manage the built-in assistant. One switch, one set of limits and one set of caps serve both ways of asking it: @easy in an activity, and the private AI chat panel. ## Before you start - Your role needs **Manage AI assistant settings** to see the assistant sections. Administrators have it. - easySales sets the assistant up for your company first. Until then the page shows **Not set up for your company yet** and nothing else: contact easySales, and once it is set up you can turn it on here. A newly set-up company starts with the assistant off. ## Steps 1. Select **System settings**, then **AI** under **Organisation**. 2. Under **AI assistant**, turn the switch on. The line under it, **AI models available**, names the AI models your plan includes. 3. Under **Monthly limits**, enter a **Company monthly budget** and a **Monthly cap per person (default)** if you want them. Both are optional, and both stay within the **Platform limit (per month)**, which easySales sets and you cannot change. 4. Leave **Send sensitive personal fields to the model** off unless the assistant must read fields marked as sensitive, such as identity numbers. 5. Select **Save**. 6. Under **Who can use it**, select **Manage roles** and turn on **Use the AI assistant** for each role whose people may ask @easy, and **Use AI chat** for each role whose people may use the AI chat panel. The **Who can use it** list shows only roles with **Use the AI assistant**. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). ## What happens next - **AI assistant settings saved** confirms the change. People whose role allows it now see **easy** when they type **@** in an activity or a reply, and the AI chat icon in the top bar. - **Monthly limits** shows **Used this month** against the limit, and the date it **Resets on**. - Each change is recorded in the audit log, for example **AI assistant settings updated**. ## Set a person's own cap 1. Under **Caps for individual people**, select **Set cap** beside the person. 2. Enter the **Monthly cap (Points)** as a whole number of Points and select **Save**. Their own cap replaces the default for them, higher or lower. A cap of 0 stops them from asking. **Restore default** puts them back on the default cap. ## AI Points from your plan With a plan paid online, the first line of **Monthly limits** is **AI Points included with your plan (per month)**: the Points your plan gives the built-in assistant each month. - The Points are worth 50% of your plan's list price for the month, excluding GST and before any coupon or credit (for an annual plan, one twelfth of the yearly price). 100 Points = US$1 of AI usage. - They are given each month on your plan's renewal day. Unused Points do not carry over. - A change of plan or seats counts from the next month. A switch from monthly to yearly billing starts a new month at once, with the new plan's Points. - The free trial includes 500 AI Points for the whole trial. Your plan's Points start with your first payment. - If the subscription is not active, the line says *Your subscription is not active, so your plan gives no AI Points this month.* A read-only or suspended company gets no Points. - A company without an online subscription sees **Platform limit (per month)** instead, set by easySales. - The company budget and each person's cap still apply: they decide how the Points are shared. - When the month's Points are used up, the assistant stops answering until the next month starts. - The Points are a promotional benefit. Under the [terms of service](/terms-of-service/), easySales may change or withdraw them with at least 30 days' notice, from your next billing month. ## Read usage **Usage this month** lists usage by person and model: **Runs**, the input, output, cache-write and cache-read tokens, and **Points**, with a **Total** row. Questions asked in AI chat are counted here with those asked of @easy; the table shows how much, never what was asked. Points are worked out from the model provider's published rates and shown to measure usage. Each figure is rounded up to a whole Point, and less than one Point shows as **<1**. ## Turn it off Turn the switch off, confirm with **Turn off**, then select **Save**. Nobody in your company can ask @easy any more. Answers already posted stay in their threads, and a question being answered at that moment is stopped. AI chat stays in the top bar but opens read-only: people can read and delete their own conversations, and cannot ask. ## Rules to know - Points measure AI use; 100 Points = US$1 of AI usage. Budgets and caps are entered in whole Points and reset each month: on your plan's renewal day for a plan paid online, otherwise on the first day of the month in your company's time zone. During the free trial they run for the whole trial. - A budget or cap higher than the platform limit is refused: *This cannot be higher than the platform limit*. Enter whole Points only: *Enter a whole number of Points*. - When the company budget or a person's cap is used up, their questions get a reply saying so, until it resets. People see their own cap in AI chat as a percentage, never an amount. - Administrators can always use the assistant. **Who can use it** lists the other roles that have **Use the AI assistant**. - When sensitive fields are on, an answer in an activity can contain them, and everyone who can read the thread sees it. An answer in AI chat is visible only to the person who asked. - If easySales pauses the assistant for your company, the page says **Paused by easySales**. Your settings are kept, and nobody can ask until the pause is lifted. - The assistant's switch is separate from **AI connection (MCP)**: switching one does not change the other. See [Company AI access](https://easysales.work/help/ai-access/company-ai-access/). ## Why it works this way **Two switches, because the data goes to different places.** An AI app someone connects sends your records to the AI service that person chose, under that service's terms. The built-in assistant uses the AI models your plan includes and answers inside easySales, under limits you set here. Keeping the switches apart lets you allow one without the other. **Switching on needs a second factor; switching off never waits.** Turning AI connections on, or allowing changes, opens company data to apps that could not reach it before, so easySales asks you to confirm it's you with a code or passkey. Switching off or down to **Read only** takes access away and is never held up by a missing phone. **Points put every AI model on one scale.** Different models cost different amounts to run. Points turn all of them into one measure, so a single company budget and one cap per person keep AI use predictable, and the usage table shows who used how much. **Sensitive fields stay out unless you let them in.** An answer posted in an activity can be read by everyone in that thread. Leaving **Send sensitive personal fields to the model** off keeps identity numbers and similar fields out of those answers. ## Work faster - **Give the assistant to roles, not people.** Turn on **Use the AI assistant** and **Use AI chat** in a role once, and everyone on it can ask. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Set a default cap, then make exceptions.** One **Monthly cap per person (default)** covers everyone; **Set cap** raises or lowers it for the few who need something different. - **See the company's share at a glance.** The **AI allowance** tile under **Monthly usage** on the **Licence** page shows how much of the month's AI limit is used, as a percentage. See [Your Licence](https://easysales.work/help/administration/licence/). - **Let people check their own use.** **AI usage** on **My profile** shows each person who can use AI chat how much of their own cap is used. See [Your profile](https://easysales.work/help/getting-started/profile/). - **Keep private questions in AI chat.** Answers in [AI chat](https://easysales.work/help/activities/ai-chat/) are seen only by the person who asked, unlike an @easy answer in a shared thread. ## Examples **Sharing the Points out.** Lim & Co's five designers all use the assistant. Daniel Lim sets a **Company monthly budget** of 3,000 Points (US$30.00 of AI usage, at 100 Points = US$1) and a **Monthly cap per person (default)** of 500 Points. Mei Tan prepares most of the quotations, so he selects **Set cap** beside her and enters 1,000. The caps add up to 1,000 + 4 × 500 = 3,000 Points, exactly the company budget, so one person's heavy month cannot use up everyone else's share. **Connections read only, assistant on.** Lim & Co wants to try ChatGPT on its records without letting it change anything. Daniel turns on two-step verification for himself, chooses **Read only** under **AI connection (MCP)** and confirms with a code. Connected apps can now read what each person can read, and cannot create, change or delete anything. The assistant's own switch, budget and caps are unchanged. **One person stopped.** A trainee keeps asking @easy for things unrelated to work. Daniel selects **Set cap** beside her name and enters 0, and she can no longer ask. A month later, **Restore default** puts her back on the 500-Point default. ## Common questions - **How do I turn on the AI assistant in easySales?** Open **System settings** → **AI**, turn on the **AI assistant** switch and select **Save**. Then give roles **Use the AI assistant** or **Use AI chat**. If the page says **Not set up for your company yet**, contact easySales first. - **What are AI Points?** The unit easySales uses to measure AI use: 100 Points = US$1 of AI usage. Budgets, caps and usage on this page are all in Points. - **What happens when we run out of AI Points?** The assistant stops answering, and people get a reply saying the limit is used up, until the limits reset. - **Do unused AI Points carry over to next month?** No. Unused Points end with the month they were given for. - **Can I stop one person from using the assistant?** Yes. Set their own cap to 0, or give them a role without **Use the AI assistant** and **Use AI chat**. - **Can I see what people asked the assistant?** Not on this page. **Usage this month** shows how much each person used, never what they asked. A question to @easy is posted in its activity thread like any reply, while AI chat conversations are seen only by the person who asked. - **Is the AI assistant the same as connecting ChatGPT or Claude?** No. The assistant is built into easySales; an AI app such as ChatGPT is connected by each person, once an administrator allows it under **AI connection (MCP)**. See [Company AI access](https://easysales.work/help/ai-access/company-ai-access/). ## Related - [Ask @easy](https://easysales.work/help/activities/ask-easy/) - [AI chat](https://easysales.work/help/activities/ai-chat/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [Audit and history](https://easysales.work/help/administration/audit-trail/) - [Company AI access](https://easysales.work/help/ai-access/company-ai-access/) --- # Sign-in security > How easySales sign-in security works — password, two-step verification (2FA), authenticator app, email codes, passkeys, recovery codes and trusted devices. Source: https://easysales.work/help/security/overview/ Signing in proves two things: that you are who you say you are, and that nobody else is using your password. easySales gives you several ways to prove it. This page explains each one, how they fit together, and which one to reach for in each situation. ## How it fits together *[Diagram: Two ways in. Either type your password, then complete two-step verification with one of your methods — an authenticator app code, an email code or a passkey, or a recovery code when nothing else works — and the Dashboard opens. Or select Sign in with a passkey and the Dashboard opens with no password to type.]* There are two ways in. - **Password, then a second step.** You type your password. If you have turned on two-step verification, easySales then asks for one more proof: a code from your authenticator app, a code sent to your email, or your passkey. A recovery code is the fallback when none of those works. - **A passkey on its own.** Select **Sign in with a passkey**, then use your fingerprint, face or device PIN. A passkey counts as both steps, so there is no password to type. Without two-step verification, your password alone signs you in. ## Terms - **Password** — something you know. Anyone who learns it can try to sign in as you, which is why a second step helps. - **Two-step verification** (often called 2FA) — a second proof after the password, from something only you have: your phone, your mailbox or a device that holds your passkey. - **Authenticator app** — an app on your phone that shows a new 6-digit code every 30 seconds. - **Email code** — a 6-digit code easySales sends to the email address on your profile. You use either an authenticator app or email codes, not both. - **Recovery code** — one of ten spare codes you save when you turn on two-step verification or add your first passkey. Each works once. - **Trusted device** — a browser where you ticked **Don’t ask again on this device for 30 days**. It still asks for your password, but skips the second step. - **Passkey** — a key stored on your phone, computer or password manager, unlocked with your fingerprint, face or device PIN. It cannot be typed into a fake website or read out over the phone. ## Why several methods Each method covers a different moment. The app works with no signal. Email codes need no extra app. A passkey is the fastest and cannot be phished. Recovery codes are there for the day your phone is lost. Add a passkey as well as your app or email codes, so losing one never locks you out. | Method | Sign in | Confirm a sensitive action | Connect an AI app | Forgot your password | Lost your phone | |---|---|---|---|---|---| | **Authenticator app** | Yes, after your password | Yes | Yes | Still asked for after the emailed reset | No — it is on the phone | | **Email code** | Yes, after your password | Yes | Yes | Still asked for after the emailed reset | Yes, if you can read your email elsewhere | | **Passkey** | Yes, on its own or after your password | Yes | Yes | Signs you in without it; reset it with the emailed link | Yes, if the passkey is synced to your new device | | **Recovery code** | Yes, when nothing else works | Yes, and it uses up the code | Yes, and it uses up the code | Stands in for the second step after the emailed reset | Yes — this is what it is for | Yes means the method works in that situation; No means it does not. Each recovery code works once, wherever you use it. Read across a row to see what one method can do. ## We don’t use SMS codes easySales never sends sign-in codes by text message. A phone number can be moved to another SIM card by someone who talks their way past the mobile operator, and text messages can be intercepted, so an SMS code protects you less than an app, an email code or a passkey. Text messages also cost money for every code sent. Use one of the methods above instead. ## Keys and codes Every key and code, side by side. Read a row to learn everything about one of them. | Key or code | What it is | How long it lasts | How many you can have | Single-use? | Email when it changes? | |---|---|---|---|---|---| | **Password** | What you type after your email or username | Until you change it; a temporary one from your administrator works for 72 hours | One | No | — | | **Authenticator app code** | 6 digits shown in your app | 30 seconds | One app per account | Yes | Yes: when the app is turned on, turned off or removed | | **Email code** | 6 digits sent to the email address on your profile | 10 minutes, 5 tries; a new code replaces the earlier one | One app or email codes, not both; a new code once a minute, at most 5 in 15 minutes | Yes | The code is the email; confirming a new address emails the old and the new one | | **Recovery code** | One of a set you saved | Until used, or until a new set replaces it | 10 per set | Yes | Yes: a new set, or one used to sign in | | **Passkey** | Fingerprint, face or screen lock on your device | Until you remove it | Up to 10 | No | Yes: added, removed, or looks copied; not when renamed | | **Trusted device** | A browser that skips the second step | 30 days from when you ticked the box; using it does not extend it | One person per browser | No | Yes: when you tick the box | | **Personal token** | A secret an AI tool uses to act as you | 30, 60 or 90 days, as you choose | Up to 10 | No | — | | **AI app connection** | An AI app you approved | Until you disconnect it or the app asks you to connect again | Up to 10 | No | — | | **Confirm it’s you** | A recent proof, for this sign-in in this browser | 15 minutes | One per sign-in | No | — | | **Calendar link** | A private link your calendar app reads; see [Calendar](https://easysales.work/help/activities/calendar/) | Until you stop it or create a new one | One | No | — | Legend: **Yes** / **No** answer the column's question; **—** means easySales sends no email about it. ### What ends each one Some events end a key or code for you. Afterwards you set it up again. | Key or code | You change your password | Emailed password reset | Administrator resets your password | Administrator resets your 2FA | You turn 2FA off | |---|---|---|---|---|---| | **Password** | ✓ | ✓ | ✓ | — | — | | **Authenticator app** | — | — | — | ✓ | ✓ | | **Email codes** | — | — | — | ✓ | ✓ | | **Recovery codes** | — | — | — | ✓ | ✓ | | **Passkeys** | — | — | — | ✓ | ✓ | | **Trusted devices** | ✓ | ✓ | ✓ | ✓ | ✓ | | **Personal tokens** | ✓ | ✓ | ✓ | ✓ | — | | **AI app connections** | ✓ | ✓ | ✓ | ✓ | — | | **Calendar link** | ✓ | ✓ | ✓ | ✓ | — | Legend: **✓** = this event ends it; **—** = it stays as it is. Turning two-step verification off keeps you signed in, and so does removing your last passkey, which turns it off too. Deactivating an account ends all of them: nobody can sign in to it. Turning on your company’s two-step verification requirement does not end any existing personal token or AI app connection. Email codes also pause when your sign-in email changes, until you confirm the new address — see [Use email codes](https://easysales.work/help/security/email-codes/). ## Good to know - A second step is asked for after the password, never instead of it — except with a passkey. - A trusted device never skips the password, and it is for one person: when a colleague ticks the box on the same browser, it stops being trusted for you. - easySales also emails you when someone types your password and then too many wrong codes — at most once a day — and when your administrator resets your two-step verification. - Your company can make two-step verification optional or required; see [Company security settings](https://easysales.work/help/security/company-security-settings/), which also has the matrix of who can do what. ## Common misunderstandings - **A passkey is not a password you store.** Nothing is typed, and it only works on the real easySales site. - **Recovery codes are not a second password.** Each works once, in place of a code or passkey: at sign-in, to confirm it’s you, or to approve an AI app. - **Forgetting your password does not turn off two-step verification.** After the emailed reset you still need your second step. ## Where to find it Everything that is yours is on **My profile**, on the **Sign-in & security** page: **Password**, **Passkeys**, **Two-step verification** with your **Trusted devices**, and your **Calendar subscription**. Your company’s rules are in the **Two-step verification** section under **System settings**, **Users & permissions**, for those allowed to change them. ## Why it works this way **A password alone is not proof.** Passwords are reused, guessed and typed into fake sites. A second step from something only you hold — your phone, your mailbox, your passkey — means a leaked password is not enough to open your customers, quotations and invoices. **Spare ways in keep you working.** A phone gets lost on the day a quotation is due. Recovery codes, a second method and an administrator's reset mean a lost device costs you minutes, not your access, and nobody needs to switch security off to let you back in. **Changes to your second step are announced.** easySales emails you when a method is turned on or off, a passkey is added or removed, recovery codes are renewed or used to sign in, or a device is trusted. If you made the change, you delete the email; if you did not, you know at once and can tell your administrator before anything else happens. **Ending a password ends what hangs on it.** Changing or resetting a password signs out every device and ends trusted devices, personal tokens, AI app connections and your calendar link, so whoever learned the old password loses everything it opened. ## Work faster - **Sign in with a passkey.** **Sign in with a passkey** replaces the password and the code in one touch; select the passkey from the sign-in box's suggestions where your browser offers it. See [Set up a passkey](https://easysales.work/help/security/passkeys/). - **Trust the computer you use every day.** Tick **Don’t ask again on this device for 30 days** on your own office computer, never on a shared one. See [Sign in](https://easysales.work/help/getting-started/sign-in/). - **Add a second method before you need it.** A passkey beside your authenticator app or email codes means a lost phone never locks you out. See [Get back in](https://easysales.work/help/security/locked-out/). - **Keep the recovery-code count in view.** The card shows *Recovery codes: N of 10 left*; generate a new set at two or fewer. See [Use recovery codes](https://easysales.work/help/security/recovery-codes/). - **Forget a device you no longer use.** **Trusted devices** on **Sign-in & security** lists each one with its **Expires** date; **Forget** or **Forget all** makes it ask for a code again. See example E on [Security examples](https://easysales.work/help/security/worked-examples/). ## Examples Six day-by-day stories — a new phone, a company switching the requirement on, one email in two companies, an email address changed by the administrator, a client’s computer and a leaver — are on [Security examples](https://easysales.work/help/security/worked-examples/). **A trusted device, counted in days.** Mei Tan ticks **Don’t ask again on this device for 30 days** on her office computer on 1 October. The device is trusted until 31 October (1 + 30). Signing in there on 20 October does not move that date. On 31 October she enters a code again and can tick the box once more. **Which events end what.** Daniel Lim changes his own password on 14 October. That signs him out on every device, including the one he is using, and ends his trusted devices, his personal token for an AI tool and his calendar link. His authenticator app, recovery codes and passkeys stay as they are, so at his next sign-in he types the new password and a code as before. ## Common questions - **Is two-step verification the same as 2FA?** Yes. easySales calls it two-step verification: your password, then a code from an authenticator app or an email, or a passkey. - **Does easySales send sign-in codes by SMS?** No. Use an authenticator app, email codes or a passkey. See [Use email codes](https://easysales.work/help/security/email-codes/) if you have no smartphone. - **Which two-step method should I choose?** A passkey is the fastest; an authenticator app works without signal; email codes need no extra app. Add a passkey as well as one of the others. - **Can I use an authenticator app and email codes together?** No, one or the other. You can add passkeys beside either. - **Why did I get a security email from easySales?** Your sign-in security changed: a method turned on or off, a passkey added or removed, recovery codes used or renewed, a device trusted, or too many wrong codes. If it was not you, change your password and tell your administrator. - **How do I stop easySales asking for a code on my computer?** Tick **Don’t ask again on this device for 30 days** when you enter a code. If your company chose **At every sign-in**, every sign-in asks for a code and no device is trusted. - **Can my company make two-step verification compulsory?** Yes, with **Required for everyone** and a grace period. See [Company security settings](https://easysales.work/help/security/company-security-settings/). ## Related - [Use an authenticator app](https://easysales.work/help/security/authenticator-app/) - [Set up a passkey](https://easysales.work/help/security/passkeys/) - [Get back in](https://easysales.work/help/security/locked-out/) - [Security examples](https://easysales.work/help/security/worked-examples/) - [Sign in](https://easysales.work/help/getting-started/sign-in/) --- # Use an authenticator app > Set up two-step verification (2FA) with Google Authenticator, Microsoft Authenticator or 1Password, sign in with the 6-digit code and move it to a new phone. Source: https://easysales.work/help/security/authenticator-app/ An authenticator app on your phone shows a new 6-digit code every 30 seconds. After your password, you type the code to prove the sign-in is yours. How it fits with the other methods is on [Sign-in security](https://easysales.work/help/security/overview/). ## Before you start - Install an authenticator app on your phone. Google Authenticator, Microsoft Authenticator and 1Password all work. - No permission is needed. The two-step verification section is on the **Sign-in & security** page of **My profile** when two-step verification is available to your company. If your company has it set to **Off**, there is no **Turn on** button. - You use an authenticator app or [email codes](https://easysales.work/help/security/email-codes/), not both. ## Steps 1. Open your menu, select **My profile**, then **Sign-in & security**, and find **Two-step verification**. 2. Beside **Two-step verification**, select **Turn on**. The **Turn on two-step verification** dialog shows three steps: **Confirm it’s you**, **Scan and enter a code** and **Save recovery codes**. 3. Select **Continue**. If easySales asks, enter your password in [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/) and select **Confirm**. 4. Open your authenticator app, add an account and scan the QR code. If you cannot scan, select **Copy** under **Can’t scan? Enter this key** and paste the key into the app. 5. Type the 6-digit code the app shows into **Code from the app**. easySales checks it as soon as the sixth digit is in; you can also select **Confirm**. 6. On **Save recovery codes**, select **Copy** or **Download .txt**, store the ten codes somewhere safe, tick **I have saved these codes** and select **Done**. See [Use recovery codes](https://easysales.work/help/security/recovery-codes/). ## What happens next The page shows **On** beside **Authenticator app**, the date you turned it on, and *Recovery codes: 10 of 10 left*. easySales emails you that two-step verification was turned on. From the next sign-in on a device you have not trusted, easySales asks for a **Verification code** after your password. To sign in, open the app, find the easySales entry and type the code shown. Each code works once and changes every 30 seconds; if it is about to change, wait for the next one. ## Change to a new phone Move the app before you wipe or hand in the old phone. - **If your company does not require two-step verification:** select **Turn off**, enter your password and a code from the old phone, then select **Turn on** again and scan with the new phone. You get a new set of recovery codes. **Turn off** also removes your passkeys and trusted devices; the dialog says so when you have passkeys. - **If your company requires it:** there is no **Turn off** button. Either use your authenticator app’s own transfer feature to move the easySales entry to the new phone, or, if you have a passkey, select **Remove authenticator app** on the **Passkeys** card, then **Turn on** under **Two-step verification** and scan with the new phone. Your passkeys stay, and you get a new set of recovery codes. Check a code from the new phone works before you wipe the old one. - **If the old phone is already gone:** sign in with a passkey or a recovery code. With a passkey, continue as in the previous point. Without one, turn it off with your password and a recovery code and turn it on again; if your company requires it, ask your company’s administrator to reset your two-step verification — see [Get back in](https://easysales.work/help/security/locked-out/). ## Rules to know - **Codes depend on your phone’s clock.** If a code is refused as *That code is not right*, set the phone’s time to automatic. - **The code step lasts five minutes.** After that, sign in again. - **Five wrong codes** lock code entry for a minute, and each further wrong code doubles the wait, up to 15 minutes; the message says how many minutes. easySales emails you when this happens, at most once a day. - **Turn off** asks for your password and a code every time. It is not offered while your company requires two-step verification. You stay signed in. ## Why it works this way **The code proves you hold the phone.** The app and easySales share a key that was shown once, as the QR code. Someone who has your password but not your phone cannot produce the code, so your customer records stay closed to them. **A code lasts 30 seconds and works once.** A code read over your shoulder or caught on a fake page is useless a moment later, and cannot be used a second time even within its 30 seconds. **Wrong codes slow down, not shut out.** From the fifth wrong code, each one makes the wait longer, up to 15 minutes, which stops a program from trying all million six-digit codes. A few typos cost you at most a minute, and once the wait starts easySales emails you, so a stranger's attempts do not go unnoticed. **Turning it off takes both secrets.** **Turn off** asks for your password and a code because someone who found your computer signed in could otherwise remove your protection in one click. ## Work faster - **Let the code submit itself.** Typing or pasting the sixth digit checks the code at once; there is no need to select **Verify**. Tick **Don’t ask again on this device for 30 days** first, before the last digit. See [Sign in](https://easysales.work/help/getting-started/sign-in/). - **Skip the code on your own computer.** A trusted device asks only for your password for 30 days. See [Sign-in security](https://easysales.work/help/security/overview/). - **Add a passkey beside the app.** A passkey signs you in with a fingerprint or face, and changing phones no longer needs **Turn off**. See [Set up a passkey](https://easysales.work/help/security/passkeys/). ## Examples Ahmad’s phone change, day by day, is example A on [Security examples](https://easysales.work/help/security/worked-examples/). **A code refused at 9 am.** Daniel Lim types the code from his app and sees *That code is not right. Check the time on your phone, or use a recovery code.* His phone’s clock is two minutes slow because he set it by hand. easySales accepts a code from 30 seconds either side of the current one, so two minutes is too far. He sets the phone’s time to automatic, waits for the next code, and it works. **Five wrong codes in a row.** Priya mistypes her code five times. The fifth wrong code locks code entry for 1 minute. Had she carried on, the sixth would have locked it for 2 minutes, the seventh for 4, the eighth for 8 and the ninth for 15, the most it ever waits (1 × 2 × 2 × 2 = 8; the next doubling, 16, is capped at 15). easySales emails her once that day that someone typed too many wrong codes. ## Common questions - **Which authenticator app works with easySales?** Any app that scans a QR code for 6-digit codes, such as Google Authenticator, Microsoft Authenticator or 1Password. - **Why is my authenticator code not working?** The phone’s clock is off, the code changed while you typed it, or you already used that code. Set the time to automatic and use the next code. - **How do I move my authenticator app to a new phone?** Use the app’s own transfer feature, or turn two-step verification off and on again with the new phone. See *Change to a new phone* above. - **Does the authenticator app need mobile data?** No. The app makes the codes on the phone itself, so it works with no signal or Wi-Fi. - **Do I have to enter a code every time I sign in?** Not on a trusted device: tick **Don’t ask again on this device for 30 days**. Your company may set **At every sign-in** instead. - **How do I turn off two-step verification?** Select **Turn off** on **Sign-in & security** and enter your password and a code. It is not offered while your company requires it. ## Related - [Sign-in security](https://easysales.work/help/security/overview/) - [Use recovery codes](https://easysales.work/help/security/recovery-codes/) - [Set up a passkey](https://easysales.work/help/security/passkeys/) - [Get back in](https://easysales.work/help/security/locked-out/) --- # Use email codes > Use two-step verification without a smartphone — get your sign-in code by email, how long it lasts, how to resend it, and what happens when your email changes. Source: https://easysales.work/help/security/email-codes/ With email codes, easySales sends a 6-digit code to the email address on your profile each time it needs your second step. Use them when you would rather not install an app. How they fit with the other methods is on [Sign-in security](https://easysales.work/help/security/overview/). ## Before you start - Your account needs an email address you can read: the **Email** on **My profile**. - Your company must allow email codes. If it allows authenticator apps only, the **No smartphone? Use email codes** button does not appear; use [an authenticator app](https://easysales.work/help/security/authenticator-app/) instead. - You use email codes or an authenticator app, not both. To move to an app, turn two-step verification off and on again with the app — possible only while your company does not require it — or, if you have a passkey, select **Remove email codes** on the **Passkeys** card and then **Turn on** with the app. ## Steps 1. Open your menu, select **My profile**, then **Sign-in & security**, and find **Two-step verification**. 2. Beside **Two-step verification**, select **No smartphone? Use email codes**. 3. In **Turn on email codes**, select **Send code**. If easySales asks, enter your password in [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/) and select **Confirm**. 4. Type the 6-digit code from the email into **Code from the email** and select **Confirm**. 5. Save your ten recovery codes, tick **I have saved these codes** and select **Done** — see [Use recovery codes](https://easysales.work/help/security/recovery-codes/). ## What happens next The page shows **On** beside **Email codes**. At each sign-in on a device you have not trusted, easySales emails you a code as soon as your password is accepted. Type it into **Verification code** and select **Verify**. If the email has not arrived, check your junk folder, then select **Send a new code** once its countdown ends. ## Rules to know | Rule | Limit | |---|---| | Code length | 6 digits | | A code is valid for | 10 minutes | | Wrong tries per code | 5; then send a new code | | A new code | Once a minute, at most 5 in 15 minutes; it replaces the earlier code | | The whole code step | At most 15 minutes after your password; then sign in again | | Combined with an authenticator app | Not possible — one or the other | If your company later allows authenticator apps only, your email codes keep working. ## When your email address changes A code must reach the right mailbox, so email codes stop the moment the email address on your profile changes — whether you changed it or your administrator did. Changing it does not confirm the new address; that is a separate step. 1. Until you confirm the new address, sign in with a passkey or a recovery code. If you have no passkey, the second step asks only for a recovery code. 2. On **My profile**, the **Sign-in & security** page says *Your email address changed*. Select **Confirm new address**. If easySales asks you to confirm it’s you, use your passkey or a recovery code; no email code can be sent yet. 3. In **Confirm your new email address**, select **Send code**, enter the code sent to the new address in **Code from the email** and select **Confirm**. Your recovery codes stay as they are. 4. Email codes work again from the next sign-in. easySales emails both the old and the new address that codes now go to the new one. If your company allows authenticator apps only, you cannot confirm the new address. The page offers **Set up an authenticator app** instead, which replaces your email codes. ## Why it works this way **Codes go only to the address you confirmed.** If someone changed the email on your profile, a code sent to the new address would hand them your second step. So codes stop the moment the address changes, the new address has to receive a code before codes go there, and both addresses are told once it is confirmed. **Short-lived codes and few resends.** A code lasts 10 minutes and allows five tries, and you can ask for at most five codes in 15 minutes. That leaves a guesser almost no chance, and nobody can flood your inbox by pressing **Send a new code**. **One method, not two.** Email codes are for people without an authenticator app. Offering both would let anyone who gets into your mailbox skip the app, so you choose one. ## Work faster - **Paste the code.** Pasting or typing the sixth digit checks the code at once. Tick **Don’t ask again on this device for 30 days** first. See [Sign in](https://easysales.work/help/getting-started/sign-in/). - **Always use the newest email.** Each new code replaces the earlier one, so delete older code emails instead of searching through them. See [Get back in](https://easysales.work/help/security/locked-out/) if none arrives. - **Add a passkey to stop waiting for mail.** A passkey confirms at once, with no email. See [Set up a passkey](https://easysales.work/help/security/passkeys/). - **Keep your profile email current yourself.** A changed address pauses codes until you confirm it, so confirm it the same day. See [Your profile](https://easysales.work/help/getting-started/profile/). ## Examples Priya’s email change, day by day, is example D on [Security examples](https://easysales.work/help/security/worked-examples/). **A code in the junk folder.** Priya signs in at 9:00 and easySales emails a code. Nothing arrives in her inbox, so at 9:01, when the countdown ends, she selects **Send a new code**. The first code no longer works. The new one is valid until 9:11 (9:01 + 10 minutes), and she types it at 9:03. Had she kept asking for codes, the step would still end at 9:15, 15 minutes after her password: a code sent at 9:10 works until 9:15, not 9:20. **A company that allows apps only.** Mei Tan unticks **Allow email codes for people without an authenticator app**. Priya’s email codes keep working as before. Farah has not set up two-step verification yet, so on her **Sign-in & security** page **Turn on** is offered without **No smartphone? Use email codes**, and she sets up an [authenticator app](https://easysales.work/help/security/authenticator-app/). ## Common questions - **Can I use two-step verification without a smartphone?** Yes. Select **No smartphone? Use email codes**, if your company allows email codes. - **Why didn't I get my verification code email?** Check your junk folder and the **Email** on your profile, then select **Send a new code** once the countdown ends. After an email change, no code is sent until you confirm the new address. - **How long does an email verification code last?** 10 minutes, five tries, and only the newest code works. - **How often can I ask for a new code?** Once a minute, and at most five times in 15 minutes. - **Can I switch from email codes to an authenticator app?** Yes: turn two-step verification off and on again with the app, or, with a passkey, select **Remove email codes** and then **Turn on**. - **What happens to my email codes when I change my email address?** They pause until you confirm the new address with a code sent to it. Until then, sign in with a passkey or a recovery code. ## Related - [Sign-in security](https://easysales.work/help/security/overview/) - [Use recovery codes](https://easysales.work/help/security/recovery-codes/) - [Use an authenticator app](https://easysales.work/help/security/authenticator-app/) - [Get back in](https://easysales.work/help/security/locked-out/) --- # Use recovery codes > Save your ten two-step verification (2FA) recovery codes, sign in with one when your phone is lost, and generate a new set before you run out. Source: https://easysales.work/help/security/recovery-codes/ Recovery codes are your spare keys. You get ten of them when you turn on two-step verification or add your first passkey, and each one stands in for a code or passkey once. How they fit with the other methods is on [Sign-in security](https://easysales.work/help/security/overview/). ## Before you start You have recovery codes only once two-step verification is on, with an [authenticator app](https://easysales.work/help/security/authenticator-app/), [email codes](https://easysales.work/help/security/email-codes/) or a [passkey](https://easysales.work/help/security/passkeys/). They are shown once: at the end of turning it on, after your first passkey, and each time you generate a new set. ## Steps **Save them when they are shown** 1. On the **Save recovery codes** step, select **Copy** or **Download .txt**. 2. Keep them somewhere safe and away from your password: a password manager, or a printed copy in a drawer at home. 3. Tick **I have saved these codes** and select **Done**. **Sign in with one** 1. Sign in with your password as usual. 2. On the **Two-step verification** step, select **Use a recovery code instead**. 3. Enter one of your codes in **Recovery code** and select **Verify**. Dashes, spaces and capital letters do not matter. Cross it off your list. easySales emails you that a recovery code was used, and how many are left. **Generate a new set** 1. On **My profile**, **Sign-in & security**, select **Generate new codes** under **Two-step verification**. If your only method is a passkey, the button is on the **Passkeys** card. 2. In **Generate new recovery codes**, select **Generate** (on the **Passkeys** card the button reads **Generate new codes**). If easySales asks, complete [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/) with a code from your authenticator app or email, your passkey, or one of your old recovery codes. 3. Save the new codes as above. ## What happens next The card shows *Recovery codes: N of 10 left*, and the count is highlighted as a warning when two or fewer are left. After **Generate new codes**, your old codes stop working at once, used or not, and easySales emails you that a new set was made. ## Rules to know | Rule | Detail | |---|---| | Codes per set | 10 | | Each code works | Once | | A new set | Replaces the whole old set | | Generating a new set | Asks you to confirm it’s you | | Turning two-step verification off, or removing your last passkey | Ends every code | | Your administrator resetting your 2FA | Ends every code | - A recovery code stands in for a code or passkey in three places: the second step at sign-in, [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/), and approving an AI app. Each use spends that code. At sign-in you still type your password first. - Down to your last few? Generate a new set now, while you can still sign in. - If you have no codes left and no other method, see [Get back in](https://easysales.work/help/security/locked-out/). ## Why it works this way **A key that needs no device.** Phones are lost, broken and replaced; a printed sheet or a password manager entry is not. Recovery codes let you in when every device is gone, without asking anyone to switch your security off. **Shown once, kept unreadable.** easySales keeps only a scrambled form of each code that cannot be turned back into the code. Nobody, at your company or at easySales, can look your codes up later, which is why you save them the moment they appear. **Each code works once, and a sign-in with one is announced.** A code someone else saw is spent the moment you use it, and the email after each recovery-code sign-in tells you at once if someone else signed in with one of your codes. **A new set cancels the old one.** If a list may have been seen, generating a new set ends every old code at once, used or not. ## Work faster - **Download the file straight into your password manager.** **Download .txt** saves *easysales-recovery-codes.txt*; attach it to your easySales entry rather than leaving it in Downloads. See [Use an authenticator app](https://easysales.work/help/security/authenticator-app/). - **Watch the count.** *Recovery codes: N of 10 left* turns to a warning at two or fewer; generate a new set then, while you can still sign in. - **Use a passkey instead of spending a code.** A passkey on a second device does the same job and is never used up. See [Set up a passkey](https://easysales.work/help/security/passkeys/). - **Type the code as it comes.** Dashes, spaces and lower-case letters are accepted, so there is no need to tidy a code copied from the file. See [Sign in](https://easysales.work/help/getting-started/sign-in/). ## Examples **Down to two codes.** Daniel Lim has used eight recovery codes while his phone was being repaired, so the card reads *Recovery codes: 2 of 10 left* as a warning (10 − 8 = 2). He selects **Generate new codes**, confirms it’s him with a code from his repaired phone, and saves ten new codes. The two unused old codes stop working at once. **One code, three uses.** Farah’s phone is away for repair, so she works from her printed sheet. On Monday she signs in with code 1, on Tuesday she confirms it’s her with code 2 before creating a personal token, and on Wednesday she approves an AI app with code 3. Monday’s sign-in emails her that a recovery code was used, and the card then reads *Recovery codes: 7 of 10 left* (10 − 3). ## Common questions - **What are recovery codes?** Ten single-use codes you save when you turn on two-step verification or add your first passkey. Each one stands in for your code or passkey once. - **Where can I see my recovery codes again?** You cannot. They are shown once; if you lost them, select **Generate new codes** to get a new set. - **Where should I keep recovery codes?** Somewhere safe and away from your password: a password manager, or a printed copy at home. - **Do recovery codes expire?** No. Each works until it is used, or until you generate a new set or two-step verification is turned off or reset. - **I have used all my recovery codes. What now?** If you can still sign in with your app, email codes or a passkey, generate a new set. If not, ask your administrator; see [Get back in](https://easysales.work/help/security/locked-out/). - **Can I sign in with a recovery code instead of my password?** No. A recovery code replaces the second step only; you type your password first. ## Related - [Sign-in security](https://easysales.work/help/security/overview/) - [Get back in](https://easysales.work/help/security/locked-out/) - [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/) --- # Set up a passkey > Add a passkey to sign in to easySales with your fingerprint, face or device PIN, with no password or code to type, and rename or remove it safely. Source: https://easysales.work/help/security/passkeys/ A passkey lets you sign in with your fingerprint, face or device PIN instead of typing a code. It is kept by your phone, computer or password manager, and it only works on the real easySales site, so it cannot be phished. How it fits with the other methods is on [Sign-in security](https://easysales.work/help/security/overview/). ## Before you start - A phone or computer with a fingerprint reader, face unlock or a screen lock, or a password manager that stores passkeys. If the card says *This browser cannot create passkeys.*, use another browser or device. - No permission is needed. You can add a passkey whether or not two-step verification is on. If your company has two-step verification set to **Off**, the card says your administrator does not allow new passkeys; the ones you have keep working. - Decide where the passkey lives. A **synced passkey** — in Apple iCloud Keychain or Google Password Manager, for example — comes with you to a new phone when you sign in to the same account on it. A passkey kept only on one device goes when the device goes. ## Steps 1. Open your menu, select **My profile**, then **Sign-in & security**, and find the **Passkeys** card. 2. Select **Add a passkey**. Complete [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/) if asked. 3. In the **Add a passkey** dialog, type a **Name** you will recognise, such as *Work laptop*. It is optional; left empty, easySales names the passkey after your device and browser. 4. Select **Continue** and follow your device’s prompt: touch the fingerprint reader, look at the camera or enter your PIN. 5. If this is your first way to confirm it’s you, save the ten recovery codes shown, tick **I have saved these codes** and select **Done** — see [Use recovery codes](https://easysales.work/help/security/recovery-codes/). To rename one later, select **Rename** beside it, change the **Name** and select **Save**. To remove one, select **Remove** and confirm; the dialog reminds you to remove it from your device’s passkey list as well. Removing your last way to confirm it’s you opens **Remove your last passkey?** instead, which asks for your password and ends with **Remove and turn off**. ## What happens next The passkey appears in the list with its name, **Synced** or **This device only**, the date it was **Added** and when it was **Last used**; below the list, *N of 10 passkeys*. easySales emails you that a passkey was added. From now on you can use it in two ways: - **On its own:** on the sign-in page, select **Sign in with a passkey** and unlock it. No password, no code. - **As your second step:** sign in with your password, select **Use a passkey instead**, then **Use your passkey**. **Don’t ask again on this device for 30 days** is not offered after a passkey. If you also use an authenticator app or email codes, the card offers **Remove authenticator app** or **Remove email codes**: two-step verification stays on with your passkeys and recovery codes. ## Rules to know | Rule | Detail | |---|---| | Passkeys per account | Up to 10 | | Email to you | When one is added, removed, or looks copied; not when renamed | | Your password | Stays; you cannot remove it | | Removing your last passkey, with no app or email codes | Turns two-step verification off: asks for your password and the passkey or a recovery code; refused while your company requires it | | Turning two-step verification off | Removes every passkey | | Your administrator resetting your 2FA | Removes every passkey | - **One email in several companies:** each company’s account has its own passkeys and its own limit of 10. Your device lists each passkey as your email, a dot and the company’s **Licence code** in capitals, for example *sarah.goh@example.com · LIMCO*. Pick the one for the company you want. - **Refused** beside a passkey means it may have been copied, so easySales no longer accepts it. Remove it and add a new one. - **An email you did not expect** — a passkey added, removed or looking copied — means someone may have your sign-in. Change your password and tell your administrator. - Remove the passkey of a device you sell, give away or lose. ## Why it works this way **A passkey cannot be typed into the wrong site.** Your device offers it only on the real easySales site, so a fake sign-in page or a caller pretending to be support has nothing to collect. That closes the most common way business accounts are taken over. **Nothing easySales keeps can sign you in.** Your device holds the private half of the passkey and easySales keeps only the public half, which checks a signature but cannot make one. Your fingerprint or face never leaves your device. **A copied passkey is refused, not trusted.** When a passkey looks as if it has been copied, easySales marks it **Refused** and emails you. You lose one passkey; your account stays closed to the copy. **Your password stays.** A passkey is added beside your password, not instead of it, so you can still sign in from a device that has no passkey, and the password is what confirms that you meant to remove your last passkey. ## Work faster - **Pick the passkey from the sign-in box.** Where your browser supports it, selecting the **Email / username** box lists your passkeys among its suggestions; choose one and unlock it. See [Sign in](https://easysales.work/help/getting-started/sign-in/). - **Choose a synced passkey.** One kept in your phone’s password manager moves to your next phone by itself, with nothing to set up again in easySales. See example A on [Security examples](https://easysales.work/help/security/worked-examples/). - **Confirm it’s you with the same touch.** In the **Confirm it’s you** dialog, **Use your passkey** is quicker than typing a code. See [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/). - **Name each passkey after its device.** *Work laptop* and *Phone* tell you which one to remove when a device is lost; **Rename** sends no email and asks for nothing. See [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/). - **Keep one on a second device.** Up to 10 passkeys per account means a lost phone never locks you out. See [Get back in](https://easysales.work/help/security/locked-out/). ## Examples Sarah Goh’s passkeys in two companies are example C on [Security examples](https://easysales.work/help/security/worked-examples/). **A laptop left in a taxi.** Mei Tan has two passkeys: *Work laptop* (**This device only**) and *Phone* (**Synced**); the card reads *2 of 10 passkeys*. The laptop is lost on Friday evening. From her phone she selects **Sign in with a passkey**, opens **Sign-in & security**, selects **Remove** beside *Work laptop* and confirms. Her passkey sign-in a minute earlier counts as confirming it’s her, so nothing more is asked. The card now reads *1 of 10 passkeys*, and an email confirms the removal. **Changing from a passkey to an app.** Daniel Lim uses only a passkey and wants an authenticator app instead. He first selects **Turn on** under **Two-step verification** and sets up the app. Only then does he remove the passkey: it is no longer his last way to confirm it’s him, so two-step verification stays on and **Remove your last passkey?** never appears. ## Common questions - **What is a passkey?** A sign-in key kept on your phone, computer or password manager and unlocked with your fingerprint, face or device PIN. There is nothing to type and nothing to remember. - **Is a passkey safer than a password?** Yes. It works only on the real easySales site, so it cannot be phished, and nothing stored at easySales can be used to sign in as you. - **Can I use my passkey on another computer?** A synced passkey is available on every device signed in to the same password manager account. Otherwise, add a passkey on each device, up to 10. - **Does a passkey replace my password?** No. Your password stays and cannot be removed; a passkey is an extra, faster way in. - **Why can’t I add a passkey?** Your browser may not support passkeys, your company may have two-step verification set to **Off**, or you already have 10. The **Passkeys** card shows the reason or the count. - **What does Refused next to my passkey mean?** easySales thinks the passkey may have been copied and no longer accepts it. Remove it, add a new one, and change your password if you did not expect it. - **What should I do when I sell or lose a device with a passkey?** Remove that passkey on **Sign-in & security** from another device. If you cannot sign in at all, see [Get back in](https://easysales.work/help/security/locked-out/). ## Related - [Sign-in security](https://easysales.work/help/security/overview/) - [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/) - [Get back in](https://easysales.work/help/security/locked-out/) - [Security examples](https://easysales.work/help/security/worked-examples/) --- # Confirm it’s you > Why easySales asks you to confirm it's you before a sensitive change, how to confirm with a code, passkey, recovery code or password, and how long it lasts. Source: https://easysales.work/help/security/confirm-its-you/ Before a change that could hand your account to someone else, easySales asks you to prove again that you are at the keyboard. This stops someone who finds your computer unlocked from making those changes. How it fits with sign-in is on [Sign-in security](https://easysales.work/help/security/overview/). ## When you are asked - Creating a personal token for an AI tool. - Creating a calendar subscription link — see [Calendar](https://easysales.work/help/activities/calendar/). - Changing your company’s plan or seats with **Change now** — see [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/). - For an administrator: switching the company's **AI connection (MCP)** on, or from **Read only** to **Read and write**. - Turning on two-step verification, with an app or with email codes, and confirming a new email address for email codes. - Generating new recovery codes. - Adding or removing a passkey, and removing your authenticator app or email codes while keeping your passkeys. - Changing your own password or sign-in email, when you use two-step verification. - For an administrator: before changing another user’s email, resetting their password, resetting their two-step verification, or saving the company’s two-step verification settings. ## Steps 1. Start the change. The **Confirm it’s you** dialog opens. 2. Confirm with what you have: - **Two-step verification on:** select **Use your passkey** and unlock it on your device, or enter the 6-digit **Verification code** from your authenticator app. With email codes, select **Send code** and enter the code from the email. Without any of these, select **Use a recovery code instead** and enter one in **Recovery code**; that code is then used up. - **Two-step verification off:** enter your **Password**. 3. Select **Confirm**. The change you started goes ahead. **Cancel** closes the dialog and nothing changes. ## What happens next For the next 15 minutes, in this sign-in, easySales does not ask again. Signing in with a code or a passkey counts as confirming, so you are not asked straight after such a sign-in; signing in on a trusted device does not count. Another browser or device asks separately, signing out ends the 15 minutes, and after 15 minutes it asks again. ## Rules to know | Situation | What easySales asks for | |---|---| | Personal token, calendar link, **Change now** on your plan, turning on 2FA, new recovery codes, adding or removing a passkey | **Confirm it’s you**, then 15 minutes free in this sign-in | | An administrator changing another user’s email, password or 2FA, or the company settings | **Confirm it’s you**, then 15 minutes free in this sign-in | | Changing your own password or email | Your current password every time; with 2FA, also **Confirm it’s you** with a code, passkey or recovery code, which the 15 minutes cover | | Switching the company's AI connection on or up | **Confirm it’s you** with a code, your passkey or a recovery code, unless you confirmed with one in the last 15 minutes | | Approving an AI app | A code, your passkey or a recovery code, unless you signed in or confirmed with one in the last 15 minutes | | Turning 2FA off | Your password and a code every time | | Removing your last passkey | Your password, and the passkey or a recovery code, every time | | **Forget all** trusted devices, **Stop link** on your calendar link, renaming a passkey | Nothing — none of them can open your account to anyone | - With two-step verification on, your password alone never confirms it’s you. - Too many wrong tries say *Too many attempts. Try again in a few minutes.* ## Why it works this way **A signed-in screen is not proof of who is at it.** Someone at a computer you left unlocked in a meeting room could otherwise create a token, add a passkey or change your email, and keep access long after you sign out. Asking again closes that gap. **With two-step verification on, the password is not enough.** The password is the secret most likely to have leaked, so once you have a second step, only a code, a passkey or a recovery code confirms it’s you. **Fifteen minutes, in one sign-in.** One confirmation covers a short run of changes, so you are not asked at every click. It stays with that sign-in in that browser and ends when you sign out, so it never carries over to a computer you used earlier. **Removing protection asks every time.** Turning two-step verification off or removing your last passkey always takes your password and a proof, whatever you confirmed earlier, because that change would leave your account with only a password. ## Work faster - **Make your security changes together.** After one confirmation you have 15 minutes: add a passkey, generate new recovery codes and create a token in one go. See [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/). - **Sign in with a code or passkey before a batch of changes.** That sign-in counts as confirming; a trusted-device sign-in does not. See [Sign in](https://easysales.work/help/getting-started/sign-in/). - **Confirm with your passkey.** **Use your passkey** takes one touch instead of opening an app or an email. See [Set up a passkey](https://easysales.work/help/security/passkeys/). - **Keep a recovery code for emergencies only.** Every recovery code you use here is gone; use your app, email code or passkey when you have them. See [Use recovery codes](https://easysales.work/help/security/recovery-codes/). ## Examples **Three changes, one confirmation.** At 10:00 Mei Tan selects **Add a passkey** and confirms it’s her with a code from her app. At 10:05 she generates new recovery codes and at 10:12 creates a personal token; neither asks again. At 10:16 she creates a calendar link, and the dialog opens once more, because her confirmation ran out at 10:15 (10:00 + 15 minutes). **A trusted computer still asks.** Daniel Lim signs in on his trusted office computer with his password alone. When he selects **Add a passkey**, **Confirm it’s you** asks for a code, because a trusted-device sign-in proved only his password. He enters the code from his app, and the passkey is added. ## Common questions - **Why does easySales keep asking me to confirm it’s me?** A confirmation lasts 15 minutes in one sign-in in one browser. Another browser, a new sign-in or a trusted-device sign-in asks again. - **Can I confirm with my password?** Only while two-step verification is off. With it on, use a code, your passkey or a recovery code. - **How long does a confirmation last?** 15 minutes, in this sign-in, in this browser. Signing out ends it. - **What if I don't have my phone to confirm it's me?** Select **Use a recovery code instead** and enter one of your saved codes; that code is then used up. - **What does "Too many attempts. Try again in a few minutes." mean?** Too many wrong passwords or codes were entered in the dialog. Wait a few minutes and try again. - **Which changes ask me to confirm it's me?** Those that create a lasting way in or change how someone signs in: tokens, calendar links, passkeys, two-step verification, recovery codes, your sign-in email and password. For people who manage the company, also other users' sign-in, the company's security and AI settings, and **Change now** on the plan. The full list is above. ## Related - [Sign-in security](https://easysales.work/help/security/overview/) - [Company security settings](https://easysales.work/help/security/company-security-settings/) - [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/) - [Set up a passkey](https://easysales.work/help/security/passkeys/) --- # Get back in > Locked out of easySales? What to do when you lose your phone, authenticator app, recovery codes or password, and how an administrator resets 2FA. Source: https://easysales.work/help/security/locked-out/ Losing a phone or a password is common, and there is a way back from each. Start at the top of the table and stop at the first row that fits. How the methods fit together is on [Sign-in security](https://easysales.work/help/security/overview/). ## Before you start Know which methods you set up: an authenticator app or email codes, passkeys, and whether you still have recovery codes. On the **Sign-in & security** page of **My profile**, the **Passkeys** and **Two-step verification** sections list them, if you can still sign in somewhere. ## Steps | What you have lost | What to do | |---|---| | Your phone, but you have a passkey on another device | Select **Sign in with a passkey**, or sign in with your password and select **Use a passkey instead** | | Your phone and every other method, but you still have recovery codes | Sign in with your password and select **Use a recovery code instead** | | Your password | Select **Forgot your password?** on the sign-in page and follow the emailed link — see [Reset your password](https://easysales.work/help/getting-started/reset-your-password/). You still need your second step afterwards | | Everything, and you are the only administrator | Contact easySales; the procedure is below | | Everything: no phone, no passkey, no recovery codes | Ask your company’s administrator to reset your two-step verification | After you are back in, set up a method again and save new recovery codes, so you are not caught out twice. ## What an administrator’s reset does When your administrator resets your two-step verification, easySales: 1. Removes your authenticator app or email codes, your recovery codes, your trusted devices and your passkeys. 2. Signs you out on every device. 3. Disconnects your AI apps and personal tokens, and stops your calendar link. 4. Emails you a notice that it was done. Your password stays as it is. At your next sign-in, you sign in with your password. If your company requires two-step verification, setup opens straight away, with no grace period. Otherwise you may turn it on again on the **Sign-in & security** page of **My profile**. The administrator opens **User accounts**, your user, and selects **Reset two-step verification** in the **···** menu, then **Reset**. They confirm it’s them first. The notice goes to the email address on your profile, and also to the address your email codes used if that is different. The reset is recorded on your **History** tab. This works whichever second step you used: an authenticator app, email codes or passkeys only. ## The only administrator If you are the only administrator and have lost every method, nobody in your company can reset you from **User accounts**. Email easySales at [support@easysales.work](mailto:support@easysales.work) and ask for a two-step verification reset for your account. easySales then follows this procedure: 1. **Identity check** — easySales confirms that you are the account’s owner before anything changes. 2. **Second-person review** — a second person at easySales reviews the request before the reset is made. 3. **Recorded** — every step is recorded. The reset then works as an administrator’s reset above. Once you are back in, give a second person the **Administrator** role, so this does not happen again. ## Rules to know - Resetting your password does not turn off two-step verification. - An administrator can reset another Administrator’s two-step verification only if they are an Administrator themselves. Nobody can reset their own. - An emailed notice you did not expect means someone reset your sign-in. Tell your administrator. ## Why it works this way **There is no back door around the second step.** If an email or a support call could switch two-step verification off, anyone who learned your password could do the same. A way back always goes through something you hold, or through a person who knows you and checks. **A reset clears everything at once.** Whoever has your lost phone, laptop or recovery sheet may still hold a working key. Removing every method, every trusted device and every session at once means none of them opens your account afterwards. **Your password stays your own.** A two-step reset does not issue a new password, so the administrator who resets you never learns a secret that signs in as you. **The most powerful accounts get the strictest rule.** Only an Administrator resets another Administrator, and nobody resets themselves, so one taken-over account cannot unlock another. ## Work faster - **Prepare the way back today.** A passkey on a second device and recovery codes on paper turn a lost phone into a two-minute inconvenience. See [Set up a passkey](https://easysales.work/help/security/passkeys/). - **Administrators: see who is at risk.** The **Two-step verification** column on **User accounts** shows each person’s method. See [Company security settings](https://easysales.work/help/security/company-security-settings/). - **Give two people the Administrator role.** Then neither of you ever needs easySales to reset you. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Set up again straight after a reset.** Turn on a method and save the new recovery codes before you go back to work. See [Use an authenticator app](https://easysales.work/help/security/authenticator-app/). ## Examples Ahmad’s lost-phone day is part of example A on [Security examples](https://easysales.work/help/security/worked-examples/). **Forgotten password, phone at home.** Daniel Lim forgets his password while his phone is at home. He selects **Forgot your password?**, follows the emailed link and sets a new password. easySales still asks for his second step, so he selects **Use a recovery code instead** and enters a code from the sheet in his drawer. The card later reads *Recovery codes: 9 of 10 left*. **The only administrator.** Mei Tan is Lim & Co’s only Administrator and loses her phone with her recovery codes saved on it. Nobody at Lim & Co can reset her, so she emails [support@easysales.work](mailto:support@easysales.work). After the identity check and the second person’s review, her two-step verification is reset and she signs in with her password. She sets up an authenticator app again and gives Daniel the **Administrator** role the same day. ## Common questions - **What if I lost my phone and my recovery codes?** Sign in with a passkey if you have one. Otherwise ask your company’s administrator to reset your two-step verification. - **Can I reset my own two-step verification?** No. Another administrator resets it, or easySales does when you are the only Administrator. - **What does an administrator’s two-step reset remove?** Your authenticator app or email codes, recovery codes, trusted devices and passkeys; it also signs you out everywhere and ends your AI apps, personal tokens and calendar link. - **Does a two-step reset change my password?** No. You sign in with the same password and set up a method again. - **Do I get a grace period after a reset?** Not when your company requires two-step verification: setup opens at your next sign-in. Otherwise turning it on again is your choice. - **I am the only administrator and I am locked out. Who can help?** easySales, at [support@easysales.work](mailto:support@easysales.work), after checking your identity. - **Why did I get an email saying my two-step verification was reset?** An administrator reset it. If you did not ask for it, tell your administrator at once. ## Related - [Reset your password](https://easysales.work/help/getting-started/reset-your-password/) - [Use recovery codes](https://easysales.work/help/security/recovery-codes/) - [Company security settings](https://easysales.work/help/security/company-security-settings/) - [User accounts](https://easysales.work/help/administration/users/) --- # Company security settings > Make two-step verification (2FA) optional or required for everyone in your company, set a grace period, see who has it on and who can reset it. Source: https://easysales.work/help/security/company-security-settings/ Your company decides whether its people may, or must, use two-step verification. This page is for the person who sets that rule. Each person’s own methods are explained on [Sign-in security](https://easysales.work/help/security/overview/). ## Before you start - Your role needs the **Manage sign-in security** control, under **Role administration** in the role editor, and **System** **View** to open **System settings**. The **Administrator** role has both. Without the control, the **Two-step verification** section does not appear. - To choose **Required for everyone**, turn on two-step verification for your own account first. Until you do, the page says so and **Save** stays unavailable. - Tell your team before you choose **Required for everyone**, and point them to [Use an authenticator app](https://easysales.work/help/security/authenticator-app/). ## Steps 1. Select **System settings** in the sidebar, then **Users & permissions** in the side navigation, and find the **Two-step verification** section. It shows how many users have it on. 2. Under **For everyone in the company**, choose **Off — not offered**, **Optional — each person chooses** or **Required for everyone**. 3. For **Required for everyone**, choose a **Grace period**: **None — at the next sign-in**, **7 days**, **14 days** or **30 days**. 4. Under **Ask for a code**, choose **On new devices (30 days)** or **At every sign-in**. 5. Tick or untick **Allow email codes for people without an authenticator app**. 6. Select **Save**. If you chose **Required for everyone**, answer the question **Require two-step verification for everyone?** with **Require it**. Complete [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/) if asked. If the section says *Two-step verification is not available for your company yet.*, there is nothing to set. ## The settings | Setting | Choices | Default | |---|---|---| | For everyone in the company | **Off — not offered** · **Optional — each person chooses** · **Required for everyone** | Optional | | Grace period (Required only) | None, 7, 14 or 30 days, counted from when you save | 14 days | | Ask for a code | **On new devices (30 days)** — a trusted device skips the step for 30 days, for one person per browser · **At every sign-in** | On new devices | | Allow email codes for people without an authenticator app | Ticked · Unticked | Ticked | - **Off** hides two-step verification from people who have not set it up, and nobody can add a new passkey. People who already have it keep being asked for their code, and keep their passkeys. - While **Required for everyone** is on, the section shows *Required from* and the date the grace period ends. Choosing a grace period again sets a new end date. - Switching to **At every sign-in** forgets every trusted device in the company. - Unticking email codes stops new email-code set-ups. People who already use email codes keep them; to move one of them to an app, reset their two-step verification. Every change is recorded in the [audit trail](https://easysales.work/help/administration/audit-trail/). ## See who has it on The **Users** list on **User accounts** has a **Two-step verification** column, and each user’s page has a **Two-step verification** section. They show **App**, **Email**, **Passkey** or **Off**; under **Required for everyone** also **Grace until** a date or **Required – not set up**. **Passkey unusable – recovery codes only, re-enrol** means the person’s passkeys can no longer be used. ## What people see at sign-in Read a row for your company’s setting, then the column for the person. | Company setting | Person without 2FA | Person with 2FA | Person with a passkey | |---|---|---|---| | **Off** | Password only; cannot turn 2FA on | Password, then second step — they keep it | Passkey on its own, or password then passkey | | **Optional** | Password only; may turn 2FA on | Password, then second step | Passkey on its own, or password then passkey | | **Required**, in grace | Password, and a banner on every page to set up before the grace period ends | Password, then second step | Passkey on its own, or password then passkey | | **Required**, after grace | Password, then setup is forced before anything else opens | Password, then second step | Passkey on its own, or password then passkey | Legend: **second step** = a code from the authenticator app or email, a passkey, or a recovery code. **Person with 2FA** uses an authenticator app or email codes; a passkey also counts as 2FA under **Required**. With **On new devices (30 days)**, a trusted device skips the second step. - The banner reads *Your administrator requires two-step verification from* the end date, with a **Set up** button that opens **My profile**. - Forced setup is **Set up two-step verification**, with **Use an authenticator app** and, where you allow email codes, **No smartphone? Email me codes instead**. - A person added while **Required for everyone** is on gets the same grace period as everyone else; after it ends, they set up two-step verification at their first sign-in. - A person whose two-step verification an administrator resets while **Required for everyone** is on sets it up again at their next sign-in, with no grace period. - A person already signed in when the grace period ends carries on until that session ends; the next sign-in asks for setup. ## Who can do what | Action | Regular user | User **Edit** (**All records**) | Administrator | Only Administrator, locked out | |---|---|---|---|---| | Turn 2FA on or off for yourself ¹ | Needs confirm it’s you | Needs confirm it’s you | Needs confirm it’s you | Not allowed | | Add or remove your passkey ² | Needs confirm it’s you | Needs confirm it’s you | Needs confirm it’s you | Not allowed | | Generate your recovery codes | Needs confirm it’s you | Needs confirm it’s you | Needs confirm it’s you | Not allowed | | Create a personal token ³ | Needs confirm it’s you | Needs confirm it’s you | Needs confirm it’s you | Not allowed | | Connect an AI app ⁴ | Needs confirm it’s you | Needs confirm it’s you | Needs confirm it’s you | Not allowed | | Change the company security settings ⁵ | Not allowed | Not allowed | Needs confirm it’s you | Not allowed | | Reset another user’s password ⁶ | Not allowed | Needs confirm it’s you | Needs confirm it’s you | Not allowed | | Change another user’s sign-in email ⁶ | Not allowed | Needs confirm it’s you | Needs confirm it’s you | Not allowed | | Reset another user’s 2FA ⁶ | Not allowed | Needs confirm it’s you | Needs confirm it’s you | Not allowed | | Forget all your trusted devices | Allowed | Allowed | Allowed | Not allowed | | Get your own 2FA reset after losing every method | Not allowed — ask an administrator | Not allowed — ask an administrator | Not allowed — ask another Administrator | Contact easySales | Legend: - **Allowed** — goes ahead straight away. **Forget all** never asks for anything. - **Needs confirm it’s you** — goes ahead after [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/). - **Not allowed** — the action is refused; the cell says whom to ask where there is someone. - **Contact easySales** — email [support@easysales.work](mailto:support@easysales.work). easySales checks your identity, a second person reviews the request, and every step is recorded; see [Get back in](https://easysales.work/help/security/locked-out/). - **Locked out** means you cannot sign in, so nothing in that column is possible until your access is restored. Notes: 1. Turning on is not offered while the company setting is **Off**. Turning off does not use Confirm it’s you: it asks for your password and a code every time, and is not offered while the company setting is **Required for everyone**. 2. Not possible to add while the company setting is **Off**. Renaming asks nothing. Removing your last passkey, when you have no app or email codes, turns 2FA off: it asks for your password and the passkey or a recovery code, and is refused under **Required for everyone**. 3. Needs your company’s AI access switched on; see [Company AI access](https://easysales.work/help/ai-access/company-ai-access/). 4. The approval screen asks for a code, your passkey or a recovery code, unless you signed in or confirmed with one in the last 15 minutes. Without 2FA you cannot connect a new app, except while the company setting is **Off**: then the approval asks for your password. 5. Needs the **Manage sign-in security** control. A custom role can have it without **User** **Edit**; that person has the Regular user column for every other row. 6. Only an Administrator can do this to another Administrator. With **User** **Edit** at **Own records only**, you reach only your own account, so these are not allowed. Nobody resets their own password, email or 2FA here: use **My profile**, or ask another administrator. **Reset two-step verification** in a user’s **···** menu can be selected when their two-step verification shows **App**, **Email**, **Passkey** or **Passkey unusable – recovery codes only, re-enrol**; otherwise it is greyed out with *This user has no two-step verification to reset*. ## Why it works this way **One unprotected account exposes everyone’s work.** Colleagues share customers, quotations and invoices. Requiring two-step verification means a leaked password at any desk no longer opens those records. **The grace period avoids a locked-out Monday.** People set it up at a time that suits them, with a banner naming the date, instead of meeting a forced setup on their way to a customer call. **You go first.** Requiring it is possible only once your own account has it, so you have tried what you ask of the team and cannot lock yourself into a setting you have never used. **Relaxing the rule never removes anyone’s protection.** **Optional** or **Off** stops asking those who have not set it up; nobody who has it on is quietly downgraded to a password alone. ## Work faster - **Send the how-to with the announcement.** Point the team to [Use an authenticator app](https://easysales.work/help/security/authenticator-app/) and, for those without a smartphone, [Use email codes](https://easysales.work/help/security/email-codes/). - **Check progress at a glance.** The section shows how many users have it on, and the **Two-step verification** column on **User accounts** shows who has not. See [User accounts](https://easysales.work/help/administration/users/). - **Set session rules on the same page.** **Session timeout** and **Concurrent sessions per user** sit beside the two-step verification rules and save with the same **Save**. See [System settings](https://easysales.work/help/administration/settings/). - **Use At every sign-in for shared computers.** It forgets every trusted device at once, so a reception or showroom computer never skips the code. See [Sign-in security](https://easysales.work/help/security/overview/). ## Examples Mei Tan’s switch to **Required for everyone**, day by day, is example B on [Security examples](https://easysales.work/help/security/worked-examples/). **Counting the grace period.** Mei saves **Required for everyone** with a **Grace period** of **14 days** on Monday 6 October at 10:00. The section shows *Required from* 20 October (6 + 14). On 7 October she decides a week is enough, chooses **7 days** and saves again: the new end date is 14 October (7 + 7), counted from the second save. **A shared computer at reception.** Lim & Co lets visiting clients look at mood boards on the reception computer, and Daniel Lim ticked **Don’t ask again on this device for 30 days** there yesterday. Mei switches **Ask for a code** to **At every sign-in** and saves. Every trusted device in the company is forgotten, so Daniel’s next sign-in at reception, and everyone’s everywhere, asks for the second step. ## Common questions - **How do I make two-step verification mandatory for all users?** Choose **Required for everyone**, pick a **Grace period** and select **Save**, then **Require it**. - **What happens when the grace period ends?** Anyone without two-step verification must set it up at their next sign-in before anything else opens. Anyone already signed in carries on until that session ends. - **Can I see which users have two-step verification turned on?** Yes. The **Two-step verification** column on **User accounts** shows **App**, **Email**, **Passkey** or **Off** for each person; under **Required for everyone** also **Grace until** a date or **Required – not set up**. - **Why can’t I choose Required for everyone?** Turn on two-step verification for your own account first; until then **Save** stays unavailable for that choice. - **What happens if I switch two-step verification to Off?** Nobody new can set it up or add a passkey; people who already have it keep being asked for their code. - **Can I stop people using email codes?** Untick **Allow email codes for people without an authenticator app**. New set-ups then use an app; people already on email codes keep them. - **Who can change the company’s two-step verification settings?** Anyone whose role has the **Manage sign-in security** control, which the **Administrator** role includes. ## Related - [Sign-in security](https://easysales.work/help/security/overview/) - [User accounts](https://easysales.work/help/administration/users/) - [Get back in](https://easysales.work/help/security/locked-out/) - [Audit trail](https://easysales.work/help/administration/audit-trail/) --- # Security examples > Day-by-day sign-in security examples — a new phone, requiring 2FA for a team, passkeys in two companies, an email change, a shared computer and a leaver. Source: https://easysales.work/help/security/worked-examples/ These scenarios follow the people at Lim & Co, a five-person interior design firm, through the situations that raise the most questions about signing in. Each one lists what happens, day by day, and which page explains the step. The pieces themselves are explained on [Sign-in security](https://easysales.work/help/security/overview/). ## A. Ahmad’s new phone Ahmad is a designer at Lim & Co. He uses an authenticator app, and his company requires two-step verification, so there is no **Turn off** button for him. - **Day 1, morning.** His new phone arrives. He keeps the old one as it is and opens **My profile**, **Sign-in & security**: *Recovery codes: 8 of 10 left*. - **Day 1, morning.** On the old phone he uses his authenticator app’s own transfer feature to move the easySales entry to the new phone. (Had he already had a passkey, he could instead select **Remove authenticator app** on the **Passkeys** card and **Turn on** again with the new phone.) - **Day 1, lunchtime.** He tests it: in a private browser window, which is not a trusted device, he signs in and types the code from the **new** phone. The Dashboard opens. - **Day 1, afternoon.** While he is at it, he adds a passkey that syncs with his phone’s password manager, so a future phone change is easier. When easySales asks him to confirm it’s him, he uses a code from the new phone. He keeps his recovery codes — see [Set up a passkey](https://easysales.work/help/security/passkeys/). - **Day 2.** Only now does he wipe the old phone. **If the old phone had been lost instead.** On Day 1 Ahmad signs in with his password and selects **Use a recovery code instead**. He then asks Mei Tan, the administrator, to reset his two-step verification. Mei opens his user, selects **Reset two-step verification** in the **···** menu, confirms it’s her and selects **Reset**: Ahmad is signed out everywhere, his AI apps are disconnected and he gets an email notice. At his next sign-in, because Lim & Co requires two-step verification, setup opens at once; he scans the QR code with the new phone and saves ten new recovery codes. See [Get back in](https://easysales.work/help/security/locked-out/). ## B. Mei requires 2FA Mei Tan has the **Administrator** role at Lim & Co. Two-step verification is **Optional**; only Ahmad uses it. - **Day 1.** Mei tells the team at the Monday meeting and sends them the link to [Use an authenticator app](https://easysales.work/help/security/authenticator-app/). She already uses an authenticator app herself, which **Required for everyone** needs. In **System settings**, **Users & permissions**, in the **Two-step verification** section, she chooses **Required for everyone**, a **Grace period** of **14 days**, keeps **On new devices (30 days)** and leaves email codes allowed. She selects **Save** and confirms it’s her with her app code. The change is recorded in the audit trail. - **Day 1.** Ahmad notices nothing: he already has it on. - **Day 2.** Priya signs in and sees the banner, which names the date the grace period ends. She selects **Set up** and turns on [email codes](https://easysales.work/help/security/email-codes/). - **Day 5.** Sarah Goh turns on the authenticator app. - **Day 12.** Daniel Lim still has not. The banner still shows the same date on every page. - **Day 15.** The grace period is over. Daniel signs in with his password, and **Set up two-step verification** opens before anything else. He selects **Use an authenticator app**, scans the QR code, types a code, saves his recovery codes, and the Dashboard opens. - **Day 15.** The AI app Daniel connected last month keeps working. When he connects a second one on Day 16, the approval asks for no password: he enters a code from his app and selects **Allow**. Had he signed in with a code in the last 15 minutes, **Allow** alone would do. - **Day 20.** Farah joins. Mei creates her account and gives her a temporary password. The grace period has ended, so at Farah’s first sign-in **Set up two-step verification** opens first; then she chooses her own password in **Choose a new password**, and the Dashboard opens. The settings and who sees what are on [Company security settings](https://easysales.work/help/security/company-security-settings/). ## C. One email, two companies Sarah Goh is Lim & Co’s assistant. She also keeps the books for Kopi Corner, which uses easySales too. She has an account in each company with the same email, *sarah.goh@example.com*. - **Day 1, morning.** Signed in to Lim & Co, she opens **My profile**, selects **Add a passkey** on the **Passkeys** card, types *My phone* as the **Name**, selects **Continue** and unlocks her phone. An email tells her a passkey was added. - **Day 1, evening.** Signed in to Kopi Corner, she does the same. Another email arrives. - **Day 1, evening.** Her phone now lists two passkeys: *sarah.goh@example.com · LIMCO* and *sarah.goh@example.com · KOPI*. The part after the dot is each company’s **Licence code**. - **Day 2.** At the office she selects **Sign in with a passkey**, picks the **LIMCO** entry and unlocks her phone. Lim & Co’s Dashboard opens; she typed no password. - **Day 3.** In a hurry she picks **KOPI** by mistake, and Kopi Corner’s Dashboard opens. She signs out and picks the **LIMCO** entry. - **Day 9.** In Lim & Co she renames the passkey to *Phone — Lim & Co*. No email is sent for a rename. Each company’s account keeps its own list of passkeys, with its own limit of 10. Removing the Lim & Co passkey does not touch the Kopi Corner one. ## D. Priya’s new email Priya is a designer at Lim & Co and uses email codes. Lim & Co moves its mailboxes to a new domain, so her address changes from *priya@limandco.example* to *priya@limco.example*. - **Day 1, 5 pm.** Mei opens **User accounts**, Priya’s user, selects **Edit** and changes her **Email**. The form warns that this stops Priya’s email codes until she confirms the new address. When Mei saves, easySales asks her to confirm it’s her. From this moment Priya’s email codes are paused. - **Day 2, 9 am.** Priya signs in with her password. No email code can be sent until she confirms the new address, so the second step asks only for a recovery code. She enters one of her saved codes and selects **Verify**. The Dashboard opens. - **Day 2, 9:05 am.** On **My profile**, the **Sign-in & security** page says her email address changed. She selects **Confirm new address**, then **Send code**, and enters the code sent to *priya@limco.example*; her recovery-code sign-in five minutes ago counts as confirming it’s her, so nothing more is asked (after 15 minutes she would confirm with another recovery code). The card now shows *Recovery codes: 9 of 10 left*, and both addresses get an email that codes now go to the new one. - **Day 3.** At sign-in her email code arrives at the new address, as before. Had Priya set up a passkey, she could have used it on Day 2 instead of a recovery code. See [Use email codes](https://easysales.work/help/security/email-codes/). ## E. A client’s computer Daniel Lim visits Harbour Café to walk the owner through a quotation, and signs in on the café’s office computer. - **Day 1, 11 am.** Out of habit he ticks **Don’t ask again on this device for 30 days** with his code. An email tells him a device was trusted. - **Day 1, 3 pm.** Back at his own laptop, he opens **My profile**, **Sign-in & security**. Under **Trusted devices** he finds *Chrome on Windows*, expiring 30 days from today, selects **Forget** and confirms in **Forget device**. The café computer will now ask for a code at the next sign-in. - **Day 1, 3:05 pm.** To be sure nobody is still signed in there, he changes his password. He confirms it’s him with a code when asked, and every session ends, the café’s and his own. He signs in again on his laptop with the new password and a code. See [Sign-in security](https://easysales.work/help/security/overview/#what-ends-each-one). ## F. Priya leaves Priya’s last day at Lim & Co is a Friday. - **Friday, 4 pm.** Mei opens **User accounts**, Priya’s user, and selects **Transfer records** in the **···** menu to hand her records to Sarah Goh. See [Transfer records](https://easysales.work/help/administration/transfer-records/). - **Friday, 6 pm.** Mei selects **Deactivate user** and confirms with **Deactivate**. Priya is signed out everywhere at once; her AI app and personal token stop working and her calendar link stops updating. Her email codes, recovery codes and passkeys can no longer sign in to Lim & Co, because nobody can sign in to a deactivated account. ## Why it works this way **Every story has a second way in.** Ahmad tests the new phone before wiping the old one, Sarah keeps a passkey per company, Priya has recovery codes when her email codes pause. A method you have not set up cannot rescue you on the day you need it. **Security changes leave a trace you can follow.** Each step above is announced by email to the person it affects and, for administrators’ changes, recorded in the [audit trail](https://easysales.work/help/administration/audit-trail/), so a team can always work out afterwards who changed what. ## Work faster - **Rehearse a phone change.** Sign in once in a private browser window, which is not a trusted device, to check the new phone’s code works. See [Use an authenticator app](https://easysales.work/help/security/authenticator-app/). - **Roll out with a grace period.** **14 days** gave Lim & Co time to set up without a locked-out morning. See [Company security settings](https://easysales.work/help/security/company-security-settings/). - **Clean up after a shared computer.** **Forget** under **Trusted devices**, then change your password if you were signed in. See [Get back in](https://easysales.work/help/security/locked-out/). ## Common questions - **Can I use the same email address in two companies?** Yes. Each company gives you a separate account with its own passkeys and methods; your device lists each passkey with that company’s **Licence code**. - **What should I do if I ticked "Don't ask again" on someone else's computer?** Select **Forget** beside it under **Trusted devices**, and change your password if you may still be signed in there. - **What happens to a leaver's sign-in when their user is deactivated?** Every session, AI app, personal token and calendar link ends, and nobody can sign in to that account again. - **Does changing a colleague's email affect their two-step verification?** If they use email codes, yes: codes pause until they confirm the new address. App codes and passkeys are not affected. - **Does requiring two-step verification disconnect AI apps already connected?** No. Existing personal tokens and AI app connections keep working. ## Related - [Sign-in security](https://easysales.work/help/security/overview/) - [Company security settings](https://easysales.work/help/security/company-security-settings/) - [Get back in](https://easysales.work/help/security/locked-out/) - [Set up a passkey](https://easysales.work/help/security/passkeys/) --- # Concepts > How easySales works, explained: quote to cash, quotation vs invoice, issuing and numbering, payments, credit notes, GST and permissions. Source: https://easysales.work/help/concepts/overview/ The concept pages explain the ideas behind easySales, not the buttons. Read them to learn how a quotation becomes an invoice, what issuing locks, how a payment settles a balance and why a mistake is fixed with a credit note. Each page stands alone, so you can start with the one you need. ## Where to find it Open the help centre and select **Concepts** in its sidebar. Every how-to page in the other chapters links back to the concept page it relies on. ## What you can do Follow the sales chain from start to finish: - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) — the whole chain from account to credit note and refund. - [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/) — who you sell to. - [Quotation or invoice](https://easysales.work/help/concepts/quotation-vs-invoice/) — what each document is for. - [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) — when a document becomes final and takes its number. - [Outstanding balance and payments](https://easysales.work/help/concepts/outstanding-balance-and-payments/) — how money settles an invoice. - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) — edit, cancel, credit, remove, void or refund. Understand tax and money: - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) — what a Singapore tax invoice must show. - [Tax and rounding](https://easysales.work/help/concepts/tax-calculation-and-rounding/) — how line amounts, GST and totals are worked out to the cent. - [InvoiceNow](https://easysales.work/help/concepts/invoicenow/) — Singapore e-invoicing, and what easySales supports today. - [Recurring invoices](https://easysales.work/help/concepts/recurring-invoices/), [Deliveries and invoices](https://easysales.work/help/concepts/deliveries-and-invoices/), [Currencies and exchange rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/), [Gross margin](https://easysales.work/help/concepts/gross-margin/) and [Products and line items](https://easysales.work/help/concepts/products-and-line-items/). Understand your team and records: - [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/) and [Roles, permissions and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/). - [Activities and follow-up](https://easysales.work/help/concepts/activities-and-follow-up/), [Documents and templates](https://easysales.work/help/concepts/documents-and-templates/), [Audit trail](https://easysales.work/help/concepts/audit-trail/) and [Your licence and users](https://easysales.work/help/concepts/your-licence-and-users/). ## Permissions Reading help needs no permission. What each concept lets you do in the app depends on your role; see [Roles, permissions and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/). ## Why it works this way **The ideas come before the buttons.** easySales follows the rules your accountant and your customers already work by: an offer is not a debt, an issued invoice is not rewritten, and money is recorded when it moves. Once you know those rules, you can predict what a button will do before you press it. **One chain, one set of records.** The quotation, the invoice, the receipt and the credit note are linked to each other and to the customer's account. A concept page shows the whole link, so you can see why a change in one place shows up in another, such as a credit note in the customer's statement. **Each page stands alone.** You may arrive here from a search or from the app's **Help Centre** button, in the middle of a task. Every concept page explains its idea in full and links to the how-to pages that carry it out. ## Work faster - **Open help from the page you are on.** The question-mark button in the top bar, **Help Centre**, opens the help for the module you are working in, in your language. See [The workspace](https://easysales.work/help/getting-started/workspace/). - **Find any record by name or number.** Press **/** outside a text box and type a customer's name or a number such as INV-10000042; the search box finds accounts, contacts, quotations, invoices and opportunities. See [The workspace](https://easysales.work/help/getting-started/workspace/). - **Look up a status in one table.** [Statuses](https://easysales.work/help/reference/statuses/) lists what every quotation, invoice, credit note and receipt status means. - **Learn the chain with a week of practice.** [Your first week](https://easysales.work/help/training/first-week/) walks a new user through the sales chain in five days of practice. ## Common questions - **What does quote to cash mean?** It is the path every sale follows: record the customer, make an offer, invoice it, collect the money and, when needed, correct the charge or pay money back. See [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/). - **Where should a new user start?** Read [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/), then [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) and [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/). Together they explain most of what happens to a sale in easySales. - **Do I need to read the concept pages before I start?** No. Each how-to page gives you the steps; the concept page it links to explains why they work that way. - **How do I open the help page for the screen I am on?** Select **Help Centre**, the question-mark button in the top bar. It is not shown on a phone. - **Where can I find what a term means?** The [Glossary](https://easysales.work/help/reference/glossary/) defines the terms easySales uses, such as proforma number, credit note and refund. ## Related - [Customers](https://easysales.work/help/customers/overview/) - [Quotations](https://easysales.work/help/quotations/overview/) - [Invoices](https://easysales.work/help/invoices/overview/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # Quote to cash > The quote-to-cash process in easySales, from customer to quotation, invoice, payment, credit note and refund, with worked examples. Source: https://easysales.work/help/concepts/quote-to-cash/ Quote to cash is the path you follow with every sale: record the customer, make an offer, bill it, collect the money and, when needed, correct a charge or pay money back. This page shows which record you use at each step and how the records connect. ## How it fits together *[Diagram: How the quote-to-cash records connect: an account has contacts and opportunities; an opportunity holds quotations; a quotation is billed on one or more invoices; a receipt pays invoices; a credit note reduces one invoice; a refund pays back unapplied money or remaining credit.]* - An **account** is your customer, and a **contact** is a person there who receives your documents. Create the account first. - An **opportunity** is optional. It keeps a deal and its quotations together. - A **quotation** is your offer. It is optional too: you can invoice directly, or raise several invoices from one quotation when you bill in stages. - An **invoice** is what the customer must pay. - A **receipt** records money you receive. It belongs to the account, so one receipt can pay several of the customer's invoices, and money it does not use stays on the account. - A **credit note** is raised against one issued invoice to reduce it. Credit it cannot use there can go to another invoice or be refunded. - A **refund** pays money back, out of a receipt's unapplied money or a credit note's remaining credit. ## How it works *[Diagram: The quote-to-cash flow: from the account and contact, optionally through an opportunity and a quotation, to a draft invoice that is issued; the customer pays with a receipt, a credit note corrects the charge, and money or credit left over is used later or refunded.]* A quotation starts as a draft and takes its quotation number when you [finalise it](https://easysales.work/help/quotations/finalise-a-quotation/). When the customer agrees, you [raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) from it, which copies its lines. While an invoice is a draft you can change anything on it. When you [issue it](https://easysales.work/help/invoices/issue-an-invoice/), it takes its invoice number and its amounts are locked; from then on, only payments, credit notes and write-offs change what the customer owes. When money arrives, [record a payment](https://easysales.work/help/payments/record-a-payment/): easySales records it as a receipt. It can pay several invoices, use credit the customer already has, and settle small differences such as bank charges. Money left over stays on the account for a later invoice or a [refund](https://easysales.work/help/payments/refund-a-customer/). To correct an issued invoice, issue a credit note rather than editing it, so the customer's documents and [statement](https://easysales.work/help/accounts/customer-statement/) stay consistent. ## Good to know - An issued invoice's amounts cannot be edited. Correct them with a credit note, or cancel the invoice if none of it should stand. - Credit left on a credit note is applied **or** refunded, and money left on a receipt is allocated **or** refunded — never both. - Money received before you invoice can be recorded as a prepayment or a security deposit. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - An invoice the customer will never pay is [written off as a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/), not credited: the customer still owes it. ## Terms - **Account / Contact** — the customer, and a person there. - **Opportunity** — an optional container for a deal. - **Quotation** — an offer of what you will supply and on what terms. - **Invoice** — a request for payment for a confirmed sale. - **Receipt / Unapplied money** — money received, and the part of it that pays no invoice yet. - **Outstanding balance** — what an invoice still owes after payments and credit. - **Credit note / Refund** — a document reducing an issued invoice, and money paid back. ## Common misunderstandings - A quotation does not mean the customer owes you money. The issued invoice creates the amount. - A receipt is not tied to one invoice, and money left over does not disappear. - A credit note does not erase an invoice. The original stays as issued, and the correction is a separate numbered document. - An opportunity is not required to raise a quotation or an invoice. ## Where to find it Start with the customer in [Accounts](https://easysales.work/help/accounts/overview/) and the people there in [Contacts](https://easysales.work/help/contacts/overview/). Quotations, invoices and credit notes have their own sidebar entries. Receipts are on the account's **Receipts** tab, and each invoice lists its payments and credit notes in its **Payments and credits** section. ## Why it works this way **Each step has its own record.** The quotation says what you offered, the invoice what the customer owes, the receipt what you were paid, and the credit note what you took back. Because none of them overwrites another, you can answer any question about a sale months later from the records alone. **Only an issued invoice creates a debt.** Offers and drafts come and go; none of them appears in what customers owe you. Your receivables, statements and ageing show only what has really been billed, however many quotations are out. **Money belongs to the account, not to one invoice.** Customers pay in round sums, pay several invoices with one transfer, or pay before you bill. A receipt holds the money on the account and allocates it, so nothing is lost when the amount does not match an invoice exactly. **Corrections are added, never rewritten.** A credit note, a removed payment or a refund is a new dated step. The invoice your customer already booked stays as they have it, and the correction shows when and why the amount changed. ## Work faster - **Start the quotation from the customer.** **New quotation** on a contact, account or opportunity fills in the customer for you. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - **Let the quotation write the invoice.** **Raise invoice** copies the lines, contact, payment term and terms, in full or in stages. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Pay several invoices with one receipt.** Tick them on the **Invoices** list and select **Record payment** in the bar above it. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Plan staged billing up front.** A [billing plan](https://easysales.work/help/quotations/billing-plan/) sets out the deposit, milestones or periods, so each invoice is raised from its row. - **Send a statement before you chase.** **Statement** on the account lists every invoice, payment and credit note over a period, ready to download as a PDF. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). ## Examples The amounts below include GST at 9%. ### From quotation to payment Lim & Co quotes Harbour Café for a lighting consultation: 8 hours at SGD 150.00, SGD 1,200.00 plus GST of SGD 108.00, SGD 1,308.00 in all. Here is the whole chain for one small job. 1. Mei Tan finalises the quotation as QN-10000160 and sends the PDF. The café agrees, and she selects **Accept**. 2. She selects **Raise invoice**, keeps **Full** and selects **Create invoice**. The draft carries the same line and total; she selects **Issue**, and it becomes INV-10000351, **Unpaid**. 3. The café transfers SGD 1,308.00, and its bank deducts a fee of SGD 8.00, so SGD 1,300.00 arrives. Lim & Co's **Bank charges limit per receipt**, under **System settings** → **Receipts & write-offs**, is SGD 20.00, so the fee can be recorded. 4. Mei selects **Record payment** on the invoice, keeps **Amount received** at SGD 1,308.00 and types SGD 8.00 in **Bank charges**; **Net banked** reads SGD 1,300.00. The invoice reads **Paid**, because the customer paid the full amount, and the receipt records the SGD 8.00 the bank kept. The quotation's **Invoicing** card reads **Fully invoiced**. ### One transfer, three invoices Harbour Café pays SGD 4,000.00 by one bank transfer for three invoices. Here is how to record it and what you will see. 1. In **Invoices**, tick Harbour Café's three invoices and select **Record payment** in the bar above the list. 2. Enter SGD 4,000.00 as the **Amount received**, with the **Date** and the bank **Reference**. easySales gives the money to the invoice due first, then the next. 3. Select **Record payment**. | Invoice | Outstanding before | Allocated | Afterwards | |---|---|---|---| | INV-10000071, due first | SGD 1,090.00 | SGD 1,090.00 | **Paid** | | INV-10000072 | SGD 2,180.00 | SGD 2,180.00 | **Paid** | | INV-10000073 | SGD 2,180.00 | SGD 730.00 | **Partial Paid**, SGD 1,450.00 outstanding | | Total | | SGD 4,000.00 | One receipt, RCT-10000021 | The three invoices owed 1,090.00 + 2,180.00 + 2,180.00 = SGD 5,450.00. Had the transfer been SGD 5,500.00, all three would read **Paid** and the extra SGD 50.00 would stay on Harbour Café's account as unapplied money, ready for its next invoice or a refund. ### A return after part payment North Point Clinic has paid SGD 1,090.00 of invoice INV-10000080: SGD 2,000.00 plus GST of SGD 180.00, SGD 2,180.00 in all. It returns goods worth SGD 1,200.00 plus GST of SGD 108.00. Here is how to credit the return and what you will see. 1. Open INV-10000080 and select **New credit note** in its **Payments and credits** section. 2. Choose the **Reason** **Goods returned**, add the returned lines — SGD 1,308.00 in all — and select **Save draft**. 3. Select **Issue** and confirm. | What you see | Amount | Why | |---|---|---| | Credit applied to INV-10000080 | SGD 1,090.00 | The most the invoice still owed | | INV-10000080 status | **Paid** | A payment took part in settling it | | Remaining on the credit note | SGD 218.00 | SGD 1,308.00 less SGD 1,090.00 | | Most you can refund | SGD 218.00 | Never more than the credit left, or than the invoice received | The invoice also says "Nothing outstanding — SGD 1,090.00 of this invoice was credited." You can then apply the SGD 218.00 to the clinic's next invoice or refund it. The credit note is allowed even though part of the invoice was paid: it may be as large as the invoice's total, less credit notes already issued against it. ## Common questions - **What is the quote-to-cash process?** It is the chain from a customer's first enquiry to money in the bank: account and contact, quotation, invoice, payment and, when needed, a credit note or a refund. In easySales each step is its own record, linked to the one before. - **Do I need an opportunity to send a quotation?** No. An opportunity is optional; it groups a deal's quotations and tracks its stage. You can quote or invoice a contact directly. - **When does a sale count in what customers owe me?** When the invoice is issued. Quotations, drafts and proformas never count. See [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/). - **Which step fixes the price the customer pays?** Issuing the invoice. An accepted quotation can still be revised, and a draft invoice can still be changed; after issue, only a credit note reduces the charge. - **What is the difference between a receipt, a credit note and a refund?** A receipt is money in, a credit note reduces what an invoice charges, and a refund is money out. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - **Can I record a payment before I invoice?** Yes. Record it as a prepayment, or as a security deposit you hold until you return or forfeit it. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). ## Related - [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/) - [Quotation or invoice](https://easysales.work/help/concepts/quotation-vs-invoice/) - [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/) - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [Payments](https://easysales.work/help/payments/overview/) --- # Accounts and contacts > Accounts vs contacts in easySales — who the customer is, who you deal with there, Business or Personal accounts, and why payments belong to the account. Source: https://easysales.work/help/concepts/accounts-and-contacts/ An **account** is a customer or supplier you do business with — a company or a person. A **contact** is a person at that customer whom you speak to and address documents to. Every sale in easySales starts from these two records, so set them up before you write a quotation. ## How it works When the customer is a company, create a **Business** account and add each person you deal with as a contact under it — the owner, a project manager, the accounts clerk. When the customer is an individual, create a **Personal** account. The person is the customer, so easySales keeps them as the account's one contact, and you change their details on the account. A quotation or invoice names a contact, and the account follows from that contact. Receipts, customer credit and the statement of account are kept per account, so one payment can settle invoices addressed to different people at the same customer. A credit note starts from an invoice and belongs to the same account. An account plays the role of **Customer**, **Supplier** or both, and at least one is ticked. The contacts of an account that is only a supplier are not offered on quotations, invoices or credit notes. Any account can be the supplier on a purchase order, and issuing the order ticks **Supplier** for it. An account can also carry a **Default payment term** and a **Default currency**. When you start a quotation or an invoice for one of its contacts, both are filled in, and the invoice counts its due date from the term. An account with no term follows the company default. ## Good to know - Keep one account per customer, and add each person there as a contact. If the same customer was entered twice, merge the duplicate with **Merge duplicate account…** in the account's **···** menu; see [Merge accounts](https://easysales.work/help/accounts/merge-accounts/). - The account type — **Business** or **Personal** — cannot be changed once the account is created. If you chose the wrong one, create a new account of the right type and deactivate the other. - To retire a record, select **Deactivate account** or **Deactivate contact** in its **···** menu. The record leaves the lists, keeps its history, and existing documents keep referring to it. - Deactivating a Business account leaves its contacts and documents as they are. Deactivating a Personal account also deactivates its contact. - The **Account Owner** and the **Contact Owner** are the colleagues responsible. A contact can have a different owner from its account. ## Terms - **Account** — the company or person you treat as a customer or supplier. - **Business** — an account for a company or organisation, with any number of contacts. - **Personal** — an account for an individual, kept together with that person as its one contact. - **Contact** — a person connected to an account. - **Customer** / **Supplier** — the role an account plays for you. - **Customer code** — the account's number as a customer, such as `C-00001`, assigned automatically unless you type your own. - **Statement of account** — a PDF of the account's invoices, payments and credit notes over a period you choose, from **Statement** on the account. ## Common misunderstandings - An account is not a login. People who sign in to easySales are users, not accounts or contacts. - A contact is not a second copy of the account. It is one person at that customer. - A payment is not tied to the contact an invoice was addressed to. It is recorded for the account. - Deactivating a contact who has left the customer does not remove their quotations or invoices. ## Where to find it Select **Accounts** in the sidebar for customer records and **Contacts** for the people. An account's page brings together its contacts, quotations, invoices, receipts and activities. See [Accounts](https://easysales.work/help/accounts/overview/) and [Contacts](https://easysales.work/help/contacts/overview/). ## Why it works this way **The account owes you; the contact is who you write to.** The person who approves a quotation is often not the person who pays. Keeping the two apart lets each document go to the right person, while what the customer owes stays one figure on the account and one [statement](https://easysales.work/help/accounts/customer-statement/). **An individual is a full customer too.** A homeowner gets the same quotations, receipts, credit and statement as a company, without a made-up company name. Because the person is the account, you keep their address and phone in one place. **The type is fixed because the two hold people differently.** A Business account keeps its people as separate contacts; a Personal account is its own person. Turning one into the other would leave its documents addressed to people who no longer fit, so you choose once, when you create it. **Defaults save the same choice every time.** A customer on 30-day terms or billed in US dollars is set up once on the account. Each new quotation and invoice starts from it, and changing one document does not change the account. ## Work faster - **Set the customer's terms once.** Fill in **Default payment term** and **Default currency** on the account, and new quotations and invoices for its contacts start with them. See [Account details](https://easysales.work/help/accounts/account-details/). - **Start documents from the account.** **New quotation**, **New invoice** and **New contact** in the account's **···** menu fill in the customer for you. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - **Let the duplicate alert stop a second record.** While you create an account or contact, easySales warns you when a record with the same name or phone already exists. See [Duplicate alerts](https://easysales.work/help/contacts/duplicates/). - **Merge as soon as you find a duplicate.** One account means one balance and one statement. See [Merge accounts](https://easysales.work/help/accounts/merge-accounts/). - **Bring an existing customer list in at once.** [Data import](https://easysales.work/help/administration/data-import/) loads accounts and contacts from an .xlsx or .csv file. ## Examples Lim & Co starts working with Harbour Café Pte Ltd. Mei Tan creates a **Business** account for the café, ticks **Customer**, and adds two contacts: Grace Wong, the owner, who approves quotations, and Ahmad Salleh, the operations manager, who receives invoices. Mei addresses the fit-out quotation to Grace and the invoices to Ahmad. When the café pays three invoices with one bank transfer, Mei records one receipt for the account, whichever contact each invoice was addressed to. **One payment, two contacts.** In October Mei issues two invoices to the café at **GST 9%**: | Invoice | Addressed to | Before tax | GST | Total | |---|---|---|---|---| | INV-10000330 | Grace Wong | SGD 2,000.00 | SGD 180.00 | SGD 2,180.00 | | INV-10000331 | Ahmad Salleh | SGD 1,000.00 | SGD 90.00 | SGD 1,090.00 | The account's **Outstanding** is SGD 3,270.00 (2,180.00 + 1,090.00). The café transfers SGD 3,270.00, and Mei records one receipt for the account that pays both invoices. Both read **Paid**, and nothing is left outstanding. **A customer entered twice.** Priya Nair created a second account, "Harbour Cafe Singapore", with one contact and one issued invoice of SGD 545.00. The real account still has SGD 1,090.00 outstanding. Mei opens Harbour Café Pte Ltd, selects **Merge duplicate account…** and picks the duplicate. The contact moves across, the invoice stays exactly as issued, and the kept account's **Outstanding** becomes SGD 1,635.00 (1,090.00 + 545.00). ## Common questions - **What is the difference between an account and a contact?** An account is the customer — the company or person who owes you. A contact is one person at that customer whom you address documents to. A company account can have many contacts. - **Do I need a Business or a Personal account?** Business for a company or organisation, so you can add several people under it. Personal for an individual, such as a homeowner, who is both the customer and the one person you deal with. - **Can I change a Business account into a Personal account?** No. The type is fixed when the account is created. Create a new account of the right type and deactivate the old one. - **Is a payment recorded against the account or the contact?** The account. One receipt can pay invoices addressed to different contacts at the same customer. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **What happens to invoices when I deactivate an account?** Nothing. Issued invoices, receipts and credit notes keep naming the account; it only leaves your lists and pickers. - **How do I fix a customer that was entered twice?** Merge the duplicate into the account you keep; its contacts and open work move across. A merge cannot be undone. See [Merge accounts](https://easysales.work/help/accounts/merge-accounts/). ## Related - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Accounts](https://easysales.work/help/accounts/overview/) - [Contacts](https://easysales.work/help/contacts/overview/) - [Customer statement](https://easysales.work/help/accounts/customer-statement/) - [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/) --- # Quotation or invoice > Quotation vs invoice: when to send each, what carries across when you invoice a quotation, and how invoicing in stages is tracked. Source: https://easysales.work/help/concepts/quotation-vs-invoice/ A **quotation** tells a customer what you offer to supply and on what terms. An **invoice** asks the customer to pay for what was agreed. Send a quotation while the deal is being discussed; invoice when there is something to charge. ## How it fits together *[Diagram: A quotation's statuses: a Draft, with a QD- number, becomes Open when you finalise it. An Open quotation can be edited, then Accepted or Rejected, which closes it and makes it read-only. Revising an Open or Accepted quotation makes it Superseded and read-only. From an Open or Accepted quotation you raise draft invoices, in full or in stages; issuing the first of them locks the quotation.]* A quotation and the invoices raised from it are separate records, linked to each other. The quotation records the offer and the customer's decision; each invoice records one bill against it. One quotation can have several invoices, and an invoice can also be created with no quotation at all. A quotation starts as a **Draft** with a `QD-` number. [Finalise it](https://easysales.work/help/quotations/finalise-a-quotation/) and it takes its `QN-` quotation number and becomes **Open**, ready to send. While it is **Open** you can still change it. When the customer decides, you mark it **Accepted** or **Rejected**, and it becomes read-only. Neither decision creates or changes an invoice. When the offer changes after the customer has seen it, [revise it](https://easysales.work/help/quotations/revise-a-quotation/) instead: the new version is numbered `-R1`, `-R2` and so on, and the old one becomes **Superseded**. ## How it works *[Diagram: Billing a quotation in stages: raise a Deposit invoice, then one or more Progress claim invoices, then the Remaining invoice, which completes the quotation and, by default, deducts the deposit.]* When you are ready to bill, select **Raise invoice**, the main button at the top of an **Open** or **Accepted** quotation, and choose **What to invoice**: **Full**, **Deposit**, **Progress claim**, **Remaining** or **By lines**. easySales creates a draft invoice with the quotation's contact, salesperson, currency, **Terms and conditions**, custom fields and lines, dated today and taxed at today's rates. The quotation's **Invoicing** card then tracks progress against the **Contract sum (before tax)**: **Not invoiced**, **Partially invoiced** with a percentage, **Fully invoiced** or **Over-invoiced**. Issued invoices count; drafts are shown separately. Once the first invoice raised from a quotation is issued, the quotation is locked and cannot be edited or deleted — even if that invoice is later cancelled. You can still accept or reject it, and if it is still **Open** when that invoice is issued, easySales asks whether to mark it **Accepted**. ## Good to know - Make stage changes on the draft invoice before you issue it; an issued invoice's lines are locked. - Later changes to a quotation do not change an invoice already raised from it. - The quotation's **Remark** and its lines' **Unit cost** are not copied to the invoice. - On the **Invoices** list, **New invoice** offers only accepted quotations, or **Without a quotation**. From the quotation's own page you can raise an invoice from an **Open** or **Accepted** quotation, but not a **Draft**, **Rejected** or **Superseded** one. - **Reversal** and **Over-invoiced** credit notes reduce what counts as invoiced; **Goods returned** and **Allowance** credits are shown beside it as **Returns and allowances**. ## Terms - **Quotation** — a proposed sale the customer can accept or reject. - **Invoice** — a request for payment for a confirmed sale. - **Contract sum (before tax)** — the quotation's total before tax, which invoicing is measured against. - **Invoicing status** — how much of the quotation issued invoices have billed. - **Superseded** — an earlier version of a revised quotation; read-only, and it cannot be invoiced. ## Common misunderstandings - Sending a quotation does not mean the customer owes money. - **Accepted** is not **Paid**. Payments are recorded against invoices. - Raising an invoice does not turn the quotation into the invoice, and does not change its status. - A proforma invoice is not a quotation. It is a draft invoice, with a `PF-` number. ## Where to find it Quotations are under [Quotations](https://easysales.work/help/quotations/overview/) and invoices under [Invoices](https://easysales.work/help/invoices/overview/). **Raise invoice** is at the top of an **Open** or **Accepted** quotation, and the invoices raised from it are on its **Invoices** tab; the steps are in [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). ## Why it works this way **An offer is not a debt.** A customer can accept, reject or ignore a quotation, so it never appears in what customers owe you. Only an issued invoice does, which keeps your receivables, statements and tax records to real charges. **Two records, linked, so each tells the truth.** The quotation keeps what was offered and agreed; each invoice keeps what was billed on its date. Linking them lets the **Invoicing** card show how much of the agreed job is billed, without either document being changed to fit the other. **The invoice is taxed on its own date.** Tax is charged when you invoice, not when you quote. That is why a draft raised from an old quotation is dated today and uses today's tax rates. **Invoicing locks the offer.** Once you have billed against a quotation, it is the measure for every later invoice. Keeping it fixed keeps the percentage on the **Invoicing** card true; extra work goes on a new quotation. ## Work faster - **Raise the invoice from the quotation, not from scratch.** **Raise invoice** copies the lines and terms, so the invoice charges exactly what was agreed. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Answer the prompt to close the quotation.** When the first invoice is issued on an **Open** quotation, accept it from the prompt instead of going back. See [Accept or reject](https://easysales.work/help/quotations/close-a-quotation/). - **Plan the stages once.** A [billing plan](https://easysales.work/help/quotations/billing-plan/) sets the deposit and milestones, so each invoice is raised from its row. - **See what is left to bill at a glance.** The **Invoiced** column of the **Quotations** list shows each quotation's **Invoicing status**. See [Quotations](https://easysales.work/help/quotations/overview/). - **Copy a quotation for a similar job.** **Copy** in the **···** menu starts a new draft with the same customer, lines and terms. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). ## Examples ### Billing in two stages Harbour Café accepts quotation QN-10000105 for 100 chairs at SGD 25.00 each: a **Contract sum (before tax)** of SGD 2,500.00 at GST 9%. Lim & Co delivers 40 chairs this month and 60 next month. Here is how Mei Tan bills it in two stages. 1. She selects **Raise invoice**, chooses **By lines** and sets the **Quantity to invoice** to 40. The draft is SGD 1,000.00 plus GST of SGD 90.00: SGD 1,090.00. She issues it; the card reads **Partially invoiced 40%**, and the quotation is now locked. 2. Next month she raises another invoice, chooses **Remaining**, and issues it: SGD 1,500.00 plus GST of SGD 135.00, SGD 1,635.00. The card reads **Fully invoiced**. Both invoices appear on the quotation's **Invoices** tab. In total the café is billed SGD 1,090.00 + SGD 1,635.00 = SGD 2,725.00, the quotation's total with GST. ### A small job with no quotation Harbour Café asks Lim & Co to rehang three framed prints after a repaint: 2 hours at SGD 120.00. There is nothing to negotiate, so Mei Tan invoices it directly. 1. On the **Invoices** list she selects **New invoice**, then **Without a quotation**. 2. She chooses the café's **Contact**, adds one line — 2 × SGD 120.00 = SGD 240.00, GST 9% SGD 21.60, SGD 261.60 in all — and selects **Save invoice**. 3. She opens the **PDF** to check it and selects **Issue invoice**. The invoice is linked to no quotation, so no **Invoicing** card counts it, but it counts in Harbour Café's outstanding balance like any other. ### A revised offer, then the invoice Lim & Co quotes Orchid Dental SGD 8,000.00 before tax for reception joinery, as QN-10000170. The clinic asks for laminate instead of oak, so Mei revises it: the revision, finalised as QN-10000170-R1, comes to SGD 7,200.00. QN-10000170 becomes **Superseded**. The clinic accepts the revision, and Mei raises a **Full** invoice from QN-10000170-R1: SGD 7,200.00 plus GST of SGD 648.00, SGD 7,848.00 in all. ## Common questions - **Should I send a quotation or an invoice?** Send a quotation when the customer has not yet agreed the price or the scope. Send an invoice when the work or goods are agreed and you are charging for them. - **Does an accepted quotation mean the customer owes me money?** No. Accepting records the customer's decision. They owe money once you issue an invoice. See [Accept or reject](https://easysales.work/help/quotations/close-a-quotation/). - **Is a proforma invoice the same as a quotation?** No. A proforma is a draft invoice with a `PF-` number, which some customers need to arrange payment. A quotation is an offer with a `QN-` number, which the customer accepts or rejects. See [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/). - **Does changing a quotation update the invoices raised from it?** No. Each invoice keeps the lines it was created with. Change a draft invoice directly, or correct an issued one with a credit note. - **What does Over-invoiced mean on a quotation?** Its issued invoices, less **Reversal** and **Over-invoiced** credit notes, add up to more than its **Contract sum (before tax)**. The tag shows the percentage, such as **Over-invoiced 115%**. - **What does Superseded mean on a quotation?** It has been replaced by a revision. It stays on record, read-only, and cannot be invoiced; raise invoices from the latest version. See [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/). ## Related - [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) - [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Quotations](https://easysales.work/help/quotations/overview/) --- # Issuing and numbering > How invoice numbering works in easySales — draft and proforma numbers, issuing, gap-free invoice numbers, number formats and cancelled invoices. Source: https://easysales.work/help/concepts/draft-issue-and-numbering/ Every invoice starts as a **draft** that you can still change. When it is ready, you **issue** it: it takes its invoice number and becomes the document your customer pays against. This page explains what changes at that moment and how easySales numbers your documents. ## How it fits together *[Diagram: The quote-to-cash flow: from the account and contact, optionally through an opportunity and a quotation, to a draft invoice that is issued; the customer pays with a receipt, a credit note corrects the charge, and money or credit left over is used later or refunded.]* Issuing is the step between preparing a bill and collecting it. Before it, the invoice is yours to change and owes nothing. After it, the customer owes it, payments and credit notes can be recorded against it, and it counts in the account's outstanding balance. Each document in the chain has its own number series. By default: | Document | Number | Taken when | |---|---|---| | Draft quotation | `QD-` | It is created | | Quotation | `QN-` | It is finalised | | Draft invoice | `PF-` (proforma) | It is created | | Invoice | `INV-` | It is issued | | Credit note | `CN-` | It is issued | | Receipt | `RCT-` | Money is recorded | | Refund | `RF-` | Money is paid back | | Deposit forfeiture | `DF-` | A security deposit is forfeited | Your company can change how quotations, invoices, credit notes and receipts are numbered, and also purchase orders and delivery orders: the prefix, a year or month in the number, the number of digits and the starting number. See [Document numbers](https://easysales.work/help/administration/document-numbers/). Draft, refund and deposit forfeiture numbers keep the form above. ## How it works *[Diagram: What an invoice's status can become: a draft is deleted or issued; an issued invoice is Unpaid, becomes Partial Paid and then Paid as payments arrive, or Credited when a credit note clears the rest; an Unpaid invoice can be cancelled and becomes Cancelled.]* - **Draft.** The invoice carries a proforma number, not an invoice number. You can edit or delete it. Its PDF is headed **PROFORMA INVOICE** and marked **DRAFT**, so you can send it to a customer who needs to arrange payment first. A draft cannot take payments or credit notes. - **Issue.** You choose the invoice date — today or an earlier day, never a later one — and the invoice takes its `INV-` number. The proforma number stays on it as a reference. The customer, currency, dates, tax, exchange rate and lines are now locked. - **After issue.** The status follows the money: **Unpaid**, then **Partial Paid**, then **Paid**, **Credited** or **Written off** — see [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/). - **Cancel.** If an issued invoice should not stand at all, cancel it. easySales issues a credit note for the whole invoice and the invoice becomes **Cancelled**; its number stays on the record. ## Good to know - Issuing cannot be undone. Check the draft before you confirm. - You can date an invoice earlier than the last one you issued. easySales warns that the numbers will then be out of date order, and still lets you issue. - An issued invoice cannot be deleted, only cancelled. A draft cannot be cancelled, only deleted. - Invoice numbers are never reused, even when an invoice is cancelled. A deleted draft uses up only its proforma number. - Changing how documents are numbered never renumbers documents already issued. The change applies from the next document. - If your company holds some invoices for [approval](https://easysales.work/help/quotations/document-approval/), issuing such an invoice sends it for approval instead. It shows **Pending approval** and takes its number only when an approver approves it. - A quotation works the same way: it starts as a draft with a `QD-` number and takes its `QN-` number when you [finalise it](https://easysales.work/help/quotations/finalise-a-quotation/). A deleted draft quotation uses up no `QN-` number. ## Terms - **Draft** — an invoice still being prepared, identified by its proforma number. - **Proforma number** — the `PF-` number a draft carries, kept on the invoice as a reference. - **Issue** — the step that gives the invoice its invoice number and locks its details. - **Invoice number** — the `INV-` number an invoice takes when it is issued, and keeps. - **Cancel invoice** — cancelling an issued invoice, which issues a full credit note against it. ## Common misunderstandings - A proforma invoice is not an issued invoice, and its `PF-` number is not the invoice number. - Issuing does more than change the PDF heading. It locks the facts of the charge. - Cancelling does not delete the invoice or free its number. ## Where to find it **Issue invoice** and **PDF** are at the top of a draft invoice; **Cancel invoice** is in the **···** menu of an issued one. The steps are in [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) and [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). Number formats are under **System settings** → **Company**, in the **Document numbers** section. ## Why it works this way **A draft is a working copy; issuing is the commitment.** You can prepare an invoice over several days, send it as a proforma or have it approved without your customer owing anything. Issuing is the one moment the charge becomes real, so it is the one moment the details are locked. **Each kind of document has its own series.** Invoices, credit notes and receipts are checked separately by your accountant and, for tax, by the authorities. Drafts carry their own `PF-` and `QD-` numbers, and a draft credit note has none, so your invoice and credit note numbers run without gaps, however many drafts you delete. **A cancelled invoice keeps its number.** A missing number in an invoice series looks like a sale that was hidden. Keeping the cancelled invoice, with the credit note that reversed it, accounts for every number. **Formats change forward only.** Your customers file your invoices under the numbers you gave them. A new format starts with the next document, so a number already sent never changes. ## Work faster - **Send a proforma before you issue.** Open a draft's **PDF** and send it, headed **PROFORMA INVOICE**, to a customer who must pay first; issue it when the order is confirmed. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - **Set the year in the number before the year starts.** A **Date part** of **Year** starts a new series every year, so your numbers show at a glance which year an invoice belongs to. See [Document numbers](https://easysales.work/help/administration/document-numbers/). - **Delete unneeded drafts freely.** A deleted draft uses up only its proforma number, never an invoice number. **Delete draft** is in the draft's **···** menu. - **Find any document by its number.** Press **/** and type a number such as INV-10000042 in the search box at the top of the page. See [The workspace](https://easysales.work/help/getting-started/workspace/). - **Approve from the list.** An approver finds invoices waiting for them under **Awaiting my approval** on the **Invoices** list. See [Document approval](https://easysales.work/help/quotations/document-approval/). ## Examples ### A proforma, then the invoice Harbour Café asks for a proforma invoice on 25 September so it can arrange payment. Here is how the numbers work. 1. Create the invoice. The draft shows the proforma number PF-10000003. 2. Select **PDF** and send the file, headed **PROFORMA INVOICE**, to the café. 3. On 30 September, select **Issue invoice**, keep today's date and confirm. The invoice takes the number INV-10000042 and reads **Unpaid**. Its due date moves with the invoice date, keeping the same number of days: a 30-day term now runs to 30 October. 4. Select **PDF** again. The PDF is now the invoice, and it shows PF-10000003 as a reference so the café can match it to the proforma it received. A second draft, PF-10000004, turns out to be unnecessary and Mei Tan deletes it. The next invoice issued is still INV-10000043: the deleted draft never had an invoice number. ### A cancelled invoice in the series INV-10000043 turns out to be for the wrong customer, and Mei cancels it. The next invoice issued is INV-10000044. The series reads 42, 43, 44 with no gap: INV-10000043 stays on the list as **Cancelled**, beside the Reversal credit note that reversed it. ### Numbers that start again each year On 2 January 2027, before any invoice is issued that year, Daniel Lim opens **System settings** → **Company** → **Document numbers**. In the **Invoice** block he changes the **Prefix** to `INV-`, chooses the **Date part** **Year**, sets the **Number of digits** to 4 and the **Starting number** to 1. **Next number** reads INV-2027-0001; he selects **Save**. The first invoice issued that day is INV-2027-0001, the next INV-2027-0002. Invoices issued in 2026, up to INV-10000412, keep their numbers. ## Common questions - **Why are my invoice numbers not in date order?** An invoice was dated earlier than one already issued. Numbers follow the order of issuing, not the invoice date; easySales warns you before you issue such an invoice. - **I see a gap in my invoice numbers. Was an invoice deleted?** No. An issued invoice cannot be deleted. The missing number is on an invoice the list is not showing: the **Invoices** list opens on **Unpaid** and **Partial Paid**, so change the **Status** filter to see paid and cancelled ones. A role set to **Own records only** does not see every invoice either. - **Why does my draft invoice have a PF- number?** It is a proforma number, which identifies the draft until it is issued. The invoice number is taken at issue, and the proforma number stays on the invoice as a reference. - **Can invoice numbers start again every year?** Yes. Set the **Date part** to **Year**, or **Year and month**, under **Document numbers**. See [Document numbers](https://easysales.work/help/administration/document-numbers/). - **Does changing the number format renumber old invoices?** No. Documents already issued keep their numbers; the new format starts with the next document. - **Do credit notes and receipts have their own numbers?** Yes. Each kind of document has its own series: `CN-` for credit notes, `RCT-` for receipts and `RF-` for refunds by default. ## Related - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [Quotation or invoice](https://easysales.work/help/concepts/quotation-vs-invoice/) - [Document numbers](https://easysales.work/help/administration/document-numbers/) --- # Outstanding balance > What a customer still owes on an invoice: how payments, credit notes and write-offs reduce the balance due, how the status follows, and when it is overdue. Source: https://easysales.work/help/concepts/outstanding-balance-and-payments/ The **outstanding balance** is what a customer still owes on an issued invoice. easySales shows it at the top of every invoice as **Balance due**, works out the invoice's status from it, and uses it to decide whether the invoice is overdue. To record money against it, see [Record a payment](https://easysales.work/help/payments/record-a-payment/). ## How it fits together *[Diagram: How the quote-to-cash records connect: an account has contacts and opportunities; an opportunity holds quotations; a quotation is billed on one or more invoices; a receipt pays invoices; a credit note reduces one invoice; a refund pays back unapplied money or remaining credit.]* Three things reduce what an invoice owes: - **Payments** — money from a receipt, counted in **Paid**. - **Credit** — from a credit note raised against the invoice, or credit from another credit note applied to it. No money moves, so **Paid** does not change. - **Write-offs** — a small balance written off when the customer paid, or a bad debt written off. So **Balance due** is the **Total** less payments, credit and write-offs. The top of the invoice shows **Total**, **Paid**, **Balance due** and the **Due date**. Under the lines, the totals add a **Credit applied** row and a **Written off** row when there are any, and the **Payments and credits** section lists each payment and credit note that reduced the balance. ## How it works *[Diagram: The Record payment dialog in order: enter the payment, tick other invoices if the money pays them too, tick a credit note if one is available, then save. Cash received creates a receipt numbered RCT-; credit alone creates none; money beyond the ticked invoices stays on the account as unapplied.]* Each time a payment, credit or write-off is recorded or taken back, easySales works out the balance and the status again. You never set the status yourself: - **Unpaid** — nothing has been settled yet. - **Partial Paid** — part is settled, by payment, credit or a write-off, and a balance remains. - **Paid** — nothing is left, and a payment took part, or no credit did. - **Credited** — nothing is left, credit took part, and no payment did. - **Written off** — nothing is left, and part of it is a bad debt still written off. The customer still owes that part, and statements still show it. When the due date passes and a balance remains, the invoice is overdue. **Balance due** turns red, the invoice shows how many days overdue it is, and the **Invoices** list puts a red tag with the days beside its due date. An invoice due today is not overdue yet. ## Good to know - An invoice cannot take more than it owes. Money beyond that stays on the account as [unapplied money](https://easysales.work/help/payments/unapplied-money/). - A credit note can still be issued on a paid invoice. Its credit then stays on the credit note, to apply elsewhere or [refund](https://easysales.work/help/payments/refund-a-customer/). - A bad-debt write-off that leaves a balance keeps the invoice at **Partial Paid**. - The account's **Outstanding** leaves out a bad debt you wrote off; the customer's [statement](https://easysales.work/help/accounts/customer-statement/) still shows it. - An older invoice with no due date never becomes overdue. A new invoice always has one. - The invoice shows "Settled in full — nothing outstanding." when payments cleared it, and says how much was credited when credit took part. ## Terms - **Total** — the full invoice amount, including tax, fixed when the invoice is issued. - **Paid** — the payments recorded against the invoice. - **Balance due** — what is left on one invoice after payments, credit and write-offs. - **Outstanding** — the same figure in the invoice lists, and its sum across invoices on an account. - **Due date** — the date by which payment is expected. - **Overdue** — past the due date with a balance still outstanding. ## Common misunderstandings - A part-paid invoice is not settled. The rest is still due. - A credit note is not a payment, and a refund is not a negative payment: each is its own record. - Several payments on one invoice do not create several invoices. They reduce the same balance. - A draft invoice is not owed. Only an issued invoice has a balance due. ## Where to find it **Total**, **Paid** and **Balance due** are at the top of each invoice, with the payments and credit notes under **Payments and credits**. For one customer, the account shows **Outstanding** and **Overdue** under its name. For totals across invoices, see [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). ## Why it works this way **The balance is worked out, never typed.** Every figure behind **Balance due** is a record: a receipt, a credit note or a write-off. You can always show a customer how the balance was reached, and removing a payment or unapplying a credit puts the balance back by itself. **Credit is not cash.** A credit note lowers what the customer owes without money changing hands, so **Paid** counts only money received. **Paid** therefore matches your bank, and **Credited** tells you at a glance that an invoice was settled without collecting anything. **A bad debt leaves your receivables, not the customer's account.** Writing it off stops it counting in **Outstanding** and the ageing, so your figures show what you expect to collect. The customer still owes it, so the statement keeps it and a later payment can be recorded as a recovery. **Extra money stays with the customer, not the invoice.** An invoice never goes below zero. Money beyond the balance stays on the account as unapplied money, where you can see it, allocate it to the next invoice or pay it back. ## Work faster - **Read the account, not each invoice.** The account's **Outstanding** and **Overdue** add up its invoices in your base currency, and its **Invoices** tab opens with the **Ageing by due date**. See [Account details](https://easysales.work/help/accounts/account-details/). - **Send a statement, not a list of invoices.** **Statement** on the account produces a PDF with a running balance for any period. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). - **Use credit in the same step as cash.** Tick a credit note under **Available credits** in the **Record payment** dialog; the credit is used first and **Amount received** drops to what is left. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Close a few cents as you record the payment.** A short payment within your company's limit can be written off under **Small balances left**, so the invoice reads **Paid** straight away. See [Payment differences](https://easysales.work/help/payments/payment-differences/). - **Put money on account to work.** **Allocate to invoices** on a receipt uses unapplied money on the customer's next invoice. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). ## Examples Every example includes GST at 9%. ### Crediting an unpaid invoice Invoice INV-10000090 to Harbour Café is SGD 500.00 plus GST of SGD 45.00: SGD 545.00, and nothing has been paid. The price was wrong, so Mei Tan issues a credit note for the full SGD 545.00 with the reason **Over-invoiced**. Here is what you will see. 1. The credit note applies SGD 545.00 to INV-10000090 when it is issued. **Balance due** becomes SGD 0.00 and the status **Credited**, because credit alone settled it. 2. If someone later selects **Unapply** on that credit, INV-10000090 owes SGD 545.00 again and the credit note shows SGD 545.00 remaining. That credit cannot be refunded, because the invoice never received any money; apply it back to the invoice instead. ### Paying with credit and cash Harbour Café has SGD 218.00 of credit left on credit note CN-10000007, and a new invoice INV-10000095 for SGD 300.00 plus GST of SGD 27.00: SGD 327.00. It pays the difference by transfer. 1. Mei opens INV-10000095, selects **Record payment**, and under **Available credits** ticks CN-10000007. The credit is used first, and **Amount received** changes to SGD 109.00. 2. She adds the date and bank reference and selects **Record payment**. INV-10000095 reads **Paid**: SGD 218.00 of credit and SGD 109.00 of cash settled it, and a payment took part. Had the credit covered the whole invoice, it would read **Credited** and no receipt would be recorded. ### A part payment, then a few cents short INV-10000102 to Harbour Café is SGD 1,200.00 plus GST of SGD 108.00: SGD 1,308.00. 1. On 3 November the café pays SGD 800.00. The invoice reads **Partial Paid**, with **Balance due** SGD 508.00 (1,308.00 − 800.00). 2. On 20 November it pays SGD 507.95. Daniel Lim records it, ticks the SGD 0.05 left under **Small balances left** and chooses **Rounding**. The invoice reads **Paid**. Its totals show **Paid** SGD 1,307.95 (800.00 + 507.95), **Written off** SGD 0.05 and **Balance due** SGD 0.00. ### A bad debt, partly recovered INV-10000088 to a former client is SGD 2,000.00 plus GST of SGD 180.00: SGD 2,180.00. The client paid SGD 1,000.00, then stopped answering. Months later Daniel writes off the SGD 1,180.00 left as a bad debt. The invoice reads **Written off**, and the account's **Outstanding** no longer includes SGD 1,180.00, but the client's statement still shows it. When SGD 500.00 arrives, Daniel selects **Record recovery** on the write-off. A receipt is recorded, and SGD 680.00 (1,180.00 − 500.00) stays written off, so the invoice still reads **Written off**: 2,180.00 − 1,500.00 paid − 680.00 written off = 0.00. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). ## Common questions - **How is the balance due on an invoice worked out?** It is the **Total** less what was paid, the credit applied and anything written off. An invoice of SGD 1,308.00 with SGD 1,307.95 paid and SGD 0.05 written off has a balance due of SGD 0.00. - **Why did the balance go down but Paid stay the same?** A credit note was applied to the invoice. Credit reduces the balance without money, so it shows as **Credit applied**, not in **Paid**. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - **Is an invoice due today overdue?** No. The due date shows *Due today*; the invoice becomes overdue the day after, if a balance remains. - **Can an invoice's balance go below zero?** No. Money beyond the balance stays on the account as unapplied money, and credit beyond it stays on the credit note. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). - **Why is an invoice still Partial Paid after a bad-debt write-off?** Only part of the balance was written off, so something is still due. The invoice reads **Written off** once nothing is left. - **Why is the account's Outstanding lower than the statement's closing balance?** A bad debt you wrote off and still pursue is left out of **Outstanding** but stays on the customer's statement, and the statement says by how much. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). - **Does a cancelled invoice still have a balance due?** No. Cancelling issues a credit note for the whole invoice, so **Balance due** is zero and the invoice reads **Cancelled**. It also leaves the list's **Total Outstanding**. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). ## Related - [Payments](https://easysales.work/help/payments/overview/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Customer statement](https://easysales.work/help/accounts/customer-statement/) - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) --- # Fixing mistakes > How to correct a wrong invoice or payment in easySales — edit a draft, cancel an invoice, issue a credit note, remove a payment, void a receipt or refund. Source: https://easysales.work/help/concepts/fixing-mistakes/ How you fix a mistake depends on what is wrong — the charge or the money — and on whether the invoice has been issued. Use this page to pick the right correction. ## How it fits together *[Diagram: How the quote-to-cash records connect: an account has contacts and opportunities; an opportunity holds quotations; a quotation is billed on one or more invoices; a receipt pays invoices; a credit note reduces one invoice; a refund pays back unapplied money or remaining credit.]* An issued invoice, a receipt and a credit note are all numbered records the customer may already have. easySales never rewrites them. Each is corrected by another step that keeps its own record: | What is wrong | Correction | |---|---| | A draft invoice | Edit or delete it | | An issued invoice that should not stand | **Cancel invoice**; a full credit note is issued for you | | Part of an issued charge | Issue a credit note for that part | | A payment on the wrong invoice, or split wrongly | **Remove** it; the money returns to its receipt | | Money that never arrived | **Void receipt** | | Money that must go back to the customer | Record a refund | | A refund recorded in error | **Void refund** | | A bad-debt write-off made in error | **Reverse** the write-off | ## How it works *[Diagram: Which correction to use: if the invoice is still a draft, edit or delete it; if none of an issued invoice should stand, cancel it and a full credit note is raised for you; if part of the charge is wrong, issue a credit note for that part; if money must go back to the customer, record a refund from credit left over or unapplied money.]* - **Edit or delete a draft.** A draft has only a proforma number, so this leaves no trace. - **Cancel an issued invoice** when none of it should stand. easySales issues a credit note for the whole invoice with the reason **Reversal**, dated the day you cancel it, and the invoice becomes **Cancelled**. **Cancel invoice** is greyed out while payments, credit, another issued credit note or a bad-debt write-off stand on the invoice; pointing at it says which. - **Issue a credit note** when part of the charge is wrong — goods returned, a lower price agreed, an item charged twice — or when money already received means the invoice cannot be cancelled. - **Correct the money** on the receipt, not the invoice: remove a misplaced payment, void a receipt for money that never arrived, or refund money that must go back. ## Good to know - Cancelling an invoice, voiding a receipt and cancelling a credit note cannot be undone. - The credit note that cancelling an invoice issues is locked to its invoice: it cannot be cancelled, unapplied or refunded. - A credit note can be as large as the invoice's total, less credit notes already issued against it — even on a paid invoice. - A refund of credit can never exceed what the invoice behind it actually received. - A voided refund returns its amount to where it came from. Money that really came back is a new receipt. - A customer who will never pay is not a mistake to correct: [write the debt off](https://easysales.work/help/invoices/write-off-a-bad-debt/). The customer still owes it, and you can record money recovered later. ## Terms - **Delete** — remove a draft that was never issued. - **Cancel invoice** — cancel an issued invoice, keeping it on record with its number. - **Void** — cancel a receipt or a refund recorded in error, keeping it on record with its number. - **Credit note** — a numbered document that reduces one issued invoice, in full or in part. - **Refund** — money paid back to the customer, from a credit note's or a receipt's leftover balance. ## Common misunderstandings - Cancelling an invoice is not deleting it, and a draft cannot be cancelled — delete it instead. - After cancelling an invoice, you do not issue a credit note yourself. easySales issues it. - A credit note does not send money back by itself. Record a refund for that. - Removing a payment does not tell easySales the money never arrived; the money stays on its receipt. ## Where to find it **Cancel invoice** is in the **···** menu of an issued invoice. Its payments and credit notes are in its **Payments and credits** section, where **New credit note** and each payment's **Remove** are too. Receipts and refunds open from the account's **Receipts** tab. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/), [Credit notes](https://easysales.work/help/credit-notes/overview/), [Remove a payment](https://easysales.work/help/payments/remove-a-payment/) and [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). ## Why it works this way **Your customer has a copy.** An issued invoice, a credit note and a receipt may already be in your customer's books and in your tax return. Changing them in place would leave the two sets of books disagreeing. A correction adds a dated record instead, so both sides can see what changed and when. **Charge and money are corrected separately.** A wrong price is a fault in the charge; a payment on the wrong invoice is a fault in where the money went. Keeping the corrections apart means fixing one never disturbs the other: removing a payment leaves the invoice's charge alone, and a credit note leaves the receipt alone. **Money that has changed hands blocks a cancellation.** A cancelled invoice says nothing was ever owed. If money stood on it, your receipts would no longer explain your bank. So you settle it first: remove a payment recorded in error, or issue a credit note and refund money really received. **Numbers are never freed.** A cancelled invoice keeps its number, and a voided receipt or refund keeps its number and the reason, so a number is never given to a second document. ## Work faster - **Delete a draft rather than cancel it.** A draft has no invoice number yet; **Delete draft** in its **···** menu removes it without a credit note. See [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/). - **Move a misplaced payment in two steps.** **Remove** it from the wrong invoice, then allocate the money from its receipt to the right one. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). - **Reissue a cancelled invoice with Copy.** **Copy** in the **···** menu makes a new draft with the same lines, dated today; change the **Contact** if the customer was wrong. See [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/). - **Use the credit instead of refunding it.** When the customer still owes on other invoices, apply a credit note's **Remaining** credit to them; no money needs to move. See [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/). - **Check the result on the statement.** **Statement** on the account shows the invoice, the correction and the running balance together. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). ## Examples ### Invoice for the wrong customer On 20 August Lim & Co issued INV-10000011 to Harbour Café for SGD 1,000.00 plus GST of SGD 90.00: SGD 1,090.00. On 22 September Mei Tan finds it was meant for another customer, and nothing has been paid. 1. She opens INV-10000011 and selects **Cancel invoice** in the **···** menu. 2. She reads the confirmation and selects **Cancel invoice**. easySales issues a credit note for SGD 1,090.00, dated 22 September, with the reason **Reversal**, and applies all of it to INV-10000011. The invoice reads **Cancelled** and keeps its number and lines. On the café's statement, INV-10000011 stays in August and the credit note appears on 22 September. Had the café already paid SGD 500.00 by a receipt that paid nothing else, **Cancel invoice** would be greyed out. If the money never arrived, Mei would void that receipt and then cancel the invoice. If it did, she would issue a **Reversal** credit note for SGD 1,090.00: SGD 590.00 of it clears the balance, and she refunds the other SGD 500.00. ### A cheque that bounced Harbour Café's cheque for SGD 545.00, receipt RCT-10000030, is returned by the bank. Mei opens the receipt, selects **Void receipt** in the **···** menu, types "Cheque returned unpaid" as the **Reason** and selects **Void receipt**. The invoice it paid owes SGD 545.00 again, and the receipt keeps its number, marked **Voided**. ### A wrong unit price on a paid invoice INV-10000362 charged Harbour Café for 5 pendant lights at SGD 180.00 instead of the agreed SGD 160.00: 5 × 180.00 = SGD 900.00, plus GST of SGD 81.00, SGD 981.00 in all. The café has already paid it. 1. Mei opens INV-10000362 and selects **New credit note** in its **Payments and credits** section. 2. She chooses the **Reason** **Over-invoiced** and adds one line: 5 × SGD 20.00 = SGD 100.00, plus GST of SGD 9.00, SGD 109.00 in all. 3. She selects **Save draft**, then **Issue**. The invoice owed nothing, so the whole SGD 109.00 is **Remaining** on the credit note, and the invoice still reads **Paid**. The café's charge is now 981.00 − 109.00 = SGD 872.00, which is 5 × 160.00 = SGD 800.00 plus GST of SGD 72.00. Mei applies the SGD 109.00 to the café's next invoice, or refunds it. ## Common questions - **How do I correct a mistake on an invoice?** If it is still a draft, edit it. If it is issued, issue a credit note for the wrong part, or cancel the invoice if none of it should stand. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - **What is the difference between cancelling and voiding?** You cancel an invoice or a credit note, which corrects a charge. You void a receipt or a refund, which says that money never moved. Both keep the record and its number. - **I invoiced the wrong customer. What do I do?** If nothing has been paid on it, cancel the invoice, then copy it and change the **Contact**. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **The customer was overcharged on one line. What do I do?** Issue a credit note with the reason **Over-invoiced** for the difference. The rest of the invoice stands. See [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/). - **A customer's cheque bounced. What do I do?** Void the receipt with a reason such as "Cheque returned unpaid". The invoices it paid owe that money again. See [Receipt PDF](https://easysales.work/help/payments/receipt-pdf/). - **Can I undo a correction?** Cancelling an invoice, cancelling a credit note and voiding a receipt or a refund are final. A removed payment can be allocated again from its receipt, and a bad-debt write-off can be reversed. ## Related - [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) - [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Refund a customer](https://easysales.work/help/payments/refund-a-customer/) - [Audit trail](https://easysales.work/help/concepts/audit-trail/) --- # GST and tax invoices > How easySales charges Singapore GST on quotations, invoices and credit notes, which tax codes you can pick, and when an invoice prints as a tax invoice. Source: https://easysales.work/help/concepts/gst-and-tax-invoices/ Singapore's Goods and Services Tax, or **GST**, is charged by GST-registered businesses on their taxable supplies. This page explains how easySales applies GST to your documents. It is a product overview, not tax advice. ## How it fits together *[Diagram: How the quote-to-cash records connect: an account has contacts and opportunities; an opportunity holds quotations; a quotation is billed on one or more invoices; a receipt pays invoices; a credit note reduces one invoice; a refund pays back unapplied money or remaining credit.]* GST lives on the documents that describe a sale: - A **quotation** and an **invoice** charge GST on their lines. - A **credit note** reduces the invoice's GST along with its price. - A **receipt** carries no GST of its own. The exception is a prepayment: when tax is due on receipt, easySales issues a deposit tax invoice for it. What you may charge comes from **System settings** → **Tax**: your country and your GST registration, judged on each document's own date. ## How it works For a GST-registered company in Singapore, the tax choices on a document dated today are **None**, **GST 0%** and **GST 9%**. A company that is not registered on the document's date charges no tax, and its forms leave the **Taxes** field out. A back-dated document offers the rate in force on its own date: **GST 8%** for a date in 2023, **GST 7%** for one in 2022. More codes, such as exempt and out of scope, appear when your administrator turns on **Advanced tax codes** under **System settings** → **Tax**. With it on, they can also add your company's own rate with **Add custom rate**; see [Company and tax](https://easysales.work/help/administration/company-and-tax/). **None** means the tax is not decided yet. A draft may keep it, but a GST-registered Singapore company must decide it before issuing: the issue dialog asks whether those lines are zero-rated, exempt or out of scope, because each goes in a different box of the GST return. A credit note with such lines is refused until you change their tax. A document has one tax rate, and with **Per-line tax rates** ticked a line can carry its own. easySales adds up the lines at each rate and works out the tax on each total once. The subtotal and the tax are each rounded to the cent, and the total is their sum; the PDF prints the rate as, for example, "GST @ 9%". The full rules, with worked figures, are in [Tax and rounding](https://easysales.work/help/concepts/tax-calculation-and-rounding/). When you issue an invoice, its tax is fixed with the rest of its figures. Its title comes from the **Invoice title** of your invoice design under **System settings** → **Document settings**. On **Automatic (by tax registration)**, an issued invoice prints TAX INVOICE when your company is registered on the invoice date and the invoice has a standard- or zero-rated line, and INVOICE otherwise. On **My own text**, easySales checks the title you typed: - If your company is not registered on the invoice date, a title that says "tax invoice" is refused. - If it is registered and the invoice charges GST, a title without "Tax Invoice" gets a warning. - If it is registered and every line is exempt or out of scope, a title that says "Tax Invoice" gets a warning. These checks apply once your company's country is confirmed under **System settings** → **Tax**. A business customer's **Tax Registration No.**, kept on its account, prints in the invoice's Bill To block — as "GST Reg No. …" when your company is GST-registered in Singapore, otherwise as "Tax Reg No. …". It is copied onto the invoice when it is issued. An invoice under customer accounting cannot be issued without it. An invoice in a foreign currency that charges GST prints a **For Singapore GST Purpose Only** block with its amounts in SGD, at the invoice's rate. This includes currencies with very small rates, such as VND and IDR. A foreign-currency credit note prints the same block at the rate of the invoice it credits. If your base currency is not SGD, issuing such an invoice needs an SGD rate for its currency; without one, issuing is refused, and you type the rate on the draft's **SGD rate for tax** line before issuing again. See [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/). ## Good to know - A small balance written off at payment does not change the GST charged. A prompt-payment discount is a credit note, so it reduces the GST too. - An issued invoice's tax cannot be changed. Correct it with a credit note. - The title alone does not make a document a valid tax invoice. Keep your company details, customer details and tax treatment accurate. ## Terms - **GST** — Singapore's Goods and Services Tax. - **GST-registered business** — a business registered with IRAS to account for GST. - **Tax invoice** — an invoice carrying the details required for GST purposes. - **Deposit tax invoice** — a tax invoice easySales issues for a prepayment when tax is due on receipt. ## Common misunderstandings - Not every business may charge GST. Registration on the document's date decides. - GST 0% is not the same as **None**. Only a registered business may zero-rate a supply. - A title cannot make up for missing or incorrect tax-invoice details. Check the current [IRAS GST responsibilities](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/responsibilities-of-a-gst-registered-business) and [IRAS invoicing requirements](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/invoicing-price-display-and-record-keeping/invoicing-customers), or consult a qualified adviser for your circumstances. ## Where to find it Your registration is under **System settings** → **Tax**; see [Company and tax](https://easysales.work/help/administration/company-and-tax/). The tax on a document is its **Taxes** field and each line's rate; see [Line items](https://easysales.work/help/quotations/line-items/). The invoice title is on your invoice design; see [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). The customer's number is on the [account](https://easysales.work/help/accounts/account-details/). ## Why it works this way **Your registration decides, date by date.** Only a business registered for GST on the day of the supply may charge it, and the rate is the one in force that day. Reading both from each document's own date means a back-dated invoice charges what was right then, and an unregistered period never shows GST your customer could wrongly claim. **"None" has to become a real answer.** Zero-rated, exempt and out-of-scope sales are reported in different boxes of your GST return. A line left at **None** would leave that choice to whoever files the return; asking at issue puts it with the person who knows the sale. **The customer may claim the GST you print.** A GST-registered customer claims the tax on your tax invoice as input tax. That is why the title, your registration number, their registration number and the SGD amounts of a foreign-currency invoice are checked or fixed when you issue, and why a change afterwards goes through a credit note that both of you can see. **One tax per rate keeps the totals checkable.** IRAS lets you round the total GST to the nearest cent and accepts either working method, as long as you use one consistently. easySales always taxes the total of each rate, so the same lines give the same GST on the screen, the PDF and every reprint. ## Work faster - **Let the title follow your registration.** Set the invoice design's **Invoice title** to **Automatic (by tax registration)**, and TAX INVOICE or INVOICE is chosen for each invoice without a warning to read. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - **Choose the tax while you build the draft.** The tax is set on the document, so deciding it there leaves the issue dialog nothing to ask. See [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/). - **Keep the customer's number on the account.** A **Tax Registration No.** saved once on the account prints on every invoice issued to it. See [Account details](https://easysales.work/help/accounts/account-details/). - **Settle early-payment discounts in the receipt dialog.** Choosing **Prompt-payment discount** in **Record receipt** issues the credit note and reduces the GST for you. See [Record payment differences](https://easysales.work/help/payments/payment-differences/). - **Mix rates on one document.** Tick **Per-line tax rates** and set a zero-rated line's own tax instead of splitting the sale into two invoices. See [Line items](https://easysales.work/help/quotations/line-items/). ## Examples Lim & Co is GST-registered, and its **Tax** settings say so. ### An invoice at two rates Mei Tan invoices Harbour Café for a fit-out of SGD 3,000.00 at **GST 9%**, and SGD 500.00 of work that Lim & Co's accountant has told it to zero-rate, at **GST 0%**. | Rate | Lines | GST | |---|---|---| | GST 9% | SGD 3,000.00 | SGD 270.00 | | GST 0% | SGD 500.00 | SGD 0.00 | | Total | SGD 3,500.00 | SGD 270.00 | The invoice total is SGD 3,770.00. The invoice design's title is on **Automatic (by tax registration)**, so the invoice prints TAX INVOICE and issuing gives no warning. ### A prompt-payment discount On another invoice of SGD 1,090.00 (SGD 1,000.00 plus GST of SGD 90.00), the café takes a 2% discount and pays SGD 1,068.20. Mei records the SGD 21.80 left as a **Prompt-payment discount**. The credit note is SGD 20.00 plus GST of SGD 1.80, so the GST on the sale falls from SGD 90.00 to SGD 88.20. ### A prepayment The café pays SGD 5,450.00 in advance for work not yet invoiced. Mei records it as a **Prepayment**, and easySales issues a deposit tax invoice dated the day the money arrived: SGD 5,000.00 plus GST of SGD 450.00, because 5,450.00 × 9 ÷ 109 = 450.00. ### A back-dated invoice Daniel Lim finds a design job finished on 15 December 2023 that was never billed. He dates the draft 2023-12-15, and the tax choice offered is **GST 8%**, the rate in force that day. On SGD 2,500.00 the GST is 2,500.00 × 8% = SGD 200.00, and the invoice total is SGD 2,700.00. ## Common questions - **What GST rate does easySales charge?** The rate in force on the document's date: **GST 9%** for a date from 1 January 2024, **GST 8%** for 2023 and **GST 7%** for earlier dates back to July 2007. - **What is the difference between GST 0% and None?** **GST 0%** is a zero-rated supply, reported in its own box of the GST return. **None** means the tax is not decided yet; a GST-registered company must replace it before issuing. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - **How do I make my invoice say "Tax Invoice"?** Set the invoice design's **Invoice title** to **Automatic (by tax registration)**, or type the words under **My own text**. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - **Can I issue invoices without GST if I am not registered?** Yes. Without a registration on the invoice date, documents charge no tax, the **Taxes** field is left out, and a title that says "tax invoice" is refused. - **How do I show exempt or out-of-scope sales?** Turn on **Advanced tax codes** under **System settings** → **Tax**; the exempt and out-of-scope codes then appear in the tax choices. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **Does a foreign-currency invoice need SGD amounts?** Yes, when it charges GST. easySales prints a **For Singapore GST Purpose Only** block with the amounts in SGD. See [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/). - **How do I correct the GST on an issued invoice?** Issue a credit note; it reduces the GST along with the price. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - **Does easySales send invoices through InvoiceNow?** No. It issues GST tax invoices as PDFs; see [InvoiceNow](https://easysales.work/help/concepts/invoicenow/). ## Related - [Tax and rounding](https://easysales.work/help/concepts/tax-calculation-and-rounding/) - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [Singapore GST invoices](https://easysales.work/help/reference/tax-singapore/) - [Record payment differences](https://easysales.work/help/payments/payment-differences/) - [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/) --- # Tax and rounding > How easySales works out line amounts, GST per rate and invoice totals, rounds them to the cent, and why the GST can differ by a cent from adding up each line. Source: https://easysales.work/help/concepts/tax-calculation-and-rounding/ Every total on a quotation, invoice or credit note comes from its lines, worked out the same way on the screen, on the PDF and on every reprint. This page explains each step, where the rounding happens, and why the GST can be a cent away from a figure you work out line by line. ## How it fits together The figures build up in four layers: - **Lines** — each line's amount is its **Qty** times its **Unit price**. - **Rates** — the lines at one tax rate are added up, and that sum is taxed once. - **Document** — **Subtotal** is the sum of the lines, the tax is the sum of the rates' taxes, and **Total** is the two added together. - **Amount payable** — when an invoice is issued, its printed **Total** becomes the amount the customer owes. Payments, credit notes, **Balance due** and the customer's statement all work from it. Unless your country sets its own rounding rule (see Good to know), rounding to the currency's smallest unit happens only where a figure is shown or printed, never part-way through the arithmetic. ## How it works 1. **Line amount.** **Qty** takes up to two decimal places and **Unit price** up to four. easySales keeps each line amount to four decimal places, and shows it rounded to the cent. 2. **Tax per rate.** A line without its own rate takes the document's rate; a line at **GST 0%** is a rate of its own. For each rate, easySales adds up the line amounts and multiplies the sum by the rate, once. No line carries a tax amount of its own. 3. **Totals.** The document's tax is the sum of the per-rate taxes. **Subtotal** and the tax are each rounded to the cent, half away from zero (0.005 becomes 0.01), and **Total** is the sum of those two rounded figures. So **Subtotal** plus the tax always equals **Total** exactly. 4. **Other currencies.** The cent is the currency's smallest unit: two decimal places for SGD, MYR or USD, none for JPY, KRW or VND, three for KWD, BHD or OMR. 5. **Several rates.** The PDF prints one tax row per rate above the total tax row. If the rows, rounded one by one, would not add up to the total tax, the rows with the largest rounding differences are moved by a cent until they do. A row moves at most one cent from its own rounding, and a 0% row never moves. The document page shows a single tax row. 6. **At issue.** The amount payable is fixed at the printed **Total**. A credit note reduces the invoice by its own printed total, so a credit note that repeats the invoice's lines clears it exactly. ## Good to know - A line discount or a document discount comes off before tax, so the tax is worked out on the discounted amount. On a document with several rates, the document discount is shared across the rates in proportion, to the cent — see [Give a discount](https://easysales.work/help/quotations/discounts/). - A **Prompt-payment discount** recorded with a payment becomes a credit note split across the invoice's rates. Some amounts cannot come out exactly once its net and tax are each rounded; the dialog then says so and suggests the nearest higher amount that can. - A small balance written off at payment, for example with the reason **Rounding**, does not change the GST. - Where your country sets its own rounding rule, such as Japan, **System settings** → **Tax** shows **Tax rounding**. The amount at each rate is then rounded to the currency's unit first, and the tax is rounded once per rate by the method you choose: **Round down**, **Round up** or **Round half up**. ## Terms - **Line amount** — **Qty** × **Unit price**, before tax. - **Taxable amount** — the sum of the line amounts at one rate. - **Amount payable** — what an issued invoice is settled against: its printed **Total**. - **Rounding row** — a printed line showing the difference between an invoice's printed total and its amount payable. ## Common misunderstandings - The GST is not the sum of each line's GST. It is worked out once per rate. - The printed line amounts need not add up exactly to **Subtotal**. Each line is rounded for display, while **Subtotal** rounds the exact sum. - A cent of difference is not an error to correct with a credit note. It is the rounding method, applied the same way every time. ## Where to find it The totals are at the foot of the lines on every quotation, invoice and credit note: **Subtotal**, the tax row and **Total**. Preview the PDF to see the per-rate tax rows; see [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). Rates and the **Tax rounding** setting are under **System settings** → **Tax**; see [Company and tax](https://easysales.work/help/administration/company-and-tax/). ## Why it works this way **One tax per rate is the method IRAS accepts and e-invoicing expects.** IRAS lets you round the total GST to the nearest cent and accepts working it out either per line or on the total, as long as you use one method consistently. easySales always taxes the total at each rate, which is also the figure an e-invoice reports for each rate. **Rounding only at the end keeps cents from piling up.** Rounding every line, then every rate, then the total, can drift by several cents on a long invoice. Keeping four decimal places until a figure is shown means the printed tax is worked out from the exact amounts, not from figures already rounded to the cent. **The page always adds up.** Your customer checks your invoice by adding it up: **Subtotal** plus the tax must equal **Total**, and the rate rows must equal the total tax. Rounding each printed figure and adding the rounded figures guarantees both, so nobody has to explain a cent on the paper. **The customer pays what they were shown.** Fixing the amount payable at the printed **Total** when you issue means a payment of exactly that amount settles the invoice, with nothing left owing and no overpayment refused. ## Work faster - **Trust the Total row while you edit.** The **Total** on the draft is the figure the PDF prints and the customer will owe; there is nothing to recalculate. See [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/). - **Use the discount fields.** A line discount or a document discount shows the saving and lowers the GST with it. See [Give a discount](https://easysales.work/help/quotations/discounts/). - **Clear a stray cent in the receipt dialog.** Under **Small balances left** in **Record receipt**, write off a cent with the reason **Rounding**; you need the **Write off small payment differences** permission. See [Record payment differences](https://easysales.work/help/payments/payment-differences/). - **Mix rates on one document.** Tick **Per-line tax rates** and give a zero-rated line its own tax, rather than splitting one sale across two invoices. See [Line items](https://easysales.work/help/quotations/line-items/). - **Check the PDF for the rate rows.** **PDF** shows exactly what your customer will see, including one row per rate. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). ## Examples Lim & Co is GST-registered in Singapore and charges **GST 9%**. **Three lines, one rate.** Mei Tan invoices Harbour Café for soft furnishings: | Item | Amount | GST if worked out per line | |---|---|---| | Cushion covers | SGD 45.50 | 45.50 × 9% = 4.095, rounded 4.10 | | Table runners | SGD 32.50 | 32.50 × 9% = 2.925, rounded 2.93 | | Napkin sets | SGD 18.50 | 18.50 × 9% = 1.665, rounded 1.67 | | Total | SGD 96.50 | SGD 8.70 | easySales taxes the rate once: 96.50 × 9% = 8.685, printed SGD 8.69. The invoice reads **Subtotal** SGD 96.50, GST SGD 8.69, **Total** SGD 105.19, and that is the amount payable. The café's accountant, adding the GST line by line, gets SGD 8.70; both methods are accepted, and the invoice is right as printed. **Hours that leave half a cent.** Daniel Lim bills design hours at SGD 85.50 an hour: | Item | Qty | Unit price | Exact amount | Printed | |---|---|---|---|---| | Site visit | 1.25 | 85.50 | 106.875 | 106.88 | | Design revision | 2.75 | 85.50 | 235.125 | 235.13 | The printed lines add up to SGD 342.01, but **Subtotal** is the exact sum, 106.875 + 235.125 = SGD 342.00. GST is 342.00 × 9% = SGD 30.78, and **Total** is SGD 372.78. **A discount that cannot be exact.** Harbour Café pays SGD 104.04 on the SGD 105.19 invoice above and takes the SGD 1.15 left as an early-payment discount. In **Record receipt**, Mei chooses **Prompt-payment discount**. The dialog says the credit note cannot come to exactly SGD 1.15. The rounding explains why: a net of SGD 1.05 has GST of 0.0945, printed 0.09, so the note is SGD 1.14; a net of SGD 1.06 has GST of 0.0954, printed 0.10, so the note is SGD 1.16. The dialog suggests allocating SGD 0.01 less of the payment to the invoice, so the discount is SGD 1.16 and the SGD 0.01 stays on the account as credit. Mei does that, and the invoice is settled. ## Common questions - **Why is the GST on my invoice one cent different from adding up each line?** easySales works out the GST once on the total of each rate and rounds it once. Rounding each line first can move the sum by a cent or more. - **Does easySales calculate GST per line or on the total?** On the total of each rate. A line has a rate but no tax amount of its own. - **Is rounding GST on the total allowed in Singapore?** Yes. IRAS lets you round the total GST to the nearest cent and accepts either method if you use it consistently. See [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/). - **Why don't my line amounts add up to the subtotal?** A line whose **Qty** × **Unit price** has more than two decimal places is shown rounded, while **Subtotal** rounds the exact sum of the lines. - **What is the Rounding row on an invoice?** The difference, at most one cent, between the printed total and the amount the invoice is payable at. The balance starts from the amount payable. See [Documents and templates](https://easysales.work/help/concepts/documents-and-templates/). - **Can I change how easySales rounds tax?** Only where your country's rules let you choose, such as Japan, under **Tax rounding** in **System settings** → **Tax**. For Singapore there is no setting. - **Why can't my prompt-payment discount be an exact amount?** The credit note's net and GST are each rounded to the cent, so a few amounts cannot be reached; at 9%, SGD 0.06 and SGD 1.15 are two of them. The dialog suggests the nearest higher amount that can. See [Record payment differences](https://easysales.work/help/payments/payment-differences/). ## Related - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Line items](https://easysales.work/help/quotations/line-items/) - [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/) - [Record payment differences](https://easysales.work/help/payments/payment-differences/) --- # InvoiceNow > What Singapore's InvoiceNow e-invoicing requirement is, when it applies to GST-registered businesses, and what easySales does and does not do with it today. Source: https://easysales.work/help/concepts/invoicenow/ **InvoiceNow** is Singapore's national e-invoicing network. Instead of emailing a PDF, a business sends its invoice as structured data over the **Peppol** network, and the customer's accounting software reads it directly. IRAS, the tax authority, is making it a requirement for GST-registered businesses in phases. This page says what easySales does about it today. It is a product overview, not tax advice. ## How it fits together *[Diagram: What easySales does with an invoice today and what it does not do yet: it issues a tax invoice with the fields IRAS requires and produces a PDF that you send to your customer; sending the invoice as structured data over the Peppol network is not available yet.]* Today easySales does the first path only: - It issues a **tax invoice** that carries the fields Singapore GST requires, such as your GST registration number, the tax charged at each rate and the customer's details. - It gives you the invoice as a **PDF**, which you download and send to your customer yourself. - It records your company's InvoiceNow date, if you enter one. easySales does **not** send invoices over the Peppol network. It has no InvoiceNow or Peppol connection, and it does not export Peppol files. If your customers or IRAS require the structured route, you need a separate InvoiceNow-ready service for that step. ## How it works 1. IRAS is phasing in the **GST InvoiceNow requirement** for GST-registered businesses. Under it, a business sends the invoice data of the sales and purchases it reports in its GST return to IRAS through an InvoiceNow-ready solution. Its other GST duties, including the invoicing requirements, stay as they are. 2. The start date depends on how and when your business registered, and for existing businesses on their annual supplies. The table below is IRAS's published timeline; check IRAS for the current dates and for which of your supplies are in scope. 3. In easySales, open **System settings** → **Tax** → **Edit company & tax** and, if you have a date from IRAS, enter it under **E-invoicing applies from (InvoiceNow)**. easySales only records this date. It does not send anything. | From | Who | |---|---| | 1 November 2025 | Newly incorporated companies that register for GST voluntarily within six months of incorporation | | 1 April 2026 | Businesses that apply to register for GST voluntarily on or after this date | | 1 April 2028 | Businesses that apply for compulsory registration on or after this date, and existing businesses with annual supplies up to S$200,000 | | 1 April 2029 | Existing businesses with annual supplies up to S$1,000,000 | | 1 April 2030 | Existing businesses with annual supplies up to S$4,000,000 | | 1 April 2031 | Existing businesses with annual supplies above S$4,000,000 | IRAS measures annual supplies over the accounting periods ending in 2025. ## Good to know - An invoice issued in easySales is still a valid GST tax invoice. InvoiceNow is a different way of delivering invoice data, not a different invoice. - When an invoice has more than one tax rate, its PDF prints one tax row per rate, and those rows add up to the printed total tax to the cent. See [Tax and rounding](https://easysales.work/help/concepts/tax-calculation-and-rounding/). - easySales will not tell you whether your business is in scope. IRAS decides that. ## Terms - **InvoiceNow** — Singapore's e-invoicing network, built on Peppol. - **Peppol** — an international network and standard for sending invoices as structured data. - **Tax invoice** — the invoice a GST-registered business must issue; see [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/). ## Why it works this way **The PDF stays the invoice your customer receives.** InvoiceNow changes how invoice data reaches IRAS and your customer's software; it does not replace your tax invoice. Issuing a complete tax invoice in easySales keeps your billing, your receivables and your customer's records in step, whichever route the data takes afterwards. **The date is yours to record because only IRAS can decide it.** Whether and when the requirement applies depends on your registration and your supplies, which IRAS confirms. Keeping the date with your tax settings means everyone who manages them sees it in one place. **Tax rows that add up survive the move to e-invoicing.** An e-invoice is checked by software, which rejects a document whose tax rows do not add up to its total tax. easySales already prints figures that pass that test, so the data you pass to an InvoiceNow-ready service matches the PDF exactly. ## Work faster - **Record the date once.** Enter it under **E-invoicing applies from (InvoiceNow)** in **Edit company & tax**, so whoever manages your tax settings can see it. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **Copy the figures from the issued invoice.** The issued invoice's subtotal, tax per rate and total are fixed, so what you send through another service matches what you sent the customer. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - **Export to your accounting software.** If your accounting software sends InvoiceNow invoices, [Accounting export](https://easysales.work/help/invoices/accounting-export/) brings your easySales invoices into it as a file. - **Download the PDF from the invoice.** **PDF** at the top of the invoice opens it with **Download** beside it, ready to save and attach to your email. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). ## Examples Lim & Co is GST-registered and bills Harbour Café SGD 1,090.00, which is SGD 1,000.00 plus GST of SGD 90.00. Mei Tan issues the invoice in easySales, downloads the PDF and emails it to the café. That is a complete tax invoice. If Harbour Café's accountant asks for the invoice over InvoiceNow, easySales cannot send it that way. Mei asks her accountant which InvoiceNow-ready service to use, and sends the invoice through that service with the figures from the issued invoice. **Recording the date.** Lim & Co's accountant confirms the date from which the requirement applies to the firm. Daniel Lim opens **System settings** → **Tax** → **Edit company & tax**, enters it under **E-invoicing applies from (InvoiceNow)** and saves. Nothing else changes in easySales: invoices are issued and sent as PDFs as before. ## Common questions - **Is InvoiceNow compulsory in Singapore?** It is being phased in for GST-registered businesses, starting with new voluntary registrants; existing businesses follow from 1 April 2028 by annual supplies. Check IRAS for the date that applies to you. - **Can easySales send invoices through InvoiceNow or Peppol?** No. easySales issues GST tax invoices as PDFs and has no Peppol connection; use an InvoiceNow-ready service for that step. - **Is an invoice from easySales still a valid tax invoice?** Yes. InvoiceNow is a way of delivering invoice data; the tax invoice itself still comes from easySales. See [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/). - **Where do I enter my InvoiceNow date?** Under **System settings** → **Tax** → **Edit company & tax**, in **E-invoicing applies from (InvoiceNow)**. easySales only records it. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **Does InvoiceNow cover purchases too?** Under the GST InvoiceNow requirement, IRAS asks for the invoice data of both sales and purchases reported in the GST return. easySales handles neither. ## Related - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Singapore GST invoices](https://easysales.work/help/reference/tax-singapore/) - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) Check the current [IRAS GST InvoiceNow requirement](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/gst-invoicenow-requirement) before you rely on any date. --- # Recurring invoices > How recurring invoices work: bill a customer the same lines every week, month, quarter or year, with a draft for each period that you check and issue. Source: https://easysales.work/help/concepts/recurring-invoices/ Some customers pay the same amount on a schedule: a monthly maintenance fee, a quarterly retainer, a yearly subscription. A **recurring invoice** remembers what to bill and how often, so you do not type the same invoice again each period. easySales prepares a draft invoice for each period; a person still checks it and issues it. To create one, see [Set up a recurring invoice](https://easysales.work/help/invoices/set-up-a-recurring-invoice/). ## How it fits together *[Diagram: A recurring invoice for one customer holds the lines and the schedule. It writes one period per week, month, quarter or year; each period becomes a draft invoice, raised by the schedule or with Generate now and linked to its recurring invoice; a person issues it.]* A recurring invoice belongs to one customer's contact and account, like an invoice. It holds: - **The lines repeated every period** — products, descriptions, quantities, prices and tax, in one currency. A description can carry placeholders — [Month], [Year], [PeriodStart], [PeriodEnd] and [Period n/N] — which are filled in on each draft. - **The schedule** — how often a period comes round (every so many weeks, months, quarters or years), when the first period starts, when it ends (never, on a date, or after a number of periods), and whether each invoice is raised on the first day of its period, the last day, or a day of the month. - **The periods** — one row for each billing period, each with its own state and, once it has one, its own invoice. Each period's invoice is an ordinary invoice. It links back to its recurring invoice, and the recurring invoice lists the invoices it raised. The account's page has a tab with its recurring invoices. ## How it works *[Diagram: What a period can become: Pending until its day comes; then Due - raised automatically, and the hourly run makes it Draft to issue, which a person issues to Invoiced. A refused attempt makes it Not raised. A period that was missed, or whose draft was deleted, is Due - for you until someone selects Generate now. Pending periods can be skipped.]* With **Raise each period's draft automatically** on, easySales checks once an hour for periods whose day has come and raises a draft invoice for each, from the recurring invoice's lines, in the name of its owner. Nothing is ever issued or sent automatically: someone opens the draft, checks it and [issues it](https://easysales.work/help/invoices/issue-an-invoice/) like any other invoice. With the switch off, a person raises each period's draft with **Generate now**. | Period state | Meaning | |---|---| | **Pending** | Its day has not come. | | **Due - raised automatically** | Its day has come, and the schedule will raise its draft. | | **Due - for you** | Its day has come, and a person must raise its draft or skip it. | | **Not raised** | The schedule tried and was refused. It tries again once a day. | | **Draft to issue** | A draft invoice is waiting to be issued. | | **Part invoiced** | Issued invoices bill part of the period. | | **Invoiced** | Its invoice is issued. | | **Skipped** | Someone skipped it; it raises no invoice. **Undo skip** brings it back. | When a draft is not raised, the recurring invoice's owner (or a recipient set through a connected AI app) gets a notice in their message centre saying why, such as a contact that no longer exists or a currency with no exchange rate. The period's row says the same. Fix the cause, then select **Generate now**, or wait for the next daily try, or skip the period. The **Needs attention** view of the recurring invoice list gathers what waits for a person: periods not raised, periods due for you, drafts to issue, periods part invoiced, and recurring invoices whose owner is no longer an active user. ## Good to know - easySales does not catch up on its own. The schedule raises a period on its own day. A period whose day passed without it, for example while the recurring invoice was paused or before the switch was turned on, is **Due - for you**. - A draft raised after its period's day, by a person or by the daily retry, is dated the day it is raised. Its due date counts from that date by the payment term: the recurring invoice's own, else the customer's, else the company default, read when the draft is raised. Its taxes are the ones in force on it. The period it bills stays in the description through the placeholders. - A draft in a foreign currency takes the automatic exchange rate current when it is raised; you can change it on the draft. See [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/). - Deleting a period's draft makes the period **Due - for you**. The schedule does not raise it again. - Skipping a period that has a draft deletes the draft. - **Pause** stops the schedule; **Generate now** still works. After **Resume**, periods that fell due while it was paused are **Due - for you**, and the schedule carries on with the next period. - **End** is final: no further period is raised, by the schedule or by hand, and issued invoices stay. It is refused while a draft bills a period; issue or delete the draft first. - A change to the lines affects drafts raised afterwards only. The currency, start, frequency and the day each invoice is raised cannot be changed after saving; copy the recurring invoice to a new one instead. - No draft is raised while the owner is not an active user. Someone with **Invoice** **Edit** set to **All records** can choose a new **Owner** under **Edit**. - The recurring invoice's history records each change and each draft raised, such as "Draft invoice raised for Period 3 by the schedule". It never shows the invoice number. - A bulk transfer of a user's invoices under [Transfer records](https://easysales.work/help/administration/transfer-records/) moves their recurring invoices with them. ## Terms - **Recurring invoice** — what to bill a customer, and how often. - **Period** — one billing interval, numbered Period 1, Period 2 and so on. - **Generate now** — raise a period's draft invoice straight away, once its day has come. - **Skip** — mark a period as not to be billed. ## Common misunderstandings - "The customer gets the invoice automatically." No. easySales raises a draft; a person issues it and sends it. - "A missed month is billed the next time the schedule runs." No. It waits as **Due - for you** for a person to generate or skip it. - "Making an invoice recurring bills that invoice again." No. The recurring invoice starts one period after that invoice's date, because the invoice already billed its own period. - "A recurring invoice and a quotation's billing plan are the same thing." A quotation's [billing plan](https://easysales.work/help/quotations/billing-plan/) splits one agreed contract sum into stages. A recurring invoice bills the same lines each period, with no total to reach. ## Where to find it **Recurring invoices** in the sidebar, after **Invoices**, lists every recurring invoice you may see. An account's page has a **Recurring invoices** tab. See [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/). ## Why it works this way **A person issues every invoice.** An issued invoice is numbered and locked, and your customer books it. A draft gives you the chance to check this period's quantities, extras and tax first. A mistake caught on the draft costs an edit; one caught after issue costs a [credit note](https://easysales.work/help/credit-notes/overview/). **Missed periods wait for you instead of piling up.** If the schedule billed every missed period at once after a pause, the customer could receive a stack of invoices for months you did not supply. Each missed period waits as **Due - for you**, so you decide one by one whether to bill it or skip it. **A late draft is not back-dated.** The invoice date decides the tax period and starts the payment term. A draft dated weeks ago would land in a tax period you may already have reported, with a due date already behind it. Dating it the day it is raised avoids both, and the description still says which period it bills. **The schedule's shape is fixed once saved.** The periods are laid out on the currency, start and frequency, and invoices already bill some of them. Changing those would leave issued invoices that no longer match a period, so a new schedule is a new recurring invoice. ## Work faster - **Work from your To do.** The message centre's **To do** shows a recurring invoice's recipient, or its owner when no recipient is set, each period due, each draft to issue and each period part invoiced, so you do not need to open the list to find them. See [Message centre](https://easysales.work/help/inbox/message-centre/). - **Start from an invoice you already sent.** **Make recurring** in an issued invoice's **···** menu copies its customer, currency and lines. See [Set up a recurring invoice](https://easysales.work/help/invoices/set-up-a-recurring-invoice/). - **Check one view, not every recurring invoice.** **Needs attention** on the **Recurring invoices** list gathers every period and owner that waits for a person. See [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/). - **Answer a customer from their account.** The account's **Recurring invoices** tab shows what you bill them on a schedule, beside their invoices and receipts. See [Account details](https://easysales.work/help/accounts/account-details/). - **Copy rather than rebuild.** To change the frequency or the day each invoice is raised, select **Copy to a new recurring invoice**, set the new schedule, and **End** the old one once its last draft is issued. See [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/). ## Examples **A monthly maintenance fee.** Lim & Co looks after Harbour Café's coffee machines for SGD 300.00 a month plus 9% GST, SGD 327.00 in all. Mei Tan creates a recurring invoice for Harbour Café with one line, "Machine maintenance [Month] [Year]", SGD 300.00, repeated every month from 1 January 2027 and raised on the first day of each period. Early on 1 January, a draft for SGD 327.00 appears, with the description "Machine maintenance January 2027". Mei checks it and issues it. The same happens on 1 February. **Starting from an invoice you already sent.** On 15 September Mei invoiced Pacific Resorts Ltd for a yearly support licence. She opens that invoice and chooses **Make recurring**, repeating every year. The first period starts on 15 September next year, so the invoice she already issued is not billed again. **A month the customer asked to skip.** Harbour Café closes for renovation in July. In June, Mei opens the recurring invoice and skips the July period with the reason "Closed for renovation". No draft is raised for July, and August is raised as usual. **A quarterly retainer for one year.** Daniel Lim sets up a styling retainer for Pacific Resorts Ltd: one line, "Styling retainer [Period n/N]", SGD 1,500.00, every quarter from 1 January 2027, ending after 4 periods. Drafts appear on 1 January, 1 April, 1 July and 1 October 2027, the first reading "Styling retainer Period 1 of 4". Each comes to SGD 1,635.00 (1,500.00 + 9% GST of 135.00), and the year to SGD 6,540.00 (4 × 1,635.00). After the fourth period, no further period is raised. **Two months on pause.** Lim & Co cares for Orchard Dental's display lighting for SGD 450.00 a month plus GST of SGD 40.50: SGD 490.50, on a recurring invoice with the line "Lighting care [Month] [Year]" and a 30-day payment term. Mei pauses the recurring invoice on 20 June 2027 and resumes it on 10 August. The July and August periods now read **Due - for you**. She selects **Generate now** on both: each draft is dated 10 August 2027 and due on 9 September, reads "Lighting care July 2027" or "Lighting care August 2027", and comes to SGD 490.50, SGD 981.00 for the two. The September period is raised by the schedule on 1 September. ## Common questions - **What is a recurring invoice?** A set of lines and a schedule for one customer. easySales raises a draft invoice from it for every period, and a person checks and issues each one. - **Can one month's invoice be different from the others?** Yes. Each period's draft is an ordinary draft: change it before you issue it. To change every later period, edit the recurring invoice's lines; drafts already raised keep theirs. - **Why is a recurring draft dated later than its period?** It was raised after the period's day, by a person or by the daily retry. A late draft is dated the day it is raised; the description still names the period it bills. - **Can I bill a customer in another currency on a schedule?** Yes. A recurring invoice has one currency, set when you save it. Each draft takes the automatic exchange rate current when it is raised. See [Currency and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/). - **What happens to a recurring invoice when its owner leaves?** No draft is raised while the owner is not an active user, and the list shows it under **Needs attention**. Someone with **Invoice** **Edit** set to **All records** can choose a new owner, or move it with [Transfer records](https://easysales.work/help/administration/transfer-records/). - **What is the difference between a recurring invoice and a billing plan?** A billing plan splits one quotation's agreed sum into stages until it is fully invoiced. A recurring invoice repeats the same lines every period, with no total. See [Plan billing stages](https://easysales.work/help/quotations/billing-plan/). - **Who can create and manage recurring invoices?** They use the **Invoice** permissions: **List** and **View** to see them, **Add** to create them, and **Edit** to change, pause, resume or end them. **Generate now** needs **Add** and **Edit**. With **Own records only**, you see the ones you own, plus any that sharing or an account team gives you, as with invoices. ## Related - [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/) - [Set up a recurring invoice](https://easysales.work/help/invoices/set-up-a-recurring-invoice/) - [Plan billing stages](https://easysales.work/help/quotations/billing-plan/) - [Draft, issue and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) --- # Deliveries and invoices > How delivery orders work with invoices: deliver in several trips, track delivered and remaining quantities, and invoice goods before or after they arrive. Source: https://easysales.work/help/concepts/deliveries-and-invoices/ A **delivery order** is the paper that travels with the goods: what you handed over, how many and when. It carries quantities only — no prices, no tax and no total — and it is optional. Use one when a customer's goods go out in more than one trip, when the customer signs for what they receive, or when you deliver first and invoice afterwards. To make one, see [Create a delivery order](https://easysales.work/help/purchasing-delivery/create-a-delivery-order/). ## How it fits together *[Diagram: A delivery order comes from an issued invoice, from an Open or Accepted quotation with Create delivery order, or stands alone for a customer with New delivery order. It holds quantities and no prices. A quotation's or a standalone delivery order becomes a draft invoice with Create invoice; one raised under a quotation's billing plan is delivery only.]* A delivery order has one of three sources, and the source decides what it can deliver: - **An invoice.** You invoiced first and now deliver. Each line delivers part or all of an invoice line, and the invoice already bills the goods. - **A quotation.** You deliver first and invoice later. Each line delivers part or all of a quotation line; later you turn one or more of these delivery orders into an invoice. - **Standalone.** No document behind it: a customer, a contact and the lines you type or pick from your products. For a line with a source, easySales keeps three figures: what the source line holds (**Invoiced** or **Quoted**), what every delivery order has already taken (**Delivered**), and what is left (**Remaining**). A new delivery order can take at most what remains. A draft counts as soon as it is saved: two people cannot both deliver the last ten units. ## How it works *[Diagram: What a delivery order can become: a Draft has no number and already reserves its quantities; Issue gives it its number and fixes the customer's details; Mark delivered records the day the goods arrived and locks the lines; an Issued or Delivered order can be cancelled, which keeps it and returns its quantities; a draft is deleted instead.]* | Status | What it means | What you can change | |---|---|---| | **Draft** | Being prepared; no number yet | Everything; it can be deleted | | **Issued** | Has its number; the paper goes out with the goods | The lines (within what remains), the deliver-to address, driver, vehicle and dates | | **Delivered** | The customer has the goods | Only the driver, vehicle, remark and who received it | | **Cancelled** | Withdrawn; kept with its history | Nothing | Issuing gives the order its number and today's date, and fixes the customer's details as they are then. Cancelling an issued or delivered order, or deleting a draft, gives its quantities back to its source, so they can be delivered again. Invoicing goes the other way for quotation and standalone delivery orders: **Create invoice** turns one or several of them into one draft invoice, priced from the quotation or from your product list. A delivery order shows how much of it is invoiced: **Not invoiced**, **Partly invoiced** or **Invoiced**. ## Good to know - An invoice-based delivery order is already billed by its invoice, so it is never invoiced again. - A delivery order raised from a quotation that has a billing plan is **Delivery only**: the plan's invoices bill the work, and the delivery order only records the handover. - A credit note does not change what is left to deliver on an invoice. When an invoice has credit notes, easySales warns you as you create the delivery order, so you can check the quantities. - Voiding an invoice that was raised from delivery orders makes their lines uninvoiced again, ready to be invoiced afresh. - The **Delivery orders** list opens on the last 90 days and every draft; clear the **Period** to see older ones. - Creating a delivery order needs invoicing to be part of your company's plan. ## Terms - **Delivery order** — the record of goods handed over, with quantities and no prices. - **Remaining** — what a source line still has to deliver. - **Delivery only** — a delivery order whose invoicing follows the quotation's billing plan. - **Signed copy** — the customer's signed delivery order, attached once it is delivered. ## Common misunderstandings - "Every invoice needs a delivery order." No. Delivery orders are optional; use them where they help. - "A draft delivery order does not count yet." It does. A draft reserves its quantities until it is issued or deleted. - "Cancelling a delivery order cancels its invoice." No. A delivery order turned into an invoice with **Create invoice** cannot be cancelled until that invoice is voided or the line is removed from it. ## Where to find it Select **Delivery orders** in the sidebar. An issued invoice and an Open or Accepted quotation show a **Delivery** card below the document, with what is delivered and what remains. An account's page has a **Delivery orders** tab with that customer's delivery orders. ## Why it works this way **The paper that travels with the goods carries no prices.** Whoever signs for a delivery — a site supervisor, a storekeeper — is often not the person who agreed the price. Keeping prices off the delivery order means you can hand it to anyone, and the invoice stays the one document that charges. **Quantities are reserved the moment you save.** When two colleagues prepare deliveries for the same order, the second sees only what the first has not taken. **Remaining** is always what is really left, so you never deliver more than was invoiced or quoted. **Goods are billed once, whichever comes first.** Goods invoiced before delivery are never invoiced again from their delivery order; goods delivered first are invoiced from what was delivered; goods under a billing plan are billed by the plan. Your customer is not charged twice for the same items. **An issued order is cancelled, not deleted.** Once it has a number, the paper may already be with your driver or the customer. Cancelling keeps its number and history, so your numbering has no gaps and you can show what happened, while the quantities return to the source. ## Work faster - **Start from the invoice or quotation.** **Create delivery order** in its **Delivery** card ticks every line with something left at what remains; untick what is not going out. See [Create a delivery order](https://easysales.work/help/purchasing-delivery/create-a-delivery-order/). - **Invoice a week of deliveries at once.** Tick the delivery orders in the list and select **Create invoice**: one draft invoice bills them all. See [Invoice delivered goods](https://easysales.work/help/purchasing-delivery/invoice-delivery-orders/). - **Mark a day's deliveries together.** Tick the issued delivery orders in the list and select **Mark delivered**; this needs **Delivery** **Edit** set to **All records**. See [Delivery orders](https://easysales.work/help/purchasing-delivery/delivery-orders/). - **File the signature with the order.** Once it is delivered, **Upload signed copy** attaches the signed paper or a photo of it, so it is there when the customer asks. See [Issue and deliver](https://easysales.work/help/purchasing-delivery/issue-and-deliver/). - **Check progress without opening each order.** The source's **Delivery** card lists its delivery orders and shows each line's **Delivered** and **Remaining**. See [Delivery orders](https://easysales.work/help/purchasing-delivery/delivery-orders/). ## Examples **Delivering an invoice in two trips.** Lim & Co invoices Harbour Café for 10 bar stools and the installation. The first van takes 6 stools. Mei Tan opens the invoice, selects **Create delivery order** in the **Delivery** card, enters 6 in **This delivery** for the stools, unticks the installation and creates the order. The card now shows the stools as **Delivered** 6, **Remaining** 4 (10 − 6). Next week the second delivery order offers the remaining 4 stools and the installation. **Delivering before invoicing.** Lim & Co's quotation for Orchard Dental lists 4 cabinets. Two go out on Monday and two on Thursday, on two delivery orders from the quotation. On Friday Daniel Lim selects both orders in the **Delivery orders** list and chooses **Create invoice**: one draft invoice bills the 4 cabinets at the quotation's price. **A project under a billing plan.** Lim & Co's quotation for Kai Wei Engineering has a billing plan of a deposit and two progress claims. The delivery orders raised from it show **Delivery only**: the plan's invoices bill the project, and the delivery orders record what arrived on site. **Invoicing only what the customer kept.** Mei sends Harbour Café 20 sample tiles on standalone delivery order DO-10000031. The café keeps 16 and returns 4. Mei selects **Create invoice** on the order and lowers **Invoice qty** to 16. At the product's list price of SGD 12.50, the draft bills SGD 200.00 (16 × 12.50); with GST at 9% (SGD 18.00) it comes to SGD 218.00. DO-10000031 now reads **Partly invoiced**, and the other 4 tiles stay ready for a later invoice. **A delivery cancelled at the door.** Daniel issues DO-10000034 for 3 lamps from an invoice, but the customer's site is closed when the van arrives. He cancels DO-10000034 with the reason "Site closed". The order keeps its number, and the invoice's **Delivery** card shows the 3 lamps as **Remaining** again, ready for a new delivery order. ## Common questions - **Do I need a delivery order for every invoice?** No. Delivery orders are optional. Use one when goods go out in several trips, the customer signs for them, or you deliver before you invoice. - **Can I deliver an order in several trips?** Yes. Each delivery order takes part of each line, and the **Delivery** card shows what is **Delivered** and what is **Remaining**. See [Create a delivery order](https://easysales.work/help/purchasing-delivery/create-a-delivery-order/). - **Why does a delivery order have no prices?** It records what was handed over, not what is charged. Prices, tax and totals belong on the invoice. - **Can I invoice several delivery orders at once?** Yes, when they are for one customer and either all come from one quotation or all stand alone. Tick them and select **Create invoice**. See [Invoice delivered goods](https://easysales.work/help/purchasing-delivery/invoice-delivery-orders/). - **How do I undo a delivery order?** Delete it while it is a draft, or cancel it once issued or delivered. Either way its quantities go back to the source. See [Issue and deliver](https://easysales.work/help/purchasing-delivery/issue-and-deliver/). - **Does a credit note reduce what is left to deliver?** No. easySales warns you when the invoice has credit notes, so you can lower the quantities yourself. - **Why can't I find an older delivery order?** The list opens on the last 90 days. Clear the **Period** to see every date. See [Delivery orders](https://easysales.work/help/purchasing-delivery/delivery-orders/). ## Related - [Delivery orders](https://easysales.work/help/purchasing-delivery/delivery-orders/) - [Create a delivery order](https://easysales.work/help/purchasing-delivery/create-a-delivery-order/) - [Invoice delivered goods](https://easysales.work/help/purchasing-delivery/invoice-delivery-orders/) - [Billing plan](https://easysales.work/help/quotations/billing-plan/) --- # Currency and rates > How foreign-currency invoices work: your base currency, the invoice's own currency and exchange rate, and how foreign payments and credit notes convert. Source: https://easysales.work/help/concepts/currencies-and-exchange-rates/ Lim & Co keeps its books in one **base currency**, but a quotation or invoice can be in another currency — the one the customer is charged in. The **exchange rate** on the invoice turns its amounts into your base currency. This page explains where that rate comes from and when it stops changing; to set one, see [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/). ## How it fits together *[Diagram: How the quote-to-cash records connect: an account has contacts and opportunities; an opportunity holds quotations; a quotation is billed on one or more invoices; a receipt pays invoices; a credit note reduces one invoice; a refund pays back unapplied money or remaining credit.]* Every money record in the chain has a currency, and they follow the invoice: - A **quotation** and an **invoice** each have their own **Currency**. An invoice raised from a quotation keeps the quotation's currency. - A **credit note** is always in its invoice's currency and converts at the invoice's rate. - A **receipt** is in the currency of the invoices it pays. One receipt takes one currency. - A **refund** is in the currency of the receipt or credit note it pays back. Your base currency is set when your company's account is created and cannot be changed. It is shown under **System settings** → **Currency & FX**, where **Exchange rates** lists the current rates. ## How it works 1. **Draft.** When you choose a foreign currency, the invoice takes the automatic rate for that day, shown under the fields with its source and date. You can select **Change rate** to use your own; if it is more than 5% away from the automatic rate, easySales warns you but lets you apply it. 2. **Issue.** The rate is fixed with the invoice's other figures. It no longer changes when rates move, and the PDF, receivables and statements all use it. 3. **Payment.** Record the amount received in the invoice's currency, and what reached your bank in your base currency. The second figure is required: easySales fills it in at today's automatic rate, and you change it to the bank's figure. 4. **In your base currency.** On the account's receivables and the customer's statement, the invoice and every payment and credit note against it convert at the invoice's fixed rate. An invoice paid in full therefore nets to zero, whatever the bank credited. 5. **Exchange gain or loss.** The gap between the invoice's rate and what the bank credited is a realised exchange gain or loss. easySales shows it on the receipt and in a register, for your own records only; see [Exchange differences](https://easysales.work/help/payments/exchange-differences/). ## Good to know - An invoice raised from a quotation takes the automatic rate of the day it is raised, not an earlier rate. Change it on the draft if you agreed a rate with the customer. - A foreign invoice with no recorded rate is left out of the account's totals in your base currency and listed separately. - An invoice in your base currency has no rate to set. - A refund in a foreign currency also asks what left your bank in your base currency. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). ## Terms - **Base currency** — the currency your company measures its records in. - **Document currency** — the currency shown and charged on one quotation, invoice or credit note. - **Exchange rate** — how many units of your base currency one unit of the document currency is worth. - **Automatic rate** — the published rate easySales offers for the day. ## Common misunderstandings - Refreshing the exchange rates does not change an issued invoice's rate. - A foreign payment does not create a balance on the invoice because the bank converted at a different rate. The invoice is settled in its own currency. - The document currency does not replace your base currency. ## Where to find it The rate line and **Change rate** are on the invoice form; see [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/). **Base currency** and **Exchange rates** are under **System settings** → **Currency & FX**; see [System settings](https://easysales.work/help/administration/settings/). ## Why it works this way **Your figures need one measure.** **Outstanding**, the ageing and the statement add up invoices in many currencies, and they can only be added in one. The base currency is that measure, and it never changes, so last year's figures keep their meaning. **The customer owes the invoice's currency.** A customer who was invoiced USD 2,000.00 and paid USD 2,000.00 has paid in full, whatever the bank credited you. Settling each invoice in its own currency keeps a rate movement from leaving a balance the customer does not owe. **Everything against an invoice uses its rate.** Payments and credit notes convert at the invoice's fixed rate, so the account and the statement show a paid invoice at zero, exactly as the customer sees it. What the bank really credited is measured apart, as an exchange gain or loss for your own books. **One receipt is one sum of money.** A receipt matches one amount that reached your bank, and that amount is in one currency. Payments in two currencies are two receipts, each matched to its own bank line. ## Work faster - **Leave the automatic rate on most invoices.** It is filled in for you and fixed at issue; change it only when a contract fixes a rate. See [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/). - **Set an agreed rate as you raise the invoice.** An invoice raised from a quotation starts at that day's rate, so change it on the draft before you issue it. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Type the bank's figure as you record the payment.** **Amount in SGD**, or your own base currency, takes what your bank credited, and the gain or loss is worked out for you. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Review every gain and loss in one list.** On the **Invoices** list, open the **···** menu and select **Exchange differences** under **Registers**. See [Exchange differences](https://easysales.work/help/payments/exchange-differences/). - **Check the rate table before a batch of foreign invoices.** **System settings** → **Currency & FX** → **Exchange rates** shows each rate's source and when it was last refreshed. See [System settings](https://easysales.work/help/administration/settings/). ## Examples ### A foreign invoice paid in full Lim & Co's base currency is SGD. On 5 October Mei Tan invoices Pacific Resorts Ltd USD 2,000.00 for design work, at the automatic rate of 1 USD = 1.350000 SGD. 1. She issues the invoice. Its rate is now fixed, and the account's receivables count it as SGD 2,700.00 (2,000.00 × 1.35). 2. On 3 November the customer pays USD 2,000.00. The bank credits SGD 2,690.00 after converting at its own rate. 3. Mei selects **Record payment**, keeps **Amount received** at USD 2,000.00 and changes **Amount in SGD** to 2,690.00. The invoice reads **Paid**. On the account's receivables the payment converts at the invoice's rate, SGD 2,700.00, so the balance is zero. The receipt keeps SGD 2,690.00 as what actually arrived and shows a realised exchange loss of SGD (10.00): 2,690.00 − 2,700.00. ### A credit note in the invoice's currency Mei issues a second invoice to Pacific Resorts Ltd for USD 2,000.00 at the same fixed rate of 1.350000, so SGD 2,700.00. One item is returned, and she issues a credit note for USD 200.00. It is in USD and converts at the invoice's rate: SGD 270.00 (200.00 × 1.35). The receivables now count SGD 2,430.00 (2,700.00 − 270.00). The customer pays the USD 1,800.00 left, and the bank credits SGD 2,412.00. Daniel Lim types 2,412.00 in **Amount in SGD**. The payment counts as SGD 2,430.00 (1,800.00 × 1.35), the invoice reads **Paid**, and the receipt shows a realised loss of SGD (18.00): 2,412.00 − 2,430.00. ### Two currencies, two receipts Bayview Hotel Group owes Lim & Co SGD 1,090.00 on one invoice and USD 500.00 on another, and pays both on the same day. Daniel records two receipts: one in SGD for SGD 1,090.00, and one in USD for USD 500.00 with the SGD the bank credited. Each matches its own line on the bank statement. ## Common questions - **What is a base currency?** The one currency your company measures its records in: outstanding balances, the ageing and statements are all shown in it. Lim & Co's is SGD. - **Can I change my company's base currency?** No. It is set when your company's account is created and cannot be changed. See [System settings](https://easysales.work/help/administration/settings/). - **Does an invoice raised from a quotation keep the quotation's currency?** Yes. It takes the automatic rate of the day it is raised; change the rate on the draft if you agreed another. - **Can one receipt pay invoices in two currencies?** No. A receipt takes one currency. Record one receipt per currency. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Can a credit note be in a different currency from its invoice?** No. A credit note is always in its invoice's currency and converts at the invoice's rate. See [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/). - **Why is a foreign invoice missing from the account's SGD totals?** It has no recorded exchange rate, so it cannot be converted. The account lists it separately under its totals. - **Which currency is a refund recorded in?** The currency of the receipt or credit note it pays back, with what left your bank in your base currency beside it. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). ## Related - [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/) - [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/) - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Exchange differences](https://easysales.work/help/payments/exchange-differences/) --- # Cost and gross margin > How easySales works out a deal's gross margin — contract value, estimated, committed and actual cost, invoiced revenue, and setting the margin by hand. Source: https://easysales.work/help/concepts/gross-margin/ A deal is worth winning only if you keep something after paying for it. On every opportunity, easySales sets what you sell against what the work costs you, so you can see the gross margin while the project runs — not only once it is finished. This page explains where each figure comes from and when the margin is expected or actual. ## How it fits together *[Diagram: Where the cost figures come from: an accepted quotation's line costs give the estimated cost; an issued purchase order that is not yet billed gives the committed cost; a supplier invoice gives the actual cost.]* The opportunity page has a **Profit** section. It starts with the **Gross margin**, written with its source in brackets — **Expected**, **Actual** or **Manual** — and the **Gross profit** beside it. All figures are before tax, in your company's base currency. Two blocks below hold them: - **Expected, from the accepted quotations** - **Contract value** — the accepted quotations, before tax. Without an accepted quotation it reads **Expected value**, the value on the opportunity. - **Estimated cost** — the line costs on the deal's accepted quotations. When there is no accepted quotation, the cost typed on the opportunity is used instead and the label reads **Estimated cost (manual)**. - **Expected margin** — the contract value less the estimated cost, as a percentage of the contract value. - **Actual, from invoices and purchases** - **Revenue (invoiced)** — the issued invoices raised from the deal's quotations, before tax. Credit notes issued on them are deducted, and cancelled invoices are left out. - **Actual cost** — supplier invoices recorded against the deal's purchase orders. - **Committed cost** — the part of the deal's issued purchase orders that the supplier has not billed yet. - **Total cost** — the actual cost plus the committed cost. - **Actual margin** — revenue less the total cost, as a percentage of revenue. ## How it works *[Diagram: Which margin shows: the expected margin until the deal has invoiced revenue and at least one purchase order or supplier invoice, then the actual margin. Either can be replaced by a margin set by hand with a reason, which can be cleared.]* 1. **While you sell.** The margin is **Expected**: the contract value less the estimated cost. 2. **While you buy.** Issuing a purchase order moves that amount into committed cost. Recording the supplier's invoice moves it into actual cost. Both count towards the actual margin, so an order you have placed lowers the margin before the bill arrives. 3. **Once you have invoiced and bought.** When the deal has invoiced revenue and at least one purchase order or supplier invoice, the margin becomes **Actual**. A service deal whose quotations carry no cost shows **Actual** as soon as it is invoiced. 4. **When you know better.** Anyone who can edit the opportunity can select **Set margin by hand** (**Change manual margin** once one is set), enter the **Gross margin (%)** and a **Reason**. The margin then reads **Manual**, the change is recorded in **History**, and **Clear manual margin** removes it. People who can see the figures still see the **Computed margin** beside it. ## Good to know - easySales never shows a percentage on zero revenue. - An invoice counts as the deal's revenue only when it was raised from one of the deal's quotations. - Quotation lines without a cost are left out of the estimate, and the section counts them in a note. - Amounts in another currency are converted at each document's own stored rate. A document with no rate is not valued and shows as **Not valued**; it is never counted at a rate of 1. - Cost figures appear only for people whose role lets them list all purchase orders (**Purchase** **List** at **All records**). Revenue needs all invoices (**Invoice** **View** at **All records**) and the account. The quoted figures need all of the deal's quotations. A figure you may not see is left out, not shown as zero. - If your role cannot see invoices, the margin always reads **Expected**. - On the Opportunities list, the **Gross margin %** column shows the same margin as the **Profit** section. ## Terms - **Gross margin** — profit as a percentage of its base: the contract value while it is expected, the invoiced revenue once it is actual. - **Total cost** — actual cost plus committed cost: everything bought for the deal, billed or not yet billed. - **Mark-up** — profit as a percentage of cost. easySales does not show it. - **Committed cost** — money you have agreed to spend by issuing a purchase order, before the bill arrives. ## Common misunderstandings - A high expected margin is a forecast, not a result. Check it again once purchase orders are issued. - Revenue is always before tax. Tax on a purchase counts as cost only when it is not recoverable. - Recording a supplier payment does not change the cost. Cost follows the supplier's invoice. ## Where to find it Open an opportunity and find the **Profit** section. Purchase orders are raised from [Purchase orders](https://easysales.work/help/purchasing-delivery/purchase-orders/), and supplier invoices are recorded on each order. ## Why it works this way **Margin is measured on what you sell.** Gross margin divides profit by revenue, the same way your profit and loss statement does, so a deal's figure compares directly with your accounts. Mark-up divides by cost and reads higher for the same deal: SGD 9,000.00 profit on SGD 11,000.00 of cost is 81.82% mark-up but a 45% margin on SGD 20,000.00. **An order counts before its bill.** Once you issue a purchase order, you have agreed to pay it. Counting it as committed cost shows the effect on the deal while you can still act, instead of when the supplier's invoice arrives weeks later. **Everything is before tax.** GST you charge is collected for the tax authority, and input tax you can claim back costs you nothing in the end. Only what really stays with you or leaves you is in the margin. **A hidden figure is left out, not set to zero.** A margin built from only the invoices or orders you can see would look precise and be wrong. easySales shows a figure only to someone who can see all of its parts. ## Work faster - **Type unit costs on the quotation lines.** The accepted quotation's line costs become the **Estimated cost**, so the expected margin is there from the day the customer accepts. See [Line items](https://easysales.work/help/quotations/line-items/). - **Raise invoices from the quotation.** Only invoices raised from the deal's quotations count as its revenue. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Raise purchase orders from the opportunity.** **New purchase order** on the opportunity's **Purchase orders** tab fills in the opportunity for you. See [Purchase orders](https://easysales.work/help/purchasing-delivery/purchase-orders/). - **Close an order the supplier will not bill in full.** **Close purchase order** releases what was not billed, so it stops counting as committed cost. - **Compare deals on the list.** The **Gross margin %** column on the **Opportunities** list shows each deal's margin with its source. See [Opportunities](https://easysales.work/help/sales/opportunities/). ## Examples Lim & Co wins the Harbour Café fit-out. The accepted quotation is SGD 20,000.00 before tax, with line costs of SGD 11,000.00. The **Profit** section shows a **Gross profit** of SGD 9,000.00 and a **Gross margin** of 45% (Expected): 9,000.00 ÷ 20,000.00. Mei Tan issues a purchase order to the carpentry workshop for SGD 10,500.00 and raises a deposit invoice of SGD 6,000.00 before tax from the quotation. The deal now has revenue and a purchase order, so the margin is **Actual**: SGD 6,000.00 less the SGD 10,500.00 committed is SGD −4,500.00, −75%. That is not a loss; most of the work is still to be invoiced. Lim & Co then invoices the remaining SGD 14,000.00, and the workshop bills SGD 10,800.00 after an extra shelf, so nothing is left committed. The margin is **Actual**: SGD 20,000.00 less SGD 10,800.00 is SGD 9,200.00, 46%. Daniel Lim's design-only deal for SGD 3,000.00 has no costs on its quotation. Once it is invoiced, its margin is **Actual** at SGD 3,000.00, 100%. He knows two days of a freelancer's time went into it, so he sets the margin by hand to 80% with the reason "Freelance drafting, not ordered through easySales". **A credit note after completion.** One panel on the fit-out is damaged, and Mei issues a credit note of SGD 500.00 before tax on the final invoice. **Revenue (invoiced)** falls to SGD 19,500.00 (20,000.00 − 500.00), the **Gross profit** to SGD 8,700.00 (19,500.00 − 10,800.00), and the margin to 44.62% (Actual): 8,700.00 ÷ 19,500.00 = 0.44615…, rounded to two decimals of a percent. **An invoice outside the deal.** The café later orders a floor lamp, and Mei creates an invoice for SGD 400.00 straight from the account, not from the fit-out quotation. It counts in the café's balance, but not in the fit-out's revenue, which stays SGD 19,500.00. ## Common questions - **What is the difference between gross margin and mark-up?** Gross margin is profit as a percentage of revenue; mark-up is profit as a percentage of cost. SGD 9,000.00 profit on a SGD 20,000.00 sale costing SGD 11,000.00 is a 45% margin and an 81.82% mark-up. - **Why does my opportunity show a negative margin?** You have issued purchase orders for more than you have invoiced so far. Committed cost counts at once, so the margin rises again as you invoice. - **Why does an invoice not count in the opportunity's revenue?** It was not raised from one of the opportunity's quotations, it is still a draft, or it was cancelled. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Why is the expected margin blank?** No line on the accepted quotations carries a cost, or there is no accepted quotation and no cost on the opportunity. Type the unit costs on the quotation lines. - **Why can't I see the cost figures?** Your role does not list all purchase orders. Cost figures need **Purchase** **List** at **All records**. See [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/). - **Can I type the margin myself?** Yes, with **Edit** on the opportunity. Select **Set margin by hand**, enter a **Gross margin (%)** between −1000 and 100 with up to four decimal places, and give a **Reason**. **Clear manual margin** returns to the computed figure. ## Related - [Opportunities](https://easysales.work/help/sales/opportunities/) - [Purchase orders](https://easysales.work/help/purchasing-delivery/purchase-orders/) - [Supplier invoices](https://easysales.work/help/purchasing-delivery/supplier-invoices/) - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) --- # Products and line items > How products fill in quotation and invoice lines in easySales, what each line keeps for itself, and where line prices, costs and tax come from. Source: https://easysales.work/help/concepts/products-and-line-items/ A **product** is something you sell, kept once in the product list so nobody retypes it. A **line item** is one line on a quotation or an invoice. The line starts from a product and then keeps its own details for that document, so the price you quote one customer never changes your catalogue. ## How it works A product is either **Goods** — a thing you supply, such as a roller blind — or a **Service** — work you do, such as an hour of design consultation. It holds a **Name**, **Code**, **Unit**, **Category**, **Manufacturer**, **Currency**, **List Price**, **Cost**, **Description** and, if you choose one, a **Default sales tax**. When you pick a product on a line, the line takes its name, **Unit**, list price and description, and its **Default sales tax** when it has one. From then on the line belongs to the document: change its **Qty**, **Unit price** or **Description** for this customer, and the product stays as it was. Changing or deactivating the product later does not change documents that already list it. A line's amount is its **Qty** times its **Unit price**. Tax comes from the document: every line uses the document's rate, shown as **Document rate**, unless you tick **Per-line tax rates** and choose a rate in that line's **Tax code**. A product's **Default sales tax** is a starting point for its line. The line takes it only if the document offers that tax on its date; when it is the document's own tax, the line simply keeps the **Document rate**. ## Good to know - Every saved line needs a product. If the product does not exist yet, type its name on the line and choose **Create new product “…”**; this needs **Product** **Add**. - A line can carry its own discount, as a percentage or an amount, and a document can carry one discount on its whole subtotal. Both come off before tax — see [Give a discount](https://easysales.work/help/quotations/discounts/). - **List Price** and **Cost** are optional. Leave them empty when the price varies; a line then starts with no price. - The list price is copied as it stands, whatever the document's currency. It is not converted. - A line's **Unit cost** adds up to **Cost**, for your own margin. The customer does not pay it, and picking a product does not fill it in. - Once an invoice is issued, what it charges — its lines, prices and tax — is locked. - easySales does not track stock. Issuing an invoice does not reduce a quantity on hand. ## Terms - **Product** — a catalogue entry for goods or a service you sell. - **Goods** / **Service** — the product's type: a thing supplied, or work done. - **Unit** — how a quantity is measured, such as roll or day. - **List Price** — the price a line starts from when you pick the product. - **Line item** — one line of a quotation or invoice, with its own quantity, price and description. - **Document rate** — the document's own tax rate, used by every line without its own rate. - **Default sales tax** — the tax a line starts with when it picks the product, if the document offers it. ## Common misunderstandings - Updating a product's price does not reprice existing quotations or invoices. - Deactivating a product does not remove it from documents that already list it. - A product's **Default sales tax** does not set the tax of documents already written. Tax is charged as each document and its lines say. ## Where to find it Select **Products** in the sidebar for the product list; see [Products](https://easysales.work/help/products/overview/). Lines are edited on a quotation or an invoice; see [Line items](https://easysales.work/help/quotations/line-items/). ## Why it works this way **A line is a copy, not a link.** Once a quotation is sent or an invoice issued, your customer holds those prices. Because each line keeps its own details, a later price rise in the catalogue cannot change a document they already have. **Tax belongs to the sale; the product only suggests it.** The same roller blind is standard-rated when you install it in Singapore and may be zero-rated when you export it. A product's default fills in the usual case, and the document, or one line, still carries the tax that applies to that sale. **Every line names a product.** The same item is then written the same way on every quotation and invoice, and a new item typed on a line becomes a product you can pick next time. **The cost stays inside your company.** A line's unit cost is never printed. It lets you see your margin while you price the job, and the accepted quotation's costs feed the deal's [gross margin](https://easysales.work/help/concepts/gross-margin/). ## Work faster - **Create products as you quote.** With **Product** **Add**, a name typed on a line becomes a product when you save the document. See [Create a product](https://easysales.work/help/products/create-a-product/). - **Load your catalogue from a spreadsheet.** [Data import](https://easysales.work/help/administration/data-import/) brings in products from an .xlsx or .csv file. - **Reuse the lines of a past quotation.** **Copy** in the **···** menu starts a new draft with the same lines. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). - **Choose the document's tax first.** Set the tax once on the quotation or invoice, and use **Per-line tax rates** only for the exceptions. See [Line items](https://easysales.work/help/quotations/line-items/). - **Type the unit cost where you track margin.** It is not taken from the product, so enter it on the lines whose margin you want to see. ## Examples Lim & Co's product "Roller blind" is **Goods**, with **Unit** set to pc and a **List Price** of SGD 180.00. Mei Tan picks it on a quotation for Harbour Café Pte Ltd, sets **Qty** to 6 and agrees a **Unit price** of SGD 165.00: the line comes to SGD 990.00 (6 × 165.00), and **GST 9%** adds SGD 89.10 (990.00 × 9%), SGD 1,079.10 in all. The product still lists SGD 180.00 for the next customer. **A product created from the line.** Harbour Café also wants acoustic panels, which Lim & Co has never sold. On the same quotation Mei types "Acoustic panel", chooses **Create new product “Acoustic panel”** and **Goods**, and sets **Qty** 8, **Unit** pc and **Unit price** SGD 145.00. The line comes to SGD 1,160.00 (8 × 145.00). Before she saves, the quotation tells her **Saving will also create 1 product: Acoustic panel**. On saving, the new product takes the line's unit, its price of SGD 145.00 and the quotation's currency. Its **Category**, **Manufacturer** and **Cost** stay empty until someone fills them in. **A price in another currency.** "Teak side table" has a **List Price** of SGD 420.00. Mei quotes two for a client in Kuala Lumpur in MYR. Picking the product puts 420.00 in **Unit price**, unchanged, so she types the agreed MYR 1,350.00; the line comes to MYR 2,700.00 (2 × 1,350.00). ## Common questions - **If I change a product's price, do my old quotations change?** No. Each line keeps the price it was given. Only lines you add afterwards start from the new list price. - **Where do I set the GST rate for a product?** Open the product, select **Edit** and choose a **Default sales tax** under **Pricing**. Lines that pick the product then start with that tax; the document or the line can still change it. See [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/). - **Is a product's list price converted into the quotation's currency?** No. The number is copied as it stands. Type the price in the document's currency on the line. - **Does easySales track stock levels?** No. A product has no quantity on hand, and issuing an invoice does not reduce one. - **What is the difference between Goods and Service?** **Goods** are things you supply; a **Service** is work you do. You choose one for every product, including one created from a line. - **What happens to quotations when I deactivate a product?** Nothing. Documents that list it keep their lines; the product is no longer offered on new lines. ## Related - [Products](https://easysales.work/help/products/overview/) - [Line items](https://easysales.work/help/quotations/line-items/) - [Create a product](https://easysales.work/help/products/create-a-product/) - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Quotation or invoice](https://easysales.work/help/concepts/quotation-vs-invoice/) --- # Ownership and visibility > Record owners in easySales — who owns each record, why a colleague cannot see a customer under Own records only, and how to share or hand it over. Source: https://easysales.work/help/concepts/ownership-and-visibility/ Every customer and sales record in easySales has an owner: the colleague responsible for following it up. For anyone whose role gives **Own records only**, ownership also decides which records they see. When a colleague cannot find a record, ownership is the first thing to check. ## How it works Each kind of record names its owner in a field of its own: - an account's **Account Owner**; - a contact's **Contact Owner**; - the **Salesperson** on a quotation or an invoice, and the salesperson on a credit note; - the **Owner** of an opportunity, a purchase order or a delivery order; - a receipt or a refund belongs to whoever recorded it. Activities follow the record they are posted on: everyone who can see the record can read its activities, and so can the people involved. An activity in a members-only space is read by the space's members only. See [Who can see activities](https://easysales.work/help/activities/who-can-see/). What a person sees then depends on their role's level for the action. **No access** shows nothing, **All records** shows every record in your company, and **Own records only** shows the records they own plus those your sharing settings add: **Default access**, **Sharing rules**, **Teams** and **Reports to**. An account's **Account Team** adds more: a member reaches that account and everything filed under it, whoever owns it. Each member's **Account Access** is **Read Only** or **Read/Write**. Two links between an account and its documents work without any setting. The **Account Owner** can read the opportunities, quotations, invoices and credit notes filed under the account, and whoever owns one of those documents can read its account. ## Good to know - Changing the owner moves responsibility, and changes who sees the record under **Own records only**. It never changes what anyone's role allows. - To hand over one record, use **Change Owner** in its **···** menu. **Owner history**, in the same menu, lists every change of owner: when, from whom, to whom and who made it. - When someone leaves, deactivate their user account, then move what they owned with **Transfer records**. Deactivating moves nothing by itself. To find a deactivated user later, set **Status** to **Deactivated** on the **User accounts** list. - In a transfer, issued invoices, credit notes and closed quotations stay with the original salesperson unless you choose to move them. - Products, users, receipts and refunds have no sharing. Under **Own records only** you reach only your own. ## Terms - **Owner** — the colleague responsible for a record, in the field named for it, such as **Account Owner**. - **Own records only** — the level that limits a role to the records the user owns, plus shared ones. - **Account Team** — colleagues added to one account so they can work on it without owning it. - **Reports to** — each user's manager. While **Grant Access Using Hierarchies** is on, a manager reaches the records of the people below them. - **Transfer records** — a role setting that allows transferring any record in your company. ## Common misunderstandings - Ownership does not grant an action that the role refuses. - **Own records only** is not a weaker **All records**. It is a different set of records. - A record you cannot see is not missing. It may belong to a colleague outside your reach. - A deactivated user's records stay theirs until someone transfers them. ## Where to find it The owner is shown on each record's page, with **Change Owner** and **Owner history** in its **···** menu; see [Change the owner](https://easysales.work/help/accounts/ownership/). Moving everything a user owned is described in [Transfer records](https://easysales.work/help/administration/transfer-records/). ## Why it works this way **Every record has one person responsible.** A customer with no owner is a customer nobody follows up. Naming one colleague on each account, quotation and invoice means someone always knows it is theirs to chase. **Access follows responsibility.** Under **Own records only**, what you see is what you look after. When a customer moves to a colleague with **Change Owner**, their access moves with it, and nobody has to edit a role. **Issued documents keep their salesperson.** An issued invoice records who made the sale. Leaving it with them in a transfer keeps their sales history and commission figures as they were. **Money you did not record stays private.** A receipt belongs to whoever recorded it, with no sharing. Being able to open a customer does not, by itself, show a colleague every payment that customer made unless their role sees all records. ## Work faster - **Hand over a whole customer in one step.** **Change Owner** on the account moves its contacts and the open work you tick with it. See [Change the owner](https://easysales.work/help/accounts/ownership/). - **Share one customer instead of handing it over.** Add a colleague to the account's **Account Team** with **Read Only** or **Read/Write** access. See [Account details](https://easysales.work/help/accounts/account-details/). - **Let managers see their people's records.** Record **Reports to** for each user once; with **Grant Access Using Hierarchies** on, managers reach their team's records. See [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). - **Move a leaver's records together.** [Transfer records](https://easysales.work/help/administration/transfer-records/) moves what a deactivated user owned to a colleague, account by account or all at once. ## Examples Priya's role gives **Account** at **Own records only**, and Harbour Café Pte Ltd belongs to Mei Tan. Priya chases the café's unpaid invoices, but she cannot open the account until Mei adds her to its **Account Team** with **Account Access** set to **Read Only**. From then on Priya can open the account, and the quotations and invoices filed under it wherever her role gives her those modules, but cannot change them. The account stays Mei's. When Farid Rahman leaves Lim & Co, Daniel Lim deactivates his user account and moves his accounts to Mei with **Transfer records**, leaving the invoices Farid issued with him. **A manager's view.** Daniel Lim's role gives **Quote** at **Own records only**, and he owns two open quotations and no accounts. Mei has four open quotations and Priya three, and both have **Reports to** set to Daniel. With **Grant Access Using Hierarchies** on for quotations, Daniel's **Quotations** list shows nine open quotations (2 + 4 + 3). ## Common questions - **Who owns a record in easySales?** The colleague named in its owner field: **Account Owner**, **Contact Owner**, the **Salesperson** on a quotation or invoice, or the **Owner** of an opportunity or order. A receipt belongs to whoever recorded it. - **Why can't my colleague see a customer I can see?** Their role is set to **Own records only** for **Account**, and the customer is neither theirs nor shared with them. Add them to the **Account Team**, or change the owner. - **How do I let a colleague work on my customer without giving it away?** Add them to the account's **Account Team**. Choose **Read/Write** if they need to change records, or **Read Only** if they only need to look. Their role still decides which actions they can take. - **Can a manager see the records of the people who report to them?** Yes, when each person's **Reports to** is set and **Grant Access Using Hierarchies** is on for that kind of record. See [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). - **Does deactivating a user give their customers to someone else?** No. Their records stay theirs until you move them with [Transfer records](https://easysales.work/help/administration/transfer-records/). Find the user by setting **Status** to **Deactivated** on the **User accounts** list. - **Can I share a single receipt or product?** No. Receipts, refunds, products and users have no sharing. A role that needs to see all of them needs **All records**. ## Related - [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/) - [Change the owner](https://easysales.work/help/accounts/ownership/) - [Transfer records](https://easysales.work/help/administration/transfer-records/) - [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/) --- # Roles and sharing > How easySales user roles and permissions work — No access, All records or Own records only for each action, plus sharing settings, teams and managers. Source: https://easysales.work/help/concepts/roles-permissions-and-sharing/ Two things decide what a colleague can do in easySales. Their **role** says which actions they may take in each module, and on whose records. Your company's **sharing settings** decide which colleagues' records count as reachable for someone limited to their own. Knowing how the two fit lets you give each person the access their job needs. ## How it works *[Diagram: Who sees a record: the role's level for the action decides first. No access shows no records, All records shows every record in your company, and Own records only shows the records you own plus those the sharing settings add through Default access, Sharing rules, Teams and Reports to.]* Each module has five actions: **List**, **View**, **Add**, **Edit** and **Delete**. A role sets each action to one of three levels: - **No access** — the action is refused. - **All records** — every record of that kind in your company. - **Own records only** — the records the user owns, plus those your sharing settings open to them. Every company has two standard roles, which cannot be changed. **Administrator** has every permission at **All records**. **Viewer** can **List** and **View** accounts, contacts, quotations, invoices and credit notes at **Own records only**, and read the activities on the records it can see; nothing else. Any other mix is a custom role your company creates. Sharing matters only at **Own records only**. Its four tabs each widen what counts as reachable: **Default access** sets how private each kind of record is; **Sharing rules** open one team's records to another team; **Teams** group colleagues, and a **Team Leader** reaches the records of the teams they lead and the teams below; **Reports to** records the reporting line, so a manager reaches the records of the people below them. ## Good to know - The role decides the action. Sharing never overrides **No access**: seeing a shared record needs **View**, and changing it needs **Edit**. - **System** takes only **No access** or **All records**. - Beside the five actions, a role can have **Transfer records** and the **Role administration** controls, such as **Manage custom roles**, **Assign roles**, **Write off small payment differences** and **Write off bad debts**. They always apply company-wide. - Only people with **Manage custom roles** create or change roles, and only people with **Assign roles** give a role to a user. - Someone who is not an Administrator can create, edit or assign only roles that grant no more than their own. Nobody can change their own role or edit the custom role that gives them their access. - Products, users and receipts have no sharing. At **Own records only**, a user reaches only their own. Activities follow the record or space they are posted in. ## Terms - **Role** — the set of permissions a user works under. Each user has one. - **Standard Role** — **Administrator** or **Viewer**; neither can be edited. - **Custom Role** — a role your company creates and can change. - **Permission level** — **No access**, **All records** or **Own records only**, set for each action in each module. - **Sharing settings** — **Default access**, **Sharing rules**, **Teams** and **Reports to**. - **Reports to** — who each user reports to; the reporting line that sharing follows. ## Common misunderstandings - Sharing a record does not give an action that the role refuses. - **All records** and **Own records only** describe whose records, not seniority. - Sharing settings change nothing for someone on **All records** or **No access**. - **Team (text)** on a user's page is a free label, not one of the teams under sharing. ## Where to find it Roles are on the **Roles** tab of **User accounts**; see [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). Sharing is under **System settings**, **Sharing & teams**; see [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). ## Why it works this way **The role says what; sharing says whose.** Five designers can share one role and still see different customers, because sharing and ownership decide the records while the role decides the actions. You keep a few roles instead of one per person. **Sharing can widen what you see, never what you may do.** A sharing rule opens records; it cannot let someone delete an invoice their role does not allow them to delete. Opening a team's records to another team is therefore safe to do without reviewing every role. **Nobody can raise their own access.** A user cannot change their own role, and someone who is not an Administrator cannot give any role more than they have. A change in access always involves a second person, which protects your customers' data and your financial records. **Sensitive controls are company-wide.** Writing off a bad debt or managing roles affects your books or everyone's access, so these controls are either on or off for the role, never limited to own records. ## Work faster - **Start a new role from an existing one.** **Copy from** fills the new role with a custom role's permissions, so you change only what differs. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Group colleagues into teams.** One sharing rule between two teams replaces sharing records person by person. See [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). - **Record the reporting line once.** With **Reports to** set and **Grant Access Using Hierarchies** on, a manager reaches their people's records without a role at **All records**. See [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). - **Open one customer to one colleague.** The account's **Account Team** gives access to that customer alone. See [Account details](https://easysales.work/help/accounts/account-details/). - **Check a level before you set it.** The [Permissions reference](https://easysales.work/help/reference/permissions/) lists what each module's actions allow. ## Examples Lim & Co's designers work on a custom role with **Account**, **Contact**, **Quote** and **Invoice** at **Own records only**. Daniel Lim sets **Account** to **Private** under **Default access** and records on **Reports to** that Mei Tan and Priya Nair report to him. Mei sees only her own accounts; Daniel sees his, Mei's and Priya's. **A role for collections.** Priya follows up payments for the whole firm. Daniel copies the designer role into a new role, "Collections", and changes it: | Module or control | Setting | |---|---| | **Account**, **Contact** — **List**, **View** | **All records** | | **Invoice** — **List**, **View**, **Edit** | **All records** | | **Quote** — every action | **No access** | | **Write off small payment differences** | On | Priya can now open every customer and invoice, record payments, and see each account's **Statement**, which appears only to roles that see all invoices. She cannot see or write quotations. ## Common questions - **What is the difference between a role and sharing?** The role decides which actions someone may take and at what level. Sharing decides which colleagues' records count as theirs when the level is **Own records only**. - **What can the Viewer role do?** List and open accounts, contacts, quotations, invoices and credit notes it owns or that sharing opens to it, and read their activities. It cannot create or change anything. - **Can a user have more than one role?** No. Each user has one role. Give someone a wider custom role, or use sharing and the **Account Team**, when they need more. - **Can I change my own role?** No. Ask another person who has **Assign roles**. This stops anyone raising their own access. - **Does sharing affect users with All records?** No. They already reach every record of that kind. Sharing only widens **Own records only**. - **Who can create and edit roles?** People whose role has **Manage custom roles**. If they are not an Administrator, they can grant only what their own role has. ## Related - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/) - [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/) - [Permissions reference](https://easysales.work/help/reference/permissions/) --- # Activities and follow-up > Track customer follow-up in easySales with notes, tasks, events and communications, mention colleagues, and see who reads them and where your to-dos gather. Source: https://easysales.work/help/concepts/activities-and-follow-up/ Activities record the work and the conversations around a customer or a deal. Post each one on the record it is about, so whoever opens that account or quotation next sees what has happened and what is still to do — and bring colleagues in by mentioning them. ## How it fits together *[Diagram: An activity is posted on a record — an account, contact, lead, opportunity, quotation or invoice — or in a space. Replies, @ mentions and # links belong to the activity, and a mention notifies the colleague in their message centre.]* - An **activity** is a note, a task, an event or a communication. You post it on an account, contact, lead, opportunity, quotation or invoice, or in a space. - **Replies** sit under the activity. **@** mentions a colleague; **#** links another record, so the activity shows there too. - A **space** holds activities that are not about one record. It is members-only or company-wide. - The **message centre**, behind the bell, is where mentions, tasks and news on followed documents reach you. **My work** gathers your own tasks and events, with a calendar. ## How it works *[Diagram: When something happens — a mention, a task, news on a followed document — it lands in To do if you must act, or in Updates if you should know. Your email settings for that type and priority decide whether it is emailed too. It is emailed now, in a digest or not at all. Digests go out one email per person per run and wait while your quiet hours last; urgent email does not.]* 1. You post an activity and mention a colleague. 2. It reaches their message centre: **To do** if they must act, **Updates** if they should know. 3. Their notification settings decide whether it is also emailed. Email is gathered into one digest per person each time easySales sends, and held during quiet hours. An urgent mention is emailed at once, up to 3 an hour to the same colleague; past that it is sent as a normal mention. 4. Their tasks and events appear in their **My work**, by date. easySales also adds items to **To do** by itself, such as a quotation still not marked as sent, a sent quotation with no customer contact since, an overdue invoice, or an opportunity with nothing booked next. Each item goes as soon as its cause is dealt with. See [Message centre](https://easysales.work/help/inbox/message-centre/). ## Good to know - An activity on a record is visible to everyone who can see that record, plus the people involved. In a members-only space only its members and the people named in it read it — administrators must join too. See [Who can see activities](https://easysales.work/help/activities/who-can-see/). - **Who can see this**, on an activity, lists each reader and the reason. - You follow the opportunities, quotations and invoices you own without doing anything. Follow any other document you can see to get an update when it is issued, sent, paid, cancelled or voided, or changes stage. See [Follow a document](https://easysales.work/help/inbox/follow-a-document/). - A sent quotation counts as followed up only after a communication, or an event that has started with a customer contact attending, is linked to the quotation, its opportunity or its contact. - A deleted activity stays on the timeline as a deleted entry, and someone with **Manage others’ activities** can **Restore** it. An edited activity keeps its earlier versions under **History**. - Activities from the old Tasks, Notes, Calendar and Call logs pages were not carried over. ## Terms - **Activity** — a note, task, event or communication posted on a record or in a space. - **Mention** — **@** and a colleague's name, which brings the activity to their message centre. - **Space** — a members-only or company-wide place for activities not tied to one record. - **Message centre** — your **To do** and **Updates**, behind the bell. - **My work** — your own tasks and events, grouped by date, with a calendar. - **Customer contact** — a communication, or an event with a customer contact attending, which clears a sent quotation's follow-up. ## Common misunderstandings - A mention does not open the records linked in the activity to the person you mention. - Being an administrator does not open a members-only space. - Not every message is emailed. The message centre always has it; email follows each person's settings. - A note does not count as customer contact. Log the call or the meeting as a communication or an event. ## Where to find it Open any account, contact, lead, opportunity, quotation or invoice and select its **Activities** tab to read and post its activities. Select the bell for your messages, **My work** for your own tasks and events, and **Spaces** for spaces. See [Activities](https://easysales.work/help/activities/overview/), [Message centre](https://easysales.work/help/inbox/message-centre/) and [My work](https://easysales.work/help/my-work/overview/). ## Why it works this way **Follow-up lives on the record, not in someone's inbox.** When the call notes and the next task sit on the account or quotation, whoever picks up the customer next — a colleague covering leave, or a new owner after a transfer — sees the whole story without asking. **What you can read follows the record.** Anyone who can see a customer can see its activities, so sharing a customer shares its history and nobody looks after a second set of permissions. A members-only space is there for the work that has to stay in a small group. **Only real contact clears a quotation follow-up.** A note to yourself does not tell the customer anything. Counting only a logged call, message or meeting keeps the **To do** honest about whether the customer has heard from you since the quotation went out. **Everything reaches the message centre; email is your choice.** Turning email down never loses a message. An urgent mention still gets through at once, and the limit of 3 an hour to each colleague keeps urgent meaning urgent. ## Work faster - **Log the call and its next step together.** When you save a communication, tick **Also create a next-step task** and fill in **Next step** and **Next step due**. See [Events and communications](https://easysales.work/help/activities/events-and-call-logs/). - **Close a task and book the next one in one go.** **Done & schedule next** on an open task completes it and opens the next task. See [Tasks](https://easysales.work/help/activities/tasks/). - **Type # to link the deal.** Linking the quotation or opportunity puts the activity on that record too, so a call about a sent quotation clears its follow-up. See [Write an activity](https://easysales.work/help/activities/activities-tab/). - **Snooze instead of ignoring.** **Snooze** brings a message back later, for example **Tomorrow 09:00** or **Next Monday 09:00**. See [Message centre](https://easysales.work/help/inbox/message-centre/). - **Start the day from one email.** The **Morning to-do e-mail** lists what is overdue and due today, and is not sent when there is nothing to do. See [Notification settings](https://easysales.work/help/inbox/notification-settings/). - **Find deals with nothing booked.** In **My work**, the team view's **No next step** lists open opportunities with no open task or future event. See [Team view](https://easysales.work/help/my-work/team/). ## Examples After a site visit to Harbour Café Pte Ltd, Mei Tan opens the café's account. She logs a communication for the call she had with Ahmad Salleh that morning, posts a note of the colours he chose, and posts a task, due Friday, for Marcus Tan to send the revised quotation, mentioning him with **@**. Marcus finds the task in his message centre and under **Next 7 days** in **My work**; everyone who opens the café's account sees all three. **A quotation waiting for an answer.** Mei marks QN-10000150 for Harbour Café as sent on Monday 5 October. Lim & Co keeps the quotation follow-up at 3 days, so on Thursday 8 October her **To do** shows that there has been no customer contact since it was sent. She calls Ahmad, saves a communication on the quotation's **Activities** tab and ticks **Also create a next-step task**, due Monday 12 October. The **To do** item goes, and the new task appears under **Next 7 days** in **My work**. ## Common questions - **What is the difference between a note, a task, an event and a communication?** A note records something worth remembering, a task is work someone must finish, an event is time booked such as a site visit, and a communication records being in touch by phone, video, in person, message or email. See [Activities](https://easysales.work/help/activities/overview/). - **Who can see the notes I post on a customer?** Everyone who can see that customer's record, plus the people named in the activity. **Who can see this** on the activity lists each reader and the reason. See [Who can see activities](https://easysales.work/help/activities/who-can-see/). - **Does mentioning a colleague give them access to the customer?** No. They can read the whole thread, including what it says about the linked records, but they still cannot open a record their role does not let them see. - **Why is a quotation still in my To do after I followed it up?** Only a communication, or an event that has started with a customer contact attending, counts, and it must be linked to the quotation, its opportunity or its contact. A note, a call logged only on the account, or one whose sub-type is set not to count as customer contact, does not clear it. - **How do I get fewer notification emails?** In your notification settings, set each type to **Digest** or **In-app only**, or set **Quiet hours**. Everything still reaches your message centre. See [Notification settings](https://easysales.work/help/inbox/notification-settings/). - **Can I get back an activity that was deleted?** Yes. It stays on the timeline as a deleted entry, and someone with **Manage others’ activities** can select **Restore**. - **Where do I see all my tasks across customers?** In **My work**, grouped as **Overdue**, **Today**, **Next 7 days**, **Waiting** and **No due date**, beside a calendar. See [My work](https://easysales.work/help/my-work/overview/). ## Related - [Activities](https://easysales.work/help/activities/overview/) - [Message centre](https://easysales.work/help/inbox/message-centre/) - [My work](https://easysales.work/help/my-work/overview/) - [Spaces](https://easysales.work/help/spaces/overview/) - [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/) --- # Documents and templates > How easySales prints quotations, invoices, receipts and statements as PDFs with your letterhead, Word or form designs, and saved terms and conditions templates. Source: https://easysales.work/help/concepts/documents-and-templates/ A document is the PDF your customer or supplier receives. easySales makes it fresh from the record each time you ask for it, so the PDF always shows what the record says now. Templates decide how a document looks; the record decides what it says. ## How it works easySales produces these documents, each from a button on the screen where you work with the record: - a quotation and an invoice, with **PDF** on their pages; - a credit note, with **PDF**; - a receipt, with **Download PDF**. A receipt belongs to the account and can pay several invoices, so one receipt gives one PDF listing every invoice it paid; - a statement of account, from **Statement** on the account, for a **Period** you choose, with **PDF**; - a purchase order and a delivery order, with **PDF** on their pages. Three things shape each PDF. The **letterhead** is the header and footer printed on every document: your logo, company name, address and registration numbers. The **design** lays out an invoice, a quotation, a purchase order or a delivery order, and is one of **Use the built-in design**, **Design it in a form** or **Upload a Word file**. Credit notes, receipts and statements use the built-in design with your letterhead. The **record** supplies the customer, dates, lines, tax, totals and status. ## Good to know - easySales produces PDF only. A Word file is a way to supply a design; the document it produces is still a PDF. - A draft invoice prints as a proforma, headed PROFORMA INVOICE. Once issued, it prints the title its design sets. With **Automatic (by tax registration)**, it is the title your tax registration calls for: in Singapore, for example, TAX INVOICE while your company is registered and the invoice has a taxable line, and INVOICE otherwise. The title is fixed at issue. - Asking for a PDF changes nothing on the record, and changing a design never changes a record. - A new design is used for every PDF printed from then on, reprints of older documents included. An issued invoice still prints its own number, lines, amounts, title and the name and address it was issued with. - A new design takes effect only when you select **Use this**. The design it replaces stays under **Version history**, where **Restore** brings it back. - When an invoice's amount payable differs from its printed total, the built-in and form designs print the difference as a Rounding row under the total. A Word design prints it only if the file has a Rounding row; easySales warns you when a Word invoice design has none, and still lets you use it. - Printed dates follow your company's time zone, not your own. - Standard templates are saved wording that people with the right permission can add, change and delete; documents that already used one keep the text they were given. - The **Purchase order** and **Delivery order** design cards appear only when your company has those modules. ## Terms - **Letterhead** — the header and footer printed on every document. - **Company block** — the company name and lines printed on every document, whichever letterhead you use; left blank, they come from your Licence record. - **Design** — the layout of an invoice, quotation, purchase order or delivery order: built-in, filled in on a form, or a Word file you upload. - **Standard template** — saved wording, such as terms and conditions, that you apply to a document's text. - **Proforma** — the printed form of a draft invoice, which is not yet a tax invoice. - **Rounding row** — the line under an invoice total that shows the difference between the printed total and the amount payable. ## Common misunderstandings - Editing a saved PDF does not change the record in easySales. - A design cannot correct wrong figures. They come from the record. - A standard template is wording, not a layout. - Previewing a draft invoice does not issue it. - easySales does not email documents. Save the PDF and send it yourself. ## Where to find it The buttons are on each record, as listed above. Letterhead and designs are under **System settings** → **Document settings**. Standard templates are under **System settings** → **Standard templates**. See [Documents](https://easysales.work/help/documents/overview/). ## Why it works this way **The PDF is made from the record, so there is one version of the truth.** easySales keeps no stored copy that could drift from the record. Each PDF shows what the record says when you ask, with the latest payments and credits, and fixing a mistake means fixing the record — or, once an invoice is issued, raising a credit note — never editing the PDF. **One design for the whole company.** Every salesperson's quotations and invoices carry the same letterhead, layout and terms, so your customers deal with one business. The design is set once under **Document settings**, not chosen document by document. **Nothing goes live until you say so.** You preview a new design before **Use this**, and the old one stays in **Version history**. A mistake in a Word file never reaches a customer unseen, and you can always go back. **Wording is copied, not linked.** Applying a standard template copies its text into the document. Changing or deleting the template later never alters a quotation or invoice your customer already has. ## Work faster - **Make your terms the default.** Tick **Use as the default for new documents of this type** on a quotation or invoice template, and each new document starts with that text in **Terms and conditions**. See [Standard templates](https://easysales.work/help/documents/standard-templates/). - **Pick other wording in one click.** **Use a saved template** under the terms box swaps in another template; **Undo** puts the earlier text back. See [Standard templates](https://easysales.work/help/documents/standard-templates/). - **Start a Word design from the sample.** **Download a sample** gives you a Word file to edit and upload, rather than building one from nothing. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - **Fill in the company block once.** **Edit company block** on the Letterhead card sets the company lines printed on every document, whichever letterhead you use. - **Send a statement instead of a pile of invoices.** **Statement** on the account gives one PDF of what was invoiced, paid and credited in the **Period**. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). ## Examples **Terms that apply themselves.** Lim & Co asks for half the total on acceptance. Daniel Lim saves a quotation template, "Deposit terms", reading "50% deposit on acceptance, balance on handover", with **Use as the default for new documents of this type** ticked. Mei Tan's next quotation for Harbour Café starts with that text. The quotation is SGD 20,000.00 before tax plus GST at 9%, SGD 1,800.00, so SGD 21,800.00 in all, and the deposit the café pays is SGD 10,900.00 (50% of SGD 21,800.00). When Daniel later changes the template to 40%, the quotation already sent keeps its 50%. **A new logo mid-year.** Lim & Co changes its logo in July. Daniel uploads it on the Letterhead card, previews the result and selects **Use this**. When Mei previews INV-10000318, issued in March, it now carries the new logo, but its number, lines, amounts, TAX INVOICE heading and the café's address are as they were at issue. ## Common questions - **Which documents can easySales print?** Quotations, invoices, credit notes, receipts, statements of account, purchase orders and delivery orders, each as a PDF from a button on its record. See [Documents](https://easysales.work/help/documents/overview/). - **Can I use my own Word template for invoices?** Yes. Under **System settings** → **Document settings**, select **Change** on the **Invoice** card and choose **Upload a Word file**. Quotations, purchase orders and delivery orders work the same way. - **Does changing the design change invoices I have already sent?** Not the copy your customer has. A reprint uses the new layout, but an issued invoice keeps its number, lines, amounts, title and the address it was issued with. - **Can I go back to my previous invoice design?** Yes. Open **Version history** on the design's card and select **Restore** on the version you want. - **What is the difference between a design and a standard template?** A design is the layout of the whole document. A standard template is wording, such as terms and conditions, placed in one of its text boxes. - **Will editing a standard template change old quotations?** No. Its text was copied into each document when it was applied, so those documents keep their wording. - **Can credit notes and receipts have their own design?** No. They use the built-in design with your letterhead and company block. ## Related - [Documents](https://easysales.work/help/documents/overview/) - [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/) - [Standard templates](https://easysales.work/help/documents/standard-templates/) - [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/) - [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) --- # Audit trail > See who changed, viewed or downloaded a record in easySales — the History tab, the company-wide audit log, record views, and how long history is kept. Source: https://easysales.work/help/concepts/audit-trail/ easySales keeps a record of who changed what, and when. Use it to answer "who changed this price?" or "who moved this customer to another salesperson?" without asking around. Nothing in it can be edited or deleted. ## How it works The same record of events appears in two places: - A record's **History** tab is one timeline, newest first. Each change shows a sentence about what happened, **Changed by** and the time; open its fields button to see each **Field** with its value **Before** and **After**. When someone opened the record, a **Viewed by** entry for that person sits in the same timeline. When an AI acted for the person, a tag beside the name says which AI: the built-in assistant, or a third-party AI app and the name of its connection. Each kind of event has its own icon and colour. - The audit log, under **System settings**, lists events across your company. Its **Changes** tab covers record edits, owner changes, lifecycle steps such as issuing, cancelling or voiding, and changes to settings, roles and sharing. Its **Record views** tab lists who opened an account, contact, quotation, invoice or credit note, once per person per record in each half hour. Both tabs filter by **Record type**, by person and by date. easySales also records when someone downloads a PDF or an attachment, and when a request is refused. On a record's **History** tab, those events and the **Viewed by** entries are shown only to an administrator — someone with **System** **View** at **All records** — and to the record's current owner. Everyone else sees every change, and their own downloads, but no view entries and no hint that any exist. The new owner of a transferred record sees the earlier views; the previous owner no longer does. ## Good to know - The audit log needs **System** **View**. A record's **History** tab needs only access to that record. Views are not counted in the number shown on the tab. - Settings, roles and sharing have no record of their own, so the audit log is the only place to read their changes. - A correction adds to history instead of replacing it. A cancelled invoice keeps its number and its history, and the credit note that reverses it appears as a record of its own. - Deactivating a record keeps its history. - On a quotation or an invoice, **History** records the details and totals. A change to a line shows as the totals before and after, not line by line. - History is kept for as long as your plan says, shown under **Data retention** on the [Licence page](https://easysales.work/help/administration/licence/). Until easySales starts removing older records for your company, nothing is removed. After that, records older than the period are removed each month, together with the document events in activity timelines that come from them, and the audit log says from which date records have been removed. - There is no export. Read the audit log on screen. - Dates and times follow your own time zone and date format. ## Terms - **Audit log** — the company-wide list of recorded events. - **History** — the events of one record, on its own tab. - **Changed by** — the person who made a change. - **Viewed by** — the person who opened a record, on **Record views** and on a record's **History** tab. - **Record type** — the kind of record an event is about, used to filter the audit log. The **Object** column on **Record views** names the record that was opened. ## Common misunderstandings - The **Changes** tab does not show who read a record. **Record views** does, for accounts, contacts, quotations, invoices and credit notes. - Cancelling, voiding or deactivating does not erase earlier history. Only the retention period on your plan does, once removal has started for your company. - Access to a record does not give access to the company-wide audit log. - Opening a record several times in half an hour appears once under **Record views**, not once per visit. ## Where to find it Open **System settings** and select **Audit log** in the **Users & security** group, or open any record and select its **History** tab. See [Audit and history](https://easysales.work/help/administration/audit-trail/) for the steps. ## Why it works this way **A history nobody can rewrite is one everybody can trust.** Not even an administrator can edit or delete an entry. When a customer disputes a price or a colleague asks who moved a deal, the record settles the question instead of starting an argument. **Corrections add; they never erase.** Your accountant, and a tax auditor, expect to see a mistake and the document that fixed it, not a record quietly changed afterwards. A cancelled invoice and its credit note both stay, each with its own history. **Who read what stays with the people responsible.** Views show what colleagues are working on, so easySales shows them only to administrators and to the record's current owner, not to everyone who can open the record. **Changes to access are traced too.** Roles, sharing and settings decide what everyone can see and do. Keeping their changes in the audit log means a change to someone's access can always be traced to a person and a time. ## Work faster - **Start from the record.** For a question about one customer or document, its **History** tab is quicker than searching the whole company. See [Audit and history](https://easysales.work/help/administration/audit-trail/). - **Narrow the log before you read it.** Pick a **Record type**, a person and a date range; **Clear filters** starts again. - **Check who owned a record when.** **Owner history** in the record's **···** menu lists each change of owner. See [Change the owner](https://easysales.work/help/accounts/ownership/). - **Review a leaver's last weeks.** On **Record views**, choose the person and the dates to see which customers and invoices they opened, then brief whoever takes them over. See [Transfer records](https://easysales.work/help/administration/transfer-records/). ## Examples The quotation for Harbour Café Pte Ltd shows a lower total than Mei Tan remembers agreeing. She opens its **History** tab and finds an edit by Farid Rahman the day before, with the total before and after his change: SGD 21,800.00 before, SGD 20,710.00 after. The difference, SGD 1,090.00, is SGD 1,000.00 off the price before tax plus the SGD 90.00 of GST on it (9% of SGD 1,000.00). She asks Farid which line he altered. **Before a handover.** Farid Rahman is leaving Lim & Co at the end of the week. Daniel Lim opens the audit log's **Record views** tab, chooses Farid and the last 14 days, and sees that Farid opened Harbour Café's account and two of its invoices. Daniel moves Farid's accounts to Mei and tells her those invoices are the ones Farid was chasing. ## Common questions - **Can I see who changed a record in easySales?** Yes. Open the record's **History** tab: each change shows **Changed by**, the time, and each field's value **Before** and **After**. - **Can I see who viewed a customer or an invoice?** An administrator and the record's current owner can. **Viewed by** entries appear on its **History** tab, and the audit log's **Record views** tab lists them for accounts, contacts, quotations, invoices and credit notes. - **Can an administrator delete or edit the audit trail?** No. Nobody can. Older entries are removed only after the retention period under **Data retention** on the Licence page, once removal has started for your company. - **Can I export the audit log to Excel?** No. Read and filter it on screen. - **Does the history show changes made by AI?** Yes. A tag beside the person's name says whether the built-in assistant or a third-party AI app acted on their behalf, with the name of the connection. - **Why can't I open the audit log?** It needs **System** **View**. Without it, you can still read the **History** tab of any record you can open. - **Why does a change to a quotation line only show totals?** On quotations and invoices, **History** records the details and the totals, so a line change shows as the totals before and after. ## Related - [Audit and history](https://easysales.work/help/administration/audit-trail/) - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/) - [Your Licence](https://easysales.work/help/administration/licence/) --- # Licence and users > How your easySales Licence, licence code, usage limits and modules relate to user accounts, seats, roles and deactivating a user who leaves. Source: https://easysales.work/help/concepts/your-licence-and-users/ Your company's **Licence** is its easySales subscription. Each company has its own separate workspace: its records, users and settings are never visible to another company. The **user accounts** under your Licence are the people at your company who sign in. ## How it works Your Licence has a **Licence code**. A colleague who signs in with a username, or whose email address belongs to more than one company, selects **Use a licence code** on the sign-in page and adds that code, so easySales knows which company's workspace to open. The **Licence** page shows everyone **Basic information**: the **Company**, its **Code**, the **Period** and the **Package**, or **Type**, your company is on. To people with **System** **View**, it also shows what your company has: - **Usage** compares what you have with your limit for kinds such as **User accounts**, **Accounts**, **Contacts** and **Products**. **Monthly usage** counts what your company has created this month against a monthly limit, and starts again on the date it shows. A tile that reads **Unlimited** has no limit. - **Modules** shows whether each module, such as **Invoice**, **Opportunity**, **Purchase order** or **AI assistant**, is **Enabled** or **Not included**. - **Data retention** shows how long each kind of history is kept. Each user account belongs to one person and has one role. The Licence decides what your company as a whole has; the role decides what each person may do with it. ## Good to know - When a limit is reached, creating another record of that kind is refused with a message saying so. Records you already have are unaffected. - On a plan paid online, **User accounts** counts the users who are enabled, and deactivating a user frees a full seat. While a lower number of seats is waiting for the end of the billing period, adding a user beyond it is refused. - Deactivating a user signs them out of every session and stops them signing in. The records they own stay theirs until you transfer them. No screen reactivates a user. Deactivated users are hidden from the **User accounts** list until you set **Status** to **Deactivated**. - When a module is **Not included**, nobody in your company can use it, whatever their role. - The dates under **Period** are shown for your information; easySales does not check them while you work. - With a plan paid online, an administrator changes the plan and full seats on the Licence page; see [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/). Otherwise, contact easySales. ## Terms - **Licence** — your company's easySales subscription and its separate workspace. - **Licence code** — the code that identifies your company when someone signs in with a username, or with an email address that belongs to more than one company. - **Usage limit** — how many records of one kind your plan allows, in total or each month. - **Module** — a part of easySales that your plan switches on or off. - **User account** — the sign-in of one person at your company. - **Full seat** — a place for one enabled user on a plan paid online. - **Deactivated user** — a user account that can no longer sign in; its records remain. ## Common misunderstandings - A customer account is not a user account. One is a customer; the other is a colleague who signs in. - A module being switched on does not give anyone access to it. Each person's role still decides. - Deactivating a user does not delete the records they owned. ## Where to find it Select **Licence** in the sidebar to see the Licence page; see [Your Licence](https://easysales.work/help/administration/licence/). User accounts are under **User accounts** in the sidebar; see [User accounts](https://easysales.work/help/administration/users/). ## Why it works this way **One workspace per company keeps your data yours.** Every record, user and setting belongs to one Licence and never crosses to another company. Someone who works for two companies signs in to each separately, which is why the licence code exists. **The Licence and the role answer different questions.** The Licence says what your company has; the role says what each person may do with it. You can give a module to some colleagues and not others without changing the plan, and switching a module on never opens it to everyone. **Users are deactivated, not deleted.** A leaver's name stays on the quotations, invoices and history they created, so your records still show who did what. Deactivating stops their sign-in at once and, on a plan paid online, frees their seat for the next hire. **A limit stops new records, never old ones.** Reaching a limit refuses only the next record of that kind. Nothing you already have is hidden, locked or removed. ## Work faster - **Check Usage before you hire or import.** The **Usage** tiles show how much room is left before a new user or a batch of contacts is refused. See [Your Licence](https://easysales.work/help/administration/licence/). - **Deactivate and hand over in one sitting.** Deactivate the leaver; their page stays open with a banner showing what they still own, and **Transfer records** moves it to a colleague. See [Transfer records](https://easysales.work/help/administration/transfer-records/). - **Control access with roles, not modules.** To keep a module from some colleagues, set their role to **No access** for it. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Change seats yourself.** On a plan paid online, **Change plan or seats** on the Licence page adds a seat at once. See [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/). ## Examples Lim & Co pays online for five full seats, and all five are in use. When Farid Rahman leaves, Daniel Lim deactivates Farid's account, which frees a seat, and adds the new designer in Farid's place. When the team grows to six, Daniel adds a seat with **Change plan or seats** before adding the sixth user. **Signing in to two companies.** Mei Tan also keeps the books for her sister's shop, which has its own easySales Licence, and she uses the same email address for both. On the sign-in page she selects **Use a licence code** and types Lim & Co's code, so easySales opens Lim & Co's workspace. **A lower seat count waiting.** Lim & Co has six full seats and five enabled users after a designer leaves. Daniel lowers the seats to five from the end of the billing period. When he tries to add a trainee the next week, easySales refuses: five users are enabled, and five plus one is more than the five seats the plan drops to. To add the trainee, Daniel keeps six seats on the Licence page. ## Common questions - **What is a licence code?** The code that identifies your company's workspace, shown as **Code** on the Licence page. You need it to sign in with a username, or when your email address belongs to more than one company. See [Sign in](https://easysales.work/help/getting-started/sign-in/). - **Is a customer account the same as a user account?** No. A customer account is a business you sell to; a user account is a colleague who signs in to easySales. - **Can I delete a user who has left?** No. Deactivate them instead: they are signed out at once and cannot sign in, and their records stay until you transfer them. See [User accounts](https://easysales.work/help/administration/users/). - **Can I reactivate a deactivated user?** No. No screen turns a deactivated user back on. - **What happens when we reach a limit?** Creating another record of that kind is refused, with a message naming the limit; for a monthly limit it says so. Records you already have are unaffected, and a monthly limit starts again on the date shown under **Monthly usage**. - **Why can't I use a module my colleague can use?** Your role does not give it to you, or your role gives it but the module is **Not included** for your company. An administrator can check both: the role, and **Modules** on the Licence page. - **Does deactivating a user free a seat?** On a plan paid online, yes: **User accounts** counts only enabled users. ## Related - [Your Licence](https://easysales.work/help/administration/licence/) - [User accounts](https://easysales.work/help/administration/users/) - [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/) - [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/) - [Sign in](https://easysales.work/help/getting-started/sign-in/) --- # Customers > Add and manage customers in easySales — accounts for the companies and people you sell to, and contacts for the people you deal with at each one. Source: https://easysales.work/help/customers/overview/ Every sale in easySales starts with a customer. An **account** is the company or person you sell to, and a **contact** is a person you deal with at that account. Quotations, invoices, receipts and credit notes all hang from them, so set them up first. ## Where to find it Select **Accounts** or **Contacts** in the sidebar. The lists show the records your role allows you to see. ## What you can do - Add and manage customers: [Accounts](https://easysales.work/help/accounts/overview/), including [creating an account](https://easysales.work/help/accounts/create-an-account/) and [changing its owner](https://easysales.work/help/accounts/ownership/). - Keep the people you deal with: [Contacts](https://easysales.work/help/contacts/overview/), including [creating a contact](https://easysales.work/help/contacts/create-a-contact/) and [handling duplicates](https://easysales.work/help/contacts/duplicates/). - Read the background: [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/) explains how the two fit together and why a quotation names a contact, not an account. ## Permissions The **Account** and **Contact** modules control who can list, view, add, edit and delete customers, and whether they see all records or their own only. See [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/). ## Why it works this way **Set the customer up once, and every document starts from it.** The account holds the customer's address, **Default payment term** and **Default currency**. Each quotation and invoice for one of its contacts starts with them, so nobody retypes them and no document goes out with an old address. **Every customer has an owner.** The **Account Owner** is the colleague responsible for the customer. With **Own records only**, a salesperson works with the customers they own and those shared with them, not the whole company's list. **Customers stay when people leave.** Accounts belong to your company, not to the salesperson. When someone leaves, their customers and open work are transferred to a colleague, so nothing is lost and every customer still has someone following up. ## Work faster - **Find anyone from the top bar.** Press **/** outside a text box and type a name to open an account or contact directly. See [The workspace](https://easysales.work/help/getting-started/workspace/). - **Search contacts by email or phone.** The **Contacts** search box also matches an email address or phone number, which helps when you have only a missed call. See [Contacts](https://easysales.work/help/contacts/overview/). - **Start the quotation from the customer.** **New quotation** in the account's **···** menu fills in the customer for you. See [Account details](https://easysales.work/help/accounts/account-details/). - **Bring an existing customer list in at once.** [Data import](https://easysales.work/help/administration/data-import/) loads accounts and contacts from an .xlsx or .csv file. - **Hand over customers in one step.** **Transfer records** on a user moves their accounts and open work to a colleague. See [Transfer records](https://easysales.work/help/administration/transfer-records/). ## Examples **A new customer, start to finish.** Lim & Co wins a job from Harbour Café Pte Ltd. Mei Tan selects **Accounts**, then **New account**, creates a **Business** account with herself as **Account Owner** and a **Default payment term** of NET 30, and adds the owner, Grace Wong, as a contact. Her first quotation, addressed to Grace, starts with NET 30: SGD 4,000.00 for the design, plus GST 9% of SGD 360.00, SGD 4,360.00 in all. **A salesperson leaves.** Priya Nair is leaving Lim & Co and owns 40 accounts. Before her last day, Daniel Lim opens her user record, selects **Transfer records** and moves her accounts, contacts and open quotations to Mei. The customers keep their history; each now shows Mei as **Account Owner**. ## Common questions - **How do I add a new customer?** Select **Accounts**, then **New account**. Choose **Business** for a company or **Personal** for an individual, then add the people you deal with as contacts. See [Create an account](https://easysales.work/help/accounts/create-an-account/). - **Where do I set a customer's payment terms?** On the account, in **Default payment term**. New quotations and invoices for its contacts start with it. See [Account details](https://easysales.work/help/accounts/account-details/). - **Can other salespeople see my customers?** It depends on their role. With **All records** they see every customer; with **Own records only** they see their own, plus any shared with them. - **What happens to a salesperson's customers when they leave?** Nothing is deleted. An administrator uses **Transfer records** to give their accounts and open work to a colleague. - **Why can't I see Accounts or Contacts in the sidebar?** Your role has **No access** to **List** on the **Account** or **Contact** module. Ask an administrator. - **Can I find a customer by phone number?** Yes. Type it in the **Contacts** search box, which matches contacts by name, account, email or phone. ## Related - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/) - [Quotations](https://easysales.work/help/quotations/overview/) - [First contact](https://easysales.work/help/playbook/first-contact/) - [Repeat business](https://easysales.work/help/playbook/repeat-business/) --- # Accounts > What a customer account is in easySales — Business or Personal, customer or supplier, customer codes, and why every quotation and invoice starts from one. Source: https://easysales.work/help/accounts/overview/ An **account** is a customer or supplier — a company or a person. Start every piece of customer work here: the people you deal with, the quotations and invoices you send, and the money you receive all belong to an account. ## Where to find it Select **Accounts** in the sidebar. The list shows the accounts your role allows you to see; select **New account** to add one. Select an account name to open it: the account page brings together its contacts, quotations, invoices, receipts, purchase orders, opportunities, activities, receivables and history. *[Diagram: How the quote-to-cash records connect: an account has contacts and opportunities; an opportunity holds quotations; a quotation is billed on one or more invoices; a receipt pays invoices; a credit note reduces one invoice; a refund pays back unapplied money or remaining credit.]* Everything in the chain hangs from the account. A quotation or invoice names a contact, and the account follows from that contact; receipts and credit notes follow the invoices they settle or correct. ## What you can do - [Create an account](https://easysales.work/help/accounts/create-an-account/) — **Business** for a company, **Personal** for an individual. - [Read an account](https://easysales.work/help/accounts/account-details/) and everything filed under it. - [Edit, merge or deactivate an account](https://easysales.work/help/accounts/edit-and-delete/). - [Change the owner](https://easysales.work/help/accounts/ownership/) when responsibility for the customer moves. - Add the people you deal with as [contacts](https://easysales.work/help/contacts/overview/). ## Terms - **Business** — an account for a company or organisation, with any number of contacts. - **Personal** — an account for an individual. The person is stored as the account's one contact, and you change their details on the account. - **Account Owner** — the colleague responsible for the customer. - **Customer** / **Supplier** — the **Role** the account plays for you. At least one is ticked. Only accounts ticked **Customer** can be chosen on quotations and invoices. - **Customer code** — the account's number as a customer, such as `C-00001`. easySales assigns the next one when you leave it blank. - **Default payment term** and **Default currency** — the terms a new quotation or invoice for this customer starts with. ## Common misunderstandings - An account is not a login. People who sign in to easySales are users. - Do not create a Business account for each person at one company. Add them as contacts. - The type cannot be changed later. If you chose the wrong one, create a new account of the right type and deactivate the other. ## Permissions You need **Account** **List** and **View** to see and open accounts, **Add** and **Edit** to create and change them, and **Delete** to deactivate one. A role set to **Own records only** works with the accounts it owns, plus any that your company's sharing settings or an **Account Team** give it. ## Why it works this way **One customer, one account.** Receipts, customer credit and the statement of account are kept per account. One payment can then settle invoices addressed to different people at the same company, and the customer's balance is one figure, not several you add up by hand. **The contact decides the account.** A quotation or invoice has no account field of its own: it takes the account of the contact you choose. A document can therefore never be addressed to a person at one customer and billed to another. **Customer and Supplier are roles, not separate records.** A company you both sell to and buy from is one account with both ticked. An account ticked only **Supplier** is left out when you choose a contact on a quotation or invoice, so you cannot bill a supplier by mistake. Any account can be the supplier on a purchase order, and issuing the order ticks **Supplier** for you. ## Work faster - **Search by more than the name.** The **Accounts** search box also finds an account by country or industry. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Start documents from the account.** The **···** menu on an account offers **New quotation**, **New invoice** and **New opportunity**, and **New contact** on a Business account. See [Account details](https://easysales.work/help/accounts/account-details/). - **Bring an existing customer list in at once.** [Data import](https://easysales.work/help/administration/data-import/) loads accounts and contacts from an .xlsx or .csv file and skips rows that match an existing record. - **Merge a duplicate instead of keeping both.** **Merge duplicate account…** moves the duplicate's contacts and open work into the account you keep. See [Edit or deactivate](https://easysales.work/help/accounts/edit-and-delete/). ## Examples Lim & Co, a five-person interior design firm, wins a fit-out job from Harbour Café Pte Ltd. Mei Tan creates a **Business** account named Harbour Café Pte Ltd with herself as **Account Owner**, ticks **Customer** and sets the **Default payment term** to **NET 30**. The café's owner, Grace Wong, and its operations manager, Ahmad Salleh, become two contacts under that one account. A week later a homeowner, Kelvin Ong, asks for a feature wall. Mei creates a **Personal** account for him: his email and mobile go on the account, and easySales keeps him as its one contact. **A customer who is also a supplier.** Harbour Café also sells Lim & Co its coffee for the studio. Daniel Lim chooses the café as the supplier on a purchase order, and issuing the order ticks **Supplier** beside **Customer** on the account. The café keeps its customer code, and its contacts can still be chosen on quotations and invoices. ## Common questions - **Can an account be both a customer and a supplier?** Yes. Tick both **Customer** and **Supplier** under **Role**; the account is then offered on quotations, invoices and purchase orders. - **Why can't I find a customer when I create a quotation?** The picker lists contacts, not accounts, and leaves out accounts ticked only **Supplier**. Add a contact to the Business account first, or tick **Customer** on the account. See [Create a contact](https://easysales.work/help/contacts/create-a-contact/). - **Why can't I see a colleague's customer?** Your role's **Account** permission is set to **Own records only**. Ask the owner to add you to the account's **Account Team**, or an administrator to share accounts with you. See [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). - **Do I need a separate account for each branch of a company?** No. Add the people at each branch as contacts with their own **Mailing address**; documents addressed to them print that address, and the company's balance stays in one account. - **Can I import my customers from a spreadsheet?** Yes. **Data import** under **System settings** takes an .xlsx or .csv file of up to 5,000 rows. See [Data import](https://easysales.work/help/administration/data-import/). ## Related - [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/) - [Contacts](https://easysales.work/help/contacts/overview/) - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/) --- # Create an account > How to add a new customer in easySales — create a Business or Personal account, set its owner, customer code, payment terms and address, and avoid duplicates. Source: https://easysales.work/help/accounts/create-an-account/ When you start working with a new customer, create an [account](https://easysales.work/help/accounts/overview/) for it before anything else. This page is for anyone who adds customers. ## Before you start You need **Account** **Add** and **Edit**, and **User** **List** to choose the **Account Owner**. Decide whether the customer is a company (**Business**) or an individual (**Personal**): you cannot change the type later. ## Steps 1. Select **Accounts** in the sidebar, then **New account**. 2. Under **Account type**, choose **Business** or **Personal**. If you have already typed something, switching asks first, because the two types hold different fields: **Switch and clear** or **Keep current**. 3. Under **Details**, enter the **Name** and check the **Account Owner** — you, unless you pick someone else. For a Business account, add the **Registration No.**, **Tax Registration No.**, **Industry**, **Website**, **Phone** and **Fax** you have; for a Personal account, the **Phone**. 4. Read any warning that appears under **Name**, **Registration No.** or **Phone** as you type, such as *A record named “…” already exists.* Continue only if this really is a different customer. 5. Under **Customer profile**, keep **Customer** ticked under **Role** for someone you sell to, and tick **Supplier** if you also buy from them. Leave **Customer code** blank to have one assigned. 6. Choose the **Default payment term**, or leave it blank to follow the company default, and, if it differs from your base currency, the **Default currency** the customer's documents start with. 7. Under **Address**, check the **Country**, which starts as your company's country, and fill in **Street**, **Postcode**, **City** and **State / region**. 8. For a Personal account, complete **Person** — **Salutation**, **Email**, **Mobile** and the rest. 9. Fill in any required fields under **Additional information**, and a **Remark** if it helps. 10. Select **Create account**. ## What happens next easySales creates the account and opens it. A customer without a code gets the next one, such as `C-00001`; a supplier-only account gets none. A Personal account also gets its contact, with the same name, owner, address, phone and remark. A new quotation or invoice for this customer starts with its **Default currency**, and with its **Default payment term**. A term written as `NET` and a number of days, such as **NET 30**, sets a new invoice's due date that many days after the invoice date; `COD` sets it to the invoice date. With the term left blank, the field reads *Follows the company default: NET 30*, with your actual default, and the account's page shows the same line under the dash. A new invoice then starts on the company default. Nothing is saved on the account, so a later change of the company default applies to it. ## Rules to know - A duplicate warning does not stop you saving. See [Duplicate alerts](https://easysales.work/help/contacts/duplicates/). - Saving a Business account is refused if any active account in the same **Country** already has the same name, ignoring capitals, or the same **Registration No.**: *An account with this name or registration number already exists in that country*. A Personal account is refused when one with the same name already has a matching email or phone number. - A **Customer code** you type must not be in use on another account. - At least one of **Customer** or **Supplier** must be ticked. A supplier-only account is not offered when you choose a contact on a quotation or invoice. - Fill in the billing **Street**. A quotation PDF prints the customer's address only when it has one. - **Tax Registration No.** is the customer's own tax number, such as their GST registration number, up to 50 characters. Invoices print it in the Bill To block, and an invoice under customer accounting cannot be issued without it. ## Why it works this way **The type is fixed because the two hold different things.** A Personal account stores one person, with their email and mobile, as its own contact; a Business account holds a registration number and any number of contacts. Fixing the type when you create it means every document addressed to that customer finds the person it expects. **A blank default currency stores nothing.** The field shows your base currency, such as **Base currency (SGD)**, but saves no value until you pick one. Set it only for a customer you invoice in another currency: every new quotation and invoice for them then starts in that currency, so nobody has to remember to switch it. **Codes belong to customers.** Each customer gets the next free code, so no two customers share one and your accountant can match a code to one customer. A supplier-only account has no code; ticking **Customer** on it later, with the code left blank, assigns one then. **The country is part of the duplicate check.** The same name in two countries can be two different companies, so the refusal only applies within one **Country**. Starting the field on your company's country also saves typing for local customers. ## Work faster - **Add the people straight after.** On the new account's **Contacts** tab, **New contact** fills in the account and copies its billing address. See [Create a contact](https://easysales.work/help/contacts/create-a-contact/). - **Let easySales number the customer.** Leave **Customer code** blank; you can still type your own code later with **Edit**. - **Set the terms once.** A **Default payment term** saves choosing it on every quotation and, for a term such as **NET 30**, works out each invoice's due date for you. See [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/). - **Search before you type.** The **Accounts** list searches by name, country or industry, so a quick search can save you a duplicate. See [Duplicate alerts](https://easysales.work/help/contacts/duplicates/). - **Load many at once.** For a whole customer list, use [Data import](https://easysales.work/help/administration/data-import/). ## Examples Mei Tan at Lim & Co adds Harbour Café Pte Ltd. She chooses **Business**, types the name, and a warning under **Name** reads: A record named “Harbour Café Pte. Ltd.” already exists. Owner: Farid Rahman. The full stops make no difference to the check. It is the same café, so she asks Farid to add her to that account's **Account Team** instead of creating a second account. For the homeowner Kelvin Ong she chooses **Personal**, enters his name, mobile and email, sets **NET 14**, and selects **Create account**. His account opens, and he can already be chosen as the contact on a quotation. **Payment terms at work.** Mei creates the account for a new client, Seaview Dental Clinic, with **NET 30** and **Default currency** left blank, so it shows **Base currency (SGD)**. On 21 October 2026 she starts an invoice for the clinic's practice manager: the currency is SGD and the due date is 20 November 2026, 30 days after the invoice date. **A supplier-only account.** Daniel Lim adds the joinery workshop that builds Lim & Co's cabinets. He chooses **Business**, ticks **Supplier** and clears **Customer**, and changes **Country** from Singapore to Malaysia. The account is created without a customer code; Daniel can choose it on a purchase order, and it is not offered on quotations. ## Common questions - **Can I choose my own customer code?** Yes. Type it in **Customer code**; it must not be in use on another account. Leave it blank and easySales assigns the next free code, such as `C-00002`. - **Why was my new account refused as a duplicate?** For a Business account, another active account in the same country has the same name, ignoring capitals, or the same **Registration No.** Search the **Accounts** list: if it is the same customer, use that account or ask its owner for access. - **Do I need a contact before I can send a quotation?** For a Business account, yes: a quotation is addressed to a contact. A Personal account's contact is created with it. - **Why is the Account Owner already filled in?** It starts as you. Choose a colleague instead if they will look after the customer; after that, the owner changes only with [Change Owner](https://easysales.work/help/accounts/ownership/). - **Can one company have accounts in two countries?** Yes. The duplicate refusal applies within one **Country**, so a group with offices in Singapore and Malaysia can have an account in each, each with its own contacts and balance. - **What if I leave Default payment term blank?** The customer follows your company's default term, set under **System settings** → **Receipts & write-offs**. Nothing is saved on the account, so a later change of the default applies to it. ## Related - [Accounts](https://easysales.work/help/accounts/overview/) - [Account details](https://easysales.work/help/accounts/account-details/) - [Create a contact](https://easysales.work/help/contacts/create-a-contact/) - [Duplicate alerts](https://easysales.work/help/contacts/duplicates/) --- # Account details > Open a customer account to see what they owe, download a statement of account, manage the account team and start quotations, invoices and payments. Source: https://easysales.work/help/accounts/account-details/ Open an [account](https://easysales.work/help/accounts/overview/) to see everything about one customer: who they are, the people you deal with there, what you have sent them and what they owe. This page is for anyone who follows up customers. ## Before you start You need **Account** **View** on the account. Each tab also needs **List** on its own module; sections, tabs and buttons your role cannot use are hidden. ## Steps 1. Select **Accounts** in the sidebar and select the customer's name. The heading shows the name, a **Business** or **Personal** tag, and the owner, industry, phone and website. 2. Under the heading, read **Outstanding**, **Overdue** and **Invoiced to date**, in your base currency, and **Last payment**, in the currency it was paid in. 3. Read **Details**, **Customer profile** and **Address**, then **Person** on a Personal account, **Account Team**, **Consent** on a Personal account, **Additional information** and **Remark**. 4. To let a colleague work on this customer, select **Add member** under **Account Team**, choose them, add a **Team Role** if it helps, and set **Account Access** to **Read Only** or **Read/Write**. 5. Select **Statement** at the top to choose a **Period** and open the statement of account as a **PDF**. 6. Open the tabs: **Contacts**, **Quotations**, **Invoices**, **Recurring invoices**, **Receipts**, **Delivery orders**, **Purchase orders**, **Opportunities**, **Activities**, **Files** and **History**. Once opened, each shows how many records it holds, except **Activities**. 7. Use the button on a tab to start a record for this customer, such as **New contact**, **New quotation**, **New invoice** or **Record payment**. 8. Use **Edit** at the top to change the details, **Log activity** to post a note, task, event or communication, and the **···** menu for **Change Owner**, **Owner history**, **Merge duplicate account…** and **Deactivate account**. ## What happens next A new contact starts with the account filled in and the account's billing address as its mailing address. A new opportunity starts with the account. A new quotation or invoice fills in the contact only when the account has exactly one contact you can see; otherwise choose the contact yourself. Saving opens the new record; **Cancel** brings you back to the account. ## Rules to know - A Personal account has no **Contacts** tab: its **Person** details are its contact. Record the person's marketing choices with **Record marketing consent** in the **···** menu. - A Business account's **Details** include its **Tax Registration No.** An invoice copies it when it is issued and prints it in the Bill To block; a draft prints the account's current number. - The four figures and **Statement** appear only to roles whose **Invoice** **View** is set to **All records**, and the figures only once the account has an invoice. The **Invoices** tab then opens with the ageing by due date: **Current**, **1–30**, **31–60**, **61–90** and **90+** days. - A customer who has paid more than they owe shows the difference under **Outstanding**, marked **Customer credit**. - The **Activities** tab gathers activities on the account and on its contacts, opportunities, quotations, invoices, credit notes, receipts and refunds, and the activities of a lead converted into it, together with those records' document events. The filter above it narrows it to **Activities only**, **Notes**, **Tasks**, **Events** or **Communications**. - The **Receipts** tab needs **Invoice** **View**. It lists 100 receipts at a time, newest first; when there are more, its count reads **100+** and **Show more** loads the next 100. Refunds below it page the same way. - **Recurring invoices** and **Delivery orders** appear only where your company uses them; **Purchase orders** needs **Purchase** **List**. - The **Files** tab holds the account's own documents, such as a contract or a business registration — see [Attach files](https://easysales.work/help/documents/attach-files/). ## Why it works this way **The account is where a customer's money adds up.** Invoices are addressed to people, but what the customer owes is the sum over every contact at the account. The figures under the heading answer "how much does this customer owe us?" without adding up invoices yourself. **Receivables need All records.** A role that sees only its own invoices would see a total over those alone, which understates what the customer owes. Rather than show a wrong balance, easySales shows the figures only to roles that see every invoice. **Overdue counts from the due date.** An invoice on **NET 60** is not late on day 45. The ageing starts each invoice's clock on its due date, so the buckets show how late money really is, not how old the invoice is. **Activities roll up to the account.** A colleague may file a site-visit note on the quotation and a call on the contact. The account gathers both, so before a call you read one timeline instead of opening every record. ## Work faster - **Start documents from the account.** **New quotation** and **New invoice** on the tabs, or in the **···** menu, fill in the contact when the account has only one. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - **Record a payment where you see the balance.** **Record payment** on the **Receipts** tab lets one receipt settle several of the customer's invoices. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Send a statement, not a list of invoices.** **Statement** opens on last month, so a month-end statement needs no dates; change the **Period** only when you need another. - **Log the call as you make it.** **Log activity** at the top opens the **Activities** tab with the box ready for the kind you choose. See [Write an activity](https://easysales.work/help/activities/activities-tab/). - **Share a key customer instead of handing it over.** Add a colleague to the **Account Team** rather than changing the owner when two people serve the same customer. ## Examples Priya Nair, who looks after the accounts at Lim & Co, opens Harbour Café Pte Ltd before a call. **Outstanding** shows SGD 10,900.00 over two open invoices and **Overdue** shows SGD 0.00. The **Invoices** tab lists the two invoices raised from the fit-out quotation, INV-10000321 and INV-10000322, each SGD 5,000.00 plus GST SGD 450.00, so SGD 5,450.00. **Activities** shows Mei's site-visit note filed on the quotation, because the account gathers everything filed under it. Priya selects **Log activity** and **Log communication** to record her call with Grace Wong. **A statement for October.** On 3 November 2026 Priya selects **Statement**; the **Period** opens on 1 to 31 October 2026. INV-10000321 was issued on 6 October and INV-10000322 on 20 October, and the café paid INV-10000321 on 28 October. The statement reads: | Line | Amount | |---|---| | Opening balance | SGD 0.00 | | Invoiced | SGD 10,900.00 | | Payments | − SGD 5,450.00 | | Credit notes | SGD 0.00 | | Closing balance | SGD 5,450.00 | The closing balance is 0.00 + 10,900.00 − 5,450.00. Priya picks Grace Wong as **Attention**, selects **PDF** and downloads the file. **Reading the ageing.** INV-10000322 is on **NET 30**, so it falls due on 19 November 2026. When Priya opens the account on 25 November, it is six days past due: **Overdue** shows SGD 5,450.00 in red, and the ageing on the **Invoices** tab puts it under **1–30**. ## Common questions - **How do I see how much a customer owes?** Open the account: **Outstanding** under the heading is what the customer owes now, and **Overdue** the part past its due date. See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). - **How do I send a customer a statement of account?** Select **Statement**, choose the **Period** and the **Attention** contact, and select **PDF**. Download it and send it from your own email. - **Why can't I see the outstanding amount on an account?** Your role's **Invoice** **View** is not set to **All records**, or the customer has no invoice yet. - **Why is there no Contacts tab?** The account is **Personal**, so the person is the account itself, or your role has no **Contact** **List**. - **Can I attach a file to an account?** Yes. Open the **Files** tab and select **Upload files**; see [Attach files](https://easysales.work/help/documents/attach-files/). - **What is the difference between Read Only and Read/Write on the account team?** Both let the colleague open the account and everything filed under it, whoever owns it. **Read/Write** also lets them change it. ## Related - [Edit or deactivate](https://easysales.work/help/accounts/edit-and-delete/) - [Change the owner](https://easysales.work/help/accounts/ownership/) - [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Contact details](https://easysales.work/help/contacts/contact-details/) --- # Customer statement > How to produce a customer statement of account for any period: check the opening and closing balance, download the PDF and send it to your customer. Source: https://easysales.work/help/accounts/customer-statement/ A statement of account shows one [account](https://easysales.work/help/concepts/accounts-and-contacts/) what it owes: every invoice, payment and credit note over a period, with a running [balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/). This page is for anyone who chases payment or answers a customer's "what do we owe you?". ## Before you start You need **Account** **View** on the account and **Invoice** **View** set to **All records**; otherwise the **Statement** button does not appear. To pick the **Attention** contact, you also need **Contact** **List**. ## Steps 1. Select **Accounts** in the sidebar and open the customer. 2. Select **Statement** at the top. 3. Check the **Period**. It opens on last month, from its first day to its last. 4. To change it, select the **Period** field and pick **This month**, **Last month**, **Last 3 months** or **This year**, or choose the first and last day yourself. 5. Choose the **Attention** contact the statement is addressed to. 6. Read any notice, then the summary: **Opening balance**, **Invoiced**, **Payments**, **Credit notes**, **Adjustments** when there are any, and **Closing balance**. 7. Select **PDF**. A window opens with the statement inside it; select **Download** and send the file from your own email. 8. Tick **Sent to the customer**. The account's timeline records which period you sent. ## What happens next The PDF, headed **STATEMENT OF ACCOUNT** on your letterhead, is addressed to the account and your **Attention** contact. It shows the **Customer code** if any, the period, your base currency and today's date as the issue date. Its table runs **DATE**, **DOCUMENT**, **DETAILS**, **CHARGES**, **CREDITS** and **BALANCE** from the opening balance down to the **Balance due**, followed by the ageing as of the period's last day. Nothing is sent to the customer; easySales does not email statements. ## Rules to know - Both days of the period are included. **Closing balance** = **Opening balance** + **Invoiced** − **Payments** − **Credit notes** − **Adjustments**. - Only issued invoices and credit notes count. A cancelled invoice stays in its own period, and its credit note appears on the cancellation date. - Amounts are in your base currency. A foreign-currency invoice, its payments and its credit notes use the invoice's recorded rate; one with no recorded rate is left out and named in a note. - A balance below zero shows as **Customer credit**, and the PDF prints **Customer credit** instead of **Balance due**. - A bad debt you wrote off stays on the statement; the drawer says how much. Security deposits held or forfeited are printed as notes, never in the balance. A realised exchange gain or loss appears in the drawer only. - The address is the contact's **Mailing address**, or the account's **Billing address** when that is blank. Without **Contact** **List**, the account's first contact is used. - More than 4,999 lines cannot be downloaded; choose a shorter period. - The PDF prints in English, whatever language you use easySales in. - The statement is worked out from your records each time it is made. A payment removed or back-dated later changes that period, so keep the PDF you sent. ## Why it works this way **A statement is for the customer, so it shows their side.** Your customer owes what is on their invoices, whatever you do internally. That is why a bad debt you have written off stays on it, and why an exchange gain or loss on a foreign payment does not appear: those are entries in your books, not changes in what the customer owes. **One rate per invoice keeps foreign accounts honest.** If each payment were converted at the day's rate, an invoice paid in full could still leave a few dollars on the statement. Using the invoice's own rate for the invoice, its payments and its credits makes a settled invoice come to exactly zero. **The ageing adds up to the balance.** Each invoice's remaining balance is aged by its own due date, so the five ageing amounts always add up to the closing balance. Your customer can match the two figures and see at once which invoices are late. **It starts on last month because that is the statement you send.** Most businesses send statements for the month just closed, so that is where the period opens. "Last month" follows your company's time zone, so it is the same month for everyone in your team. ## Work faster - **Check who is late before you send.** **Overdue** under the account's heading and the ageing on its **Invoices** tab show what is past due. See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). - **Clear unapplied money first.** Allocating a receipt's unapplied amount to the invoices it pays takes them out of the overdue ageing, so the ageing your customer reads matches what they paid. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). - **Fill in the contact's mailing address once.** The statement uses it every time; without one it falls back to the account's billing address. See [Contact details](https://easysales.work/help/contacts/contact-details/). - **Set your letterhead once.** The statement prints the same letterhead and company details as your invoices. See [Company details](https://easysales.work/help/administration/company-details/). - **Send one last statement before a write-off.** A dated statement is a record that you asked for payment. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). ## Examples **A month with a credit note.** On 2 December 2026, Priya Nair at Lim & Co opens Harbour Café and selects **Statement**; the **Period** opens on 1 to 30 November. At the start of November the café still owed INV-10000322, SGD 5,450.00. In November: - 12 November: INV-10000340 for lighting, SGD 2,000.00 + GST 9% SGD 180.00 = SGD 2,180.00, on **NET 30**. - 18 November: the café pays INV-10000322, SGD 5,450.00. - 25 November: credit note CN-10000070 for a returned lamp, SGD 200.00 + GST SGD 18.00 = SGD 218.00, against INV-10000340. | Line | Amount | |---|---| | Opening balance | SGD 5,450.00 | | Invoiced | SGD 2,180.00 | | Payments | − SGD 5,450.00 | | Credit notes | − SGD 218.00 | | Closing balance | SGD 1,962.00 | 5,450.00 + 2,180.00 − 5,450.00 − 218.00 = 1,962.00. INV-10000340 falls due on 12 December, so the PDF's ageing shows SGD 1,962.00 under **Current**. Priya picks Grace Wong as **Attention**, selects **PDF** and downloads the file. **A customer in credit.** Orchard Dental owes INV-10000335, SGD 1,000.00 + GST SGD 90.00 = SGD 1,090.00. On 8 December it transfers SGD 3,000.00 to cover the next phase too. Mei Tan records one receipt that pays INV-10000335 and leaves SGD 1,910.00 unapplied as an **Overpayment**. On 15 December Mei picks **This month**. **Opening balance** is SGD 1,090.00 and **Payments** is − SGD 3,000.00, so the balance is 1,090.00 − 3,000.00 = −1,910.00. The drawer shows **Closing balance** SGD 1,910.00 marked **Customer credit**, and the PDF ends with **Customer credit** instead of **Balance due**. ## Common questions - **Can easySales email the statement to my customer?** No. Select **PDF**, download the file and attach it to your own email. - **Why is there no Statement button on the account?** Your role's **Invoice** **View** is not set to **All records**. A role that sees only its own invoices would see an incomplete balance. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Do draft invoices show on a statement?** No. Only issued invoices and issued credit notes appear, so a draft or proforma never reaches the customer's balance. - **Why does the statement say Customer credit?** The customer has paid more than they owe, or has a credit note not yet used on an invoice. Allocate the money or refund it. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). - **Why is a bad debt I wrote off still on the statement?** A write-off is an entry in your books; the customer still owes the money. The drawer tells you how much of the closing balance is written off and still pursued. - **How are foreign-currency invoices shown on a statement?** In your base currency, at each invoice's recorded exchange rate, with the invoice's own amount and rate beside it. See [Currency and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/). - **Why did an old statement change when I downloaded it again?** The statement is worked out from your records as they are now. A payment removed or back-dated since then changes that period, so keep the PDF you sent. - **Can I address the statement to a different person?** Yes. Choose them under **Attention** before you select **PDF**; the list shows the account's contacts. ## Related - [Account details](https://easysales.work/help/accounts/account-details/) - [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/) - [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Use unapplied money](https://easysales.work/help/payments/unapplied-money/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) --- # Edit or deactivate > How to update a customer account, merge a duplicate customer into it, or deactivate a customer you no longer serve — and what each change keeps. Source: https://easysales.work/help/accounts/edit-and-delete/ Keep an [account](https://easysales.work/help/accounts/overview/) up to date when the customer's details change. If the same customer was entered twice, merge the two; if you no longer work with a customer, deactivate the account. ## Before you start - To edit, you need **Account** **Edit** on the account. - To merge, you need **Account** **Edit** and **Delete** on both accounts. - To deactivate, you need **Account** **Delete**. A role set to **Own records only** can do this only on accounts within its reach. ## Steps **Edit an account** 1. Open the account and select **Edit** at the top. 2. Change the details. The **Account type** and the **Account Owner** are not changed here. 3. Select **Save**. **Merge a duplicate** 1. Open the account you want to keep and select **Merge duplicate account…** in the **···** menu. 2. Under **Choose the duplicate**, search for and select the other account, then **Next**. 3. Under **Choose the values**, pick the value to keep for each field that differs, then **Next**. Each field starts with the kept account's value. 4. Under **Review**, read what moves and what stays, and select **Merge accounts**. **Deactivate an account** 1. Open the account and select **Deactivate account** in the **···** menu. 2. Read the **Deactivate account** confirmation and select **Deactivate**. ## What happens next - **Edit:** the account shows the new details. Drafts, quotations and new documents use them. An issued invoice keeps the customer name and address it was issued with. - **Merge:** the duplicate's contacts, opportunities, purchase orders, activities, account team members and draft and open documents move to the kept account, and the duplicate is deleted. Issued invoices and credit notes keep their customer details and count towards the kept account's balance. - **Deactivate:** the account leaves the lists but keeps its history. A Business account's contacts and documents are left as they are; deactivating a Personal account also deactivates its contact. > **Caution** > > A merge cannot be undone. Check the **Review** step before you select **Merge accounts**. ## Rules to know - Only accounts of the same type, which you may edit and delete, are offered for a merge. - The kept account keeps its **Customer code** and its owner. Its **Customer** and **Supplier** roles become those of both accounts together. - To change the owner, use [Change Owner](https://easysales.work/help/accounts/ownership/). - Deactivating erases nothing. Existing documents keep referring to the account. - Clearing **Customer code** on an account that stays a customer removes its code. Ticking **Customer** on a supplier-only account with the code left blank assigns the next code. - **History** records every edit, merge and deactivation. ## Why it works this way **An issued invoice keeps the details it was issued with.** Your customer filed that invoice with the address and name printed on it. If editing the account rewrote it, a reprint would no longer match their copy. Drafts and quotations are not yet a record between you, so they follow the account. **Deactivate rather than delete.** Invoices, receipts and credit notes stay complete only if the customer they name still exists. Deactivating takes the account out of your lists and pickers while every past document keeps naming it. **A merge puts one customer's history in one place.** With two accounts, the balance, the statement and the follow-up are split, and nobody sees the whole customer. After a merge the kept account shows everything; issued documents stay exactly as issued but count towards its balance. **Only the same type can merge.** A Personal account keeps its person on the account itself and a Business account keeps people as contacts, so the two cannot become one record. ## Work faster - **Keep the account with the history.** Start the merge from the older account, the one with issued invoices, so it keeps its customer code and owner and the newer duplicate is the one deleted. - **Look only at what differs.** **Only fields that differ** under **Choose the values** starts switched on and hides every field where the two accounts already agree. - **Fill an empty section in one click.** An empty section on the account page shows **Fill in**, which opens the editor. See [Account details](https://easysales.work/help/accounts/account-details/). - **Change your mind after Cancel.** Cancelling an edit with changes offers **Undo** for a few seconds, which reopens the form with what you typed. - **Check who changed what.** The **History** tab lists each change with **Changed by**. See [Audit trail](https://easysales.work/help/concepts/audit-trail/). ## Examples Lim & Co has Harbour Café Pte Ltd twice: Farid's account from last year, with two paid invoices, and Mei's new one, with an open quotation. Mei opens Farid's account — the one with the history — and selects **Merge duplicate account…**. She chooses her own account, keeps Farid's phone number but takes her newer billing address, and reads the review: one contact, one open document moved; two issued invoices stay as issued. After **Merge accounts**, Farid's account holds the contact, the quotation and both invoices, and Mei's duplicate is gone from the list. **A new address.** Harbour Café moves to a new shop on 1 November. Priya Nair opens the account, selects **Edit**, changes the **Street** and **Postcode**, and selects **Save**. Grace Wong's contact has no mailing address of its own, so documents addressed to her use the account's. INV-10000321, issued to Grace in October, still prints the old address; the draft invoice Priya is preparing for her in November prints the new one. **The wrong type.** Kelvin Ong, a homeowner, was entered as a **Business** account and nothing has been sent to him yet. The type cannot be changed and the two types cannot be merged, so Mei creates a **Personal** account for Kelvin and deactivates the Business one. ## Common questions - **Can I change an account from Business to Personal?** No, the type is fixed. Create a new account of the right type and deactivate the old one; the two cannot be merged. - **Does deactivating an account delete its invoices?** No. Its invoices, receipts and credit notes stay, and keep naming the customer. - **Can I undo a merge?** No. The duplicate is deleted once its records have moved, so check the **Review** step first. - **Will changing the address change invoices I already issued?** No. Issued invoices keep the address they were issued with. Drafts and quotations print the new one when they are addressed to a contact with no **Mailing address** of their own. - **Should I merge or deactivate a duplicate account?** Merge when both accounts are the same customer and either holds records; deactivate when the account is simply no longer needed. - **Can I remove a customer code?** Yes. Clear **Customer code** and select **Save**; easySales does not assign a new one while the account stays a customer. ## Related - [Account details](https://easysales.work/help/accounts/account-details/) - [Change the owner](https://easysales.work/help/accounts/ownership/) - [Audit trail](https://easysales.work/help/concepts/audit-trail/) - [Duplicate alerts](https://easysales.work/help/contacts/duplicates/) --- # Merge accounts > How to merge a duplicate customer account in easySales — choose the values to keep, see what moves to the kept account, and why a merge cannot be undone. Source: https://easysales.work/help/accounts/merge-accounts/ When the same customer has two [accounts](https://easysales.work/help/concepts/accounts-and-contacts/), merge the duplicate into the one you keep, so that its contacts, documents, activities and balance sit in one place. ## Before you start - You need **Account** **Edit** and **Delete** on both accounts. With **Own records only**, both must be within your reach. - Decide which account to keep. It keeps its **Customer code** and its owner; the other one is deleted. - Both accounts must be the same type: **Business** with **Business**, **Personal** with **Personal**. ## Steps 1. Select **Accounts** in the sidebar and open the account you want to keep. 2. In the **···** menu, select **Merge duplicate account…**. 3. Under **Choose the duplicate**, type in **Search accounts by name** and select the duplicate's row, then select **Next**. 4. Under **Choose the values**, select the value to keep in each row, in the **Kept: …** column or the **Duplicate: …** column. Each row starts on the kept account's value. 5. Turn off **Only fields that differ** if you want to see every field, then select **Next**. 6. Under **Review**, read **Moves to the kept account** and **Stays as issued**. 7. Select **Merge accounts**. ## What happens next You stay on the kept account, and the duplicate leaves every list and picker. The kept account's **History** records the merge and the values taken from the duplicate. These move to the kept account: the duplicate's contacts, opportunities, contracts, purchase orders and delivery orders, its activities, any leads converted into it, and team members not already on the kept **Account Team**. On a Business account each contact moves with its quotations, invoices and credit notes. On a Personal account the duplicate's person is deleted with it. Its draft invoices, open or draft quotations and other drafts move to the kept person; a draft credit note on an issued invoice stays with that invoice, and issued documents stay as issued. > **Caution** > > A merge cannot be undone. Read the **Review** step before you select **Merge accounts**. ## Rules to know - Only accounts of the same type that you may edit and delete are listed, at most 20 at a time, in name order. Type more of the name to narrow the list. - **Customer code**, **Owner** and **Role** are locked rows. The kept account keeps its code and its owner; to move the owner afterwards, use [Change Owner](https://easysales.work/help/accounts/ownership/). - The **Customer** and **Supplier** roles of both accounts are combined. If that makes a supplier-only kept account a customer and it has no code, it is given the next **Customer code**. - The **Billing address** is one choice: all its lines come from the same account. - On a Business account, when the kept account's **Tax Registration No.** is empty and the duplicate's is not, the duplicate's number is selected for you. - An issued invoice or credit note is never changed. It keeps the customer name, address and tax number it was issued with, and counts towards the kept account's **Outstanding** and statement. - The **Contacts** and **Invoices** columns, and most counts under **Review**, are hidden for a module your role cannot see at **All records**. ## Why it works this way **One customer, one balance.** Your customer owes you one amount, not one per account. After a merge, **Outstanding**, the ageing and the statement add up every invoice, so a reminder or a statement you send is complete. **Issued documents stay exactly as issued.** Your customer filed each invoice with the name and address printed on it, and may have claimed the GST on it. Rewriting it to the kept account's details would make your copy differ from theirs, so the merge moves where the invoice counts, never what it says. **The kept account keeps its code and owner.** The customer code may already be in your accounting software and on past statements; changing it as a side effect would break those links. Who owns a customer is a decision for [Change Owner](https://easysales.work/help/accounts/ownership/), which has its own checks. **A merge needs both Edit and Delete.** It changes the kept account and deletes the other one, so easySales asks for both permissions, on both accounts. Someone who may not delete an account cannot remove it by merging it away. ## Work faster - **Keep the account with the history.** Start from the older account, the one with issued invoices, so it keeps its code and owner. The **Contacts** and **Invoices** columns under **Choose the duplicate** show how many each listed account holds. - **Look only at what differs.** **Only fields that differ** is on when the step opens, so you check only the rows where the two accounts disagree. - **Take one payment for both.** After the merge, **Record payment** on the **Receipts** tab lets one receipt settle invoices from both accounts. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Stop the next duplicate.** The duplicate alert on a new account warns you while you type. See [Duplicate alerts](https://easysales.work/help/contacts/duplicates/). - **Check what changed.** The kept account's **History** tab lists the merge and every value taken. See [Audit trail](https://easysales.work/help/concepts/audit-trail/). ## Examples **Two accounts with an unpaid invoice each.** Lim & Co has Harbour Café Pte Ltd, owned by Daniel Lim, and Harbour Cafe, which Mei Tan created for a second order. Each has one unpaid invoice: - INV-10000301 on Harbour Café Pte Ltd: SGD 1,000.00 + GST 9% SGD 90.00 = SGD 1,090.00 - INV-10000312 on Harbour Cafe: SGD 2,000.00 + GST 9% SGD 180.00 = SGD 2,180.00 Daniel opens Harbour Café Pte Ltd and selects **Merge duplicate account…**. Under **Choose the values** his account has no **Tax Registration No.**, so the duplicate's number is already selected; he also selects the duplicate's **Phone**. **Review** shows one contact moving and one issued invoice staying as issued. After **Merge accounts**, Harbour Café Pte Ltd shows **Outstanding** SGD 1,090.00 + SGD 2,180.00 = SGD 3,270.00. When the café pays SGD 3,270.00, Daniel records one receipt that settles both invoices. INV-10000312 still prints "Harbour Cafe", the name it was issued with. **Two Personal accounts.** Rachel Koh, a homeowner, was entered twice. The duplicate holds an issued invoice, INV-10000305, for SGD 500.00 + GST 9% SGD 45.00 = SGD 545.00, and a draft invoice for her next room. Mei opens Rachel's older account and merges the duplicate into it. The draft moves to the kept Rachel, so Mei issues it from there; INV-10000305 stays as issued, and its SGD 545.00 counts in the kept account's **Outstanding**. ## Common questions - **What happens to the duplicate account's invoices when I merge?** On a Business account they move with their contacts; on a Personal account the drafts move to the kept person. Either way the issued ones count in the kept account's **Outstanding** and statement. Issued invoices keep the customer details they were issued with; nothing on them is changed. - **Will the customer's balance change after a merge?** No amount changes. The kept account's **Outstanding** becomes the two accounts' balances added together. - **Why is the account I want to merge not in the list?** It is listed only when it is the same type as the kept account and your role may edit and delete it. The list shows 20 accounts at a time, so type more of the name. - **Which customer code does the merged account keep?** The kept account's. The duplicate's code is retired with it. - **Does merging change the account owner?** No. The kept account keeps its owner; use [Change Owner](https://easysales.work/help/accounts/ownership/) to move it. - **Can I merge more than two accounts at once?** No. A merge joins one pair; repeat it from the kept account for each further duplicate. - **Can I merge a Business account with a Personal one?** No. Only accounts of the same type can be merged. See [Edit or deactivate](https://easysales.work/help/accounts/edit-and-delete/). ## Related - [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/) - [Edit or deactivate](https://easysales.work/help/accounts/edit-and-delete/) - [Duplicate alerts](https://easysales.work/help/contacts/duplicates/) - [Outstanding balance and payments](https://easysales.work/help/concepts/outstanding-balance-and-payments/) --- # Change the owner > How to hand a customer account to another salesperson in easySales, choose which contacts, quotations and tasks move with it, and see who owned it before. Source: https://easysales.work/help/accounts/ownership/ When responsibility for a customer moves to a colleague, change the account's owner. The [owner](https://easysales.work/help/concepts/ownership-and-visibility/) decides who sees the account under **Own records only**, and who follows it up. ## Before you start **Change Owner** is offered if you own the account, are above its owner in your company's reporting line, or your role has **Transfer Records**. The new owner must be an active user whose role can reach every kind of record you move. ## Steps 1. Open the account and select **Change Owner** in the **···** menu. 2. Choose the **New owner**. The dialog names the current owner. 3. Note that **Contacts** always move with the account. 4. Check what else moves. **Open opportunities**, **Open quotations**, **Open documents (drafts)** and **Open activities** start ticked; untick any that are to stay with the current owner. 5. Tick **Issued invoices, credit notes, purchase orders and delivery orders, and closed quotations** only if they are to move too. 6. Choose whether to **Keep the account team**; it starts ticked. 7. Select **Change owner**. ## What happens next The account, its contacts and the records you ticked move to the new owner at once, and a message counts what moved. Everything else stays with its current owner. **Owner history** in the **···** menu lists every change of owner — when, from whom, to whom and who made it — and the account's **History** tab records the move too. ## Rules to know - Leave the issued documents unticked to keep commission and history with the original salesperson. - **Open quotations** are those still **Open**; an accepted or rejected quotation is closed. - **Open activities** are the previous owner's tasks not yet completed, sub-tasks included, and the events they organise that are not yet over, linked to the records that move. They get the new assignee or organiser; their writer does not change. Notes, communications and replies stay where they are, and the new owner is not sent an update for each. - A task or event in a members-only space moves only if the new owner is a member of that space or already named in it; otherwise it is skipped and easySales shows how many items were skipped. Ask the space's owner to add the new owner, then transfer again. - The move is refused, and nothing moves, if the new owner is deactivated or cannot reach one of the kinds of record you ticked. - A contact or quotation has its own **Change Owner** in its **···** menu. There, only that one record moves, with its open tasks and events if you keep **Also transfer open tasks and events** ticked; the box shows how many there are. It needs **View and post** on **Activities**; without it they stay with the current owner. - The owner decides access under **Own records only**; it does not replace permissions or sharing rules. ## Why it works this way **Contacts always go with the account.** The new owner has to reach the people they will deal with. An account owned by one salesperson with its contacts owned by another would leave each of them seeing half of the customer. **Issued documents stay by default.** An issued invoice records a sale someone made. Leaving it with them keeps their sales history and commission intact; tick it only when responsibility for the closed business moves too. **The new owner must be able to open what you hand over.** If their role could not see invoices, an invoice you moved to them would disappear from their view and from yours. easySales refuses the whole move instead and names the kind of record, so nothing is stranded. **Every handover is logged.** **Owner history** answers who looked after a customer and when, which matters for commission questions and for a customer who asks for "the person I spoke to last year". ## Work faster - **Hand over everything a leaver owns at once.** [Transfer records](https://easysales.work/help/administration/transfer-records/) moves a deactivated user's accounts and records to a colleague in one step. - **Share instead of handing over.** When two people serve one customer, add the second to the **Account Team** and keep the owner. See [Account details](https://easysales.work/help/accounts/account-details/). - **Move one record alone.** A single contact or quotation has its own **Change Owner**, which leaves the account where it is. - **Read the history before you ask.** **Owner history** in the **···** menu shows every previous owner without searching through old documents. ## Examples Farid Rahman is leaving Lim & Co. Daniel Lim, above Farid in the reporting line, opens Harbour Café Pte Ltd and selects **Change Owner**. He chooses Mei Tan as **New owner**, keeps **Open opportunities**, **Open quotations**, **Open documents (drafts)** and **Open activities** ticked, and leaves the issued documents unticked. After **Change owner**, Mei owns the account, its two contacts, the open quotation and Farid's unfinished follow-up tasks; the invoices Farid issued last year stay credited to him. **One contact to a colleague.** Ahmad Salleh at Harbour Café now handles the café's payments, so Mei hands his contact to Priya Nair, who looks after collections. Mei opens Ahmad's contact and selects **Change Owner** in the **···** menu. The box reads **Also transfer open tasks and events (2 open tasks and events)**; Mei keeps it ticked and selects **Change owner**. Priya now owns Ahmad's contact and Mei's two open tasks about him; the account stays with Mei. ## Common questions - **Who can change the owner of an account?** The current owner, anyone above them in your company's reporting line, and roles with **Transfer Records**. - **Does changing the owner move the invoices?** Not unless you tick **Issued invoices, credit notes, purchase orders and delivery orders, and closed quotations**. Draft invoices move with **Open documents (drafts)**. - **What happens to a colleague's customers when they leave?** Deactivate the user, then move what they owned with [Transfer records](https://easysales.work/help/administration/transfer-records/). A deactivated user is listed on **User accounts** when you set **Status** to **Deactivated**. - **Can I see who owned an account before?** Yes. **Owner history** in the account's **···** menu lists each change, with who made it. - **Why was the owner change refused?** The new owner is deactivated, or their role cannot open one of the kinds of record you ticked; the message names it. Untick that kind, or ask an administrator to widen their role. - **Does the previous owner keep access to the account?** Only through another route, such as the **Account Team**, your sharing settings or a role set to **All records**. ## Related - [Account details](https://easysales.work/help/accounts/account-details/) - [Transfer records](https://easysales.work/help/administration/transfer-records/) - [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/) - [Activities and follow-up](https://easysales.work/help/concepts/activities-and-follow-up/) --- # Contacts > What a contact is in easySales — the person at a customer you address quotations and invoices to, follow up and record marketing consent for. Source: https://easysales.work/help/contacts/overview/ A **contact** is a person at a customer: the one you speak to, address quotations and invoices to, and follow up with. Every contact belongs to an [account](https://easysales.work/help/accounts/overview/), and one Business account can have as many contacts as you deal with there. ## Where to find it Select **Contacts** in the sidebar. The list shows the people your role allows you to see; select **New contact** to add one. Select a name to open the contact and see their account, their quotations, activities, consent and history. ## What you can do - [Create a contact](https://easysales.work/help/contacts/create-a-contact/) under a Business account. - [Read and update a contact](https://easysales.work/help/contacts/contact-details/), including their marketing consent. - [Check for duplicates](https://easysales.work/help/contacts/duplicates/) before you add someone. - [Change the owner](https://easysales.work/help/accounts/ownership/) of one contact from its **···** menu. ## How contacts fit in A quotation or invoice names a contact, and its account follows from that contact. The document is addressed to the contact's **Mailing address**, marked **Bill To** on the contact page, or to the account's billing address when the contact has no address at all. A Personal account is one person. easySales keeps that person as the account's own contact, and you change their details on the account, not on the contact. ## Terms - **Contact** — a person connected to an account. - **Contact Owner** — the colleague responsible for the contact. - **Mailing address** — the address you use for this person. - **Consent** — whether the person has opted out of marketing email, calls, SMS or fax. ## Common misunderstandings - A contact is not the customer itself; the account is. - Several people at one company do not need several accounts. Add each one as a contact. - A user who signs in to easySales is not a contact. - Recording that someone opted out does not block anything. It is a record your team reads and follows. ## Permissions You need **Contact** **List** and **View** to see and open contacts, **Add** and **Edit** to create and change them, and **Delete** to deactivate one. A role set to **Own records only** works with the contacts it owns, plus any that your company's sharing settings give it. ## Why it works this way **Address the person, bill the company.** The person who approves a quotation is often not the person who pays. Each document goes to the contact you choose, while what the customer owes adds up on the account, whichever of its people the invoices were addressed to. **People change; customers stay.** When your contact at a customer moves on, add their successor and deactivate the old contact. The customer's quotations, invoices and balance stay on the account, and past documents keep the name they were sent to. **One account per contact.** A contact belongs to exactly one account, so every document addressed to them lands on one customer's balance and statement, never split between two. ## Work faster - **Find people by more than their name.** The **Contacts** search box also matches the account, email or phone. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Add contacts from the account.** **New contact** on an account's **Contacts** tab fills in the account and its address. See [Create a contact](https://easysales.work/help/contacts/create-a-contact/). - **Log a call where you are.** **Log activity** at the top of a contact records a note, task, event or communication against that person. See [Write an activity](https://easysales.work/help/activities/activities-tab/). - **Load a list of people at once.** [Data import](https://easysales.work/help/administration/data-import/) brings in contacts with their account from an .xlsx or .csv file. ## Examples At Harbour Café Pte Ltd, Lim & Co deals with two people. Grace Wong, the owner, approves quotations, so Mei Tan addresses the fit-out quotation to her. Ahmad Salleh runs the day-to-day, so site visits and communications are recorded against him. Both are contacts under the one account, and the account's **Activities** tab shows the follow-up with each of them. **A second outlet.** Harbour Café opens a branch in Tampines and Ahmad moves there. Mei edits his contact and enters the branch as his **Mailing address**. The quotation for the branch's counter, addressed to Ahmad, prints the Tampines address; Grace's quotations still print the café's billing address, and both count towards the one Harbour Café account. ## Common questions - **Can I add a contact without an account?** No. **Account** is required, because the contact's documents are billed to that account. Create the [account](https://easysales.work/help/accounts/create-an-account/) first. - **How do I find everyone at one company?** Open the account's **Contacts** tab, or type the company's name in the **Contacts** search box. - **What should I do when a contact leaves the customer?** Add the new person as a contact, then deactivate the old one with **Deactivate contact** in the **···** menu. Documents already sent to them keep their name. See [Contact details](https://easysales.work/help/contacts/contact-details/). - **Does a contact need an email address?** No. Only **Name**, **Account** and **Contact Owner** are required, unless your company makes other fields required. - **Is a contact the same as a lead?** No. A lead is someone you are still qualifying. Converting it can create a Business account with the person as its first contact, or a contact on an existing account. See [Convert a lead](https://easysales.work/help/sales/convert-a-lead/). ## Related - [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/) - [Accounts](https://easysales.work/help/accounts/overview/) - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Contact details](https://easysales.work/help/contacts/contact-details/) --- # Create a contact > How to add a contact person to a customer in easySales — choose the account and owner, enter email and phone, and set the mailing address documents use. Source: https://easysales.work/help/contacts/create-a-contact/ Add a [contact](https://easysales.work/help/contacts/overview/) for each person you deal with at a Business account. The quickest way is from the account itself, which fills in the account and address for you. ## Before you start You need **Contact** **Add** and **Edit**, **Account** **List** to choose the account and **User** **List** to choose the owner. A Personal account already has its one contact; it is not offered here. ## Steps 1. Open the account and select **New contact** on its **Contacts** tab — or select **Contacts** in the sidebar, then **New contact**. 2. Under **Details**, enter the **Name**. Add the **Salutation** and **Title** if you use them. 3. Check the **Account**, or choose it if you started from the Contacts list. 4. Check the **Contact Owner**. It starts as you. 5. Read any warning that appears under **Name**, **Email** or **Phone** as you type. Continue only if this is a different person — see [Duplicate alerts](https://easysales.work/help/contacts/duplicates/). 6. Under **Reach**, enter the **Email**, **Phone**, **Mobile** and **Fax** you have. 7. Check the **Mailing address**. Starting from an account, it is copied from the account's billing address; change it if this person works elsewhere. 8. Fill in any **Personal** details you need, required fields under **Additional information**, and a **Remark** if it helps. 9. Select **Create contact**. ## What happens next easySales creates the contact under the account and opens it. The account's **Contacts** tab now lists the person. You can address quotations and invoices to them and record activities with them. ## Rules to know - **Name**, **Account** and **Contact Owner** are always required. Your company may require more fields under **Additional information**. - Quotations and invoices are addressed to this **Mailing address**. Leave all of it blank to use the account's billing address instead. - The address copied from the account is a copy: a later change to the account's billing address does not change it. - Email, phone and address are checked for length only, not format. Type them carefully. - The **Personal** section appears only if your company shows personal details. - Record marketing opt-outs on the contact page after you create the contact. ## Why it works this way **A contact for each person keeps documents and follow-up personal.** The quotation reaches the person who approves it, the invoice the person who pays it, and each call is filed against the person you spoke to. The account still adds everything up. **Only Business accounts take new contacts.** A Personal account is one person, created with its contact. A second contact there would make it unclear who the customer is, so the **Account** box offers Business accounts only. **A blank address follows the account.** When a person works at the customer's main address, leave **Mailing address** empty: their documents then use the account's billing address, including after the customer moves. Fill it in only for someone based elsewhere, such as at a branch. ## Work faster - **Start from the account.** **New contact** on the account's **Contacts** tab fills in the **Account** and the address, and brings you back to the account when you cancel. - **Clear the copied address for head-office staff.** Emptying all of **Mailing address** keeps the person on the account's billing address for good. - **Quote the new person straight away.** **New quotation** on the contact's **Quotations** tab starts a quotation with them already chosen. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - **Add many people at once.** [Data import](https://easysales.work/help/administration/data-import/) creates contacts under their accounts from an .xlsx or .csv file. ## Examples Mei Tan opens Harbour Café Pte Ltd and selects **New contact** on the **Contacts** tab. The **Account** already reads Harbour Café Pte Ltd and the **Mailing address** shows the café's address. She types "Ahmad Salleh", chooses the **Salutation**, enters his mobile, and selects **Create contact**. Ahmad's contact page opens, and he now appears on the café's **Contacts** tab. **A shared office number.** Mei adds the café's bookkeeper, Siti Rahim, and types the café's main line, 6234 5678, under **Phone**. A warning under **Phone** reads: A record named “Grace Wong” already exists. Owner: Mei Tan. Grace gave the same office number, but Siti is a different person, so Mei continues and selects **Create contact**. **Head-office staff.** Siti works at the café's main shop, so Mei clears all five parts of the copied **Mailing address** before saving. When Harbour Café later moves and Priya updates the account's billing address, new invoices addressed to Siti print the new address without anyone editing her contact. ## Common questions - **Can a contact belong to more than one account?** No. Each contact belongs to one account. If a person deals with you for two companies, add a contact under each account. - **Can I add a contact to a Personal account?** No. A Personal account has exactly one contact, the person themself, and the **Account** box offers only Business accounts. - **Why does my new contact have the account's address?** Starting from the account copies its billing address into **Mailing address**. Change it, or clear it to follow the account's billing address. - **Why is the Contact Owner already filled in?** It starts as you. Choose the colleague who deals with this person if that is someone else. - **Can I record a marketing opt-out while creating the contact?** No. Create the contact, then use **Record marketing consent** on its page. See [Contact details](https://easysales.work/help/contacts/contact-details/). ## Related - [Contact details](https://easysales.work/help/contacts/contact-details/) - [Duplicate alerts](https://easysales.work/help/contacts/duplicates/) - [Create an account](https://easysales.work/help/accounts/create-an-account/) - [Contacts](https://easysales.work/help/contacts/overview/) --- # Contact details > Open a contact to see how to reach them, record a marketing opt-out or consent change, and see their quotations, activities and change history. Source: https://easysales.work/help/contacts/contact-details/ Open a [contact](https://easysales.work/help/contacts/overview/) to see one person: how to reach them, which customer they belong to, what they have asked about marketing, and what you have sent them and done with them. ## Before you start You need **Contact** **View** on the contact. The **Quotations** tab also needs **Quote** **List**; recording a consent change needs **Contact** **Edit**. Sections, tabs and menu items your role cannot use are hidden. ## Steps 1. Select **Contacts** in the sidebar and select the person's name. The heading shows their title, account, owner and email. 2. Read **Details**, **Reach**, **Mailing address**, **Personal**, **Additional information** and **Remark**. Select the **Account** to open the customer. 3. Check **Consent**: each channel — **Marketing email**, **Do-not-call (voice)**, **Do-not-call (SMS)** and **Do-not-call (fax)** — reads **Opted out**, **Not opted out** or **Not recorded**, with the history of changes below. 4. When the person asks to stop or resume contact, select **Record marketing consent** in the **···** menu. In **Record consent change**, choose the **Channel** and the **State**, enter the **Source** — how they told you — and a **Note** if it helps. Leave **When** blank to record it as now; **When** cannot be in the future. Then select **Save**. 5. Open **Quotations** for the quotations addressed to this person, **Activities** for the follow-up recorded with them and **History** for the changes made to the contact. 6. Use **New quotation** on the **Quotations** tab to start a quotation for this person, or **Log activity** at the top to post a note, task, event or communication about them. 7. Use **Edit** at the top to change the details, and the **···** menu for **Change Owner**, **Owner history** or **Deactivate contact**. ## What happens next A quotation or activity you start here is already linked to the person. Each consent change is added to the history with who recorded it, so you can see when and how the person opted out. ## Rules to know - **Consent** is a record for your team to follow; it does not block quotations, invoices or calls. - For each channel, the latest entry by its **When** is the one shown. - **Source** is required; **Note** is optional. - The **Activities** tab shows the activities about this person and about their quotations, invoices and credit notes; the account's **Activities** tab shows everything across the customer. - **Deactivate contact** takes the person out of the lists, and existing documents keep their name. - A Personal account's contact opens the account page instead, where you change its details and consent. If you cannot open that account, the contact is shown read-only. ## Why it works this way **Consent is a record, not a block.** A person who opts out of marketing still asked for your quotation and still owes on your invoice; stopping those would stop ordinary business. The record tells whoever prepares a mailing or a call list who to leave out. **Every change is kept, with its source.** People change their minds. The history shows each change, when it applied, how the person told you and who recorded it, so you can answer the question "when did I unsubscribe?" with facts. **When cannot be in the future.** The latest entry for a channel is the one that counts. A future-dated entry would outrank every real change recorded before that date, so easySales refuses it. **A Personal account's person lives on the account.** The person is the customer, so their details and consent are kept in one place, the account page, and the contact sends you there. ## Work faster - **Log the call from the top of the page.** **Log activity** → **Log communication** opens the **Activities** tab with the box ready. See [Write an activity](https://easysales.work/help/activities/activities-tab/). - **Start a quotation from the person.** **New quotation** fills in this contact and their account. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - **Email in one click.** The email address in the heading and under **Reach** opens your own email program addressed to the person. - **Jump to the whole customer.** Select the account name to see every contact, invoice and receipt of the customer. See [Account details](https://easysales.work/help/accounts/account-details/). ## Examples Grace Wong at Harbour Café replies to a Lim & Co newsletter asking not to be emailed again. Priya Nair opens Grace's contact, selects **Record marketing consent**, keeps **Marketing email** and **Opted out**, types "Reply to newsletter" as the **Source**, and selects **Save**. **Consent** now reads **Marketing email**: **Opted out**, and anyone preparing the next mailing can see it. Grace still receives her quotations and invoices as before. **An opt-out told by phone.** On 14 October Ahmad Salleh tells Mei Tan on a call that he no longer wants promotional SMS. Mei records it the next morning: she opens Ahmad's contact, selects **Record marketing consent**, chooses **Do-not-call (SMS)** and **Opted out**, types "Phone call with Mei" as the **Source**, and sets **When** to 14 October, 4.30 pm. **Consent** shows **Do-not-call (SMS)**: **Opted out** from the time of the call, not from when Mei typed it. ## Common questions - **Does recording an opt-out stop easySales sending emails?** No. easySales does not check consent before you send a quotation or an invoice. Check **Consent** before any marketing. - **How do I record that someone wants marketing again?** Select **Record marketing consent**, choose the channel and **Not opted out**, and enter how they told you as the **Source**. - **Can I delete a consent entry recorded by mistake?** The section has no way to remove one. Record a new entry with the correct state; the latest entry is the one shown. - **Why does a contact open the account page instead?** The contact is a Personal account's person, whose details are kept on the account. - **Why can't I see the Quotations tab?** Your role has no **Quote** **List**. - **Where do I see every activity with this customer, not just this person?** On the account's **Activities** tab. See [Account details](https://easysales.work/help/accounts/account-details/). ## Related - [Create a contact](https://easysales.work/help/contacts/create-a-contact/) - [Account details](https://easysales.work/help/accounts/account-details/) - [Activities and follow-up](https://easysales.work/help/concepts/activities-and-follow-up/) - [Contacts](https://easysales.work/help/contacts/overview/) --- # Duplicate alerts > How easySales warns you about a duplicate customer or contact while you create one, what it compares, and what to do when the record already exists. Source: https://easysales.work/help/contacts/duplicates/ While you create a [contact](https://easysales.work/help/contacts/overview/) or an [account](https://easysales.work/help/accounts/overview/), easySales checks whether the person or company may already be there and warns you if so. Use the warning to avoid entering the same customer twice. ## Before you start You need **Contact** **Add** to see the warning on a new contact, and **Account** **Add** on a new account. The warning appears only while you create a record, not when you edit one. ## Steps 1. Start a **New contact** or a **New account**. 2. Type at least two characters in a field that is checked. On a contact these are **Name**, **Email** and **Phone**; on a Business account, **Name**, **Registration No.** and **Phone**; on a Personal account, **Name** and **Phone**. 3. Pause for a moment. Any match appears as a warning under the field it was found in: A record named “…” already exists. Owner: …, with the owner's team in brackets where there is one. 4. If it is the same person or company, cancel and open the existing record, or ask its owner for access. 5. If it is a different one, complete the form and create the record. ## What happens next The warning does not stop you saving a contact. It shows only a name, an owner and a team — never a link, an address or other details of a record you may not be allowed to open. An account is different in one way: saving a Business account is refused if any active account in the same country has the same name, ignoring capitals, or the same **Registration No.**, and saving a Personal account is refused if a Personal account with the same name has a matching email or phone number. ## Rules to know - Names are compared ignoring capitals, spaces and punctuation, and ignoring one trailing company suffix: Pte Ltd, Sdn Bhd, Ltd, Limited, Private Limited, LLP, LLC or Inc. An accent counts: Café and Cafe are different names. - Emails and registration numbers are compared ignoring capitals. Phone numbers are compared ignoring spaces, dashes, brackets, dots, slashes and plus signs. - On a contact, the phone you type under **Phone** is compared with both the **Phone** and the **Mobile** of existing contacts. What you type under **Mobile** is not checked. - Records you can open are always mentioned. A record you cannot open is mentioned only if your company's sharing setting for that module is **Private + Alert**. - Under **Private + Alert**, searching the **Accounts** or **Contacts** list also shows a line *Also found: … · Owner: …* for a matching record you cannot open. - Two different people can share a name or a phone number, so the warning never blocks a contact. ## Why it works this way **A warning, not a block.** Two people really can share a name, and colleagues often share an office number. Refusing the save would stop you adding a real person; warning you lets you decide with the facts in front of you. **It names the owner, nothing more.** The match may be a customer you are not allowed to see. The owner's name tells you whom to ask, without showing their customer's address, phone or balance. **It ignores spelling noise.** "Harbour Café Pte. Ltd." and "harbour cafe pte ltd" differ only in punctuation, capitals and an accent; the first two are ignored, so a colleague's spelling does not hide an existing customer. The accent is kept because it can be the only difference between two genuine names. **Duplicates split a customer.** Two accounts for one customer split its balance, statement and history. Catching it at the start is easier than a merge later, which cannot be undone. ## Work faster - **Search the list first.** The **Accounts** search finds names, countries and industries; the **Contacts** search finds people, accounts, emails and phone numbers. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Fill in the identifiers too.** A **Registration No.** or an email is checked as well, and catches a company or person whose name was entered with a different spelling. - **Ask for access instead of re-entering.** When the warning names a colleague, ask them to add you to the account's **Account Team**. See [Account details](https://easysales.work/help/accounts/account-details/). - **Merge the duplicates you find later.** **Merge duplicate account…** combines two accounts of the same type. See [Edit or deactivate](https://easysales.work/help/accounts/edit-and-delete/). - **Let the import check for you.** [Data import](https://easysales.work/help/administration/data-import/) skips rows that match an existing record and lists them as skipped duplicates. ## Examples Mei Tan starts a **New contact** and types "grace wong". A warning under **Name** reads: A record named “Grace Wong” already exists. Owner: Mei Tan. She opens the Contacts list, finds Grace under Harbour Café Pte Ltd, and cancels the new contact. A week later she adds a different Grace Wong, a buyer at another customer; the same warning appears, and this time she continues and selects **Create contact**. **A missing accent.** Daniel Lim starts a **New account** and types "Harbour Cafe". No warning appears, because the stored name has an accent. He tries "Harbour Café" instead, and the warning names Harbour Café Pte Ltd: the suffix Pte Ltd is ignored. **The same registration number.** Daniel then enters a holding company, HC Holdings, with the **Registration No.** 201912345K. The warning under **Registration No.** names Harbour Café Pte Ltd, whose number it is. He checks the number with the customer instead of saving, because an account in Singapore with the same **Registration No.** would be refused: *An account with this name or registration number already exists in that country.* ## Common questions - **Why doesn't easySales warn me when I edit a record?** The check runs only when you create a record, so a record is never reported as a duplicate of itself. - **Can I stop people creating duplicate contacts?** No: a duplicate contact is a warning only. For a Business account, the same name or **Registration No.** in one country is refused. - **Why doesn't the warning link to the record?** It may name a record you are not allowed to open, so it shows the name and owner only. Search the list to open one you can see. - **Why didn't I get a warning for a customer I know exists?** The spelling differs by more than capitals, punctuation or a company suffix, such as an accent; you typed fewer than two characters; or the record is one you cannot open and your company does not use **Private + Alert**. - **What should I do when the warning names someone else's customer?** Ask that owner to add you to the account's **Account Team**, instead of creating a second account. ## Related - [Create a contact](https://easysales.work/help/contacts/create-a-contact/) - [Create an account](https://easysales.work/help/accounts/create-an-account/) - [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/) - [Edit or deactivate](https://easysales.work/help/accounts/edit-and-delete/) --- # Quotations > Quotations in easySales — statuses from draft to accepted, quotation numbers, invoicing progress and the lock, with tips and worked examples. Source: https://easysales.work/help/quotations/overview/ A quotation is your offer to a customer: what you will supply, at what price and on what terms. Send one before the customer owes you anything, then raise invoices from it — all at once, or in stages such as a deposit and progress claims. ## Where to find it Select **Quotations** in the sidebar. The list opens on **Draft** and **Open** quotations; change the **Status** filter to see the others. The **Invoiced** column shows how far each quotation has been billed. Select **New quotation** to start one, or a **Quotation ref** to open one and see its lines, its **Invoicing** card, the invoices raised from it, its activities and its history. ## What you can do - [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/) and [work with its lines](https://easysales.work/help/quotations/line-items/). - [Finalise it](https://easysales.work/help/quotations/finalise-a-quotation/) to give it its quotation number. - [Preview the PDF](https://easysales.work/help/quotations/quotation-pdf/) and [mark it as sent](https://easysales.work/help/quotations/mark-as-sent/) once the customer has it. - [Edit it](https://easysales.work/help/quotations/edit-a-quotation/) while it is a **Draft** or **Open** and no invoice raised from it has been issued. - [Revise it](https://easysales.work/help/quotations/revise-a-quotation/) into a new numbered version while it has no invoice, issued or draft, or [copy it](https://easysales.work/help/quotations/copy-a-quotation/) to start a separate new offer. - [Accept or reject it](https://easysales.work/help/quotations/close-a-quotation/) when the customer decides. - [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) from it, in full or in stages. ## How it works *[Diagram: A quotation's statuses: a Draft, with a QD- number, becomes Open when you finalise it. An Open quotation can be edited, then Accepted or Rejected, which closes it and makes it read-only. Revising an Open or Accepted quotation makes it Superseded and read-only. From an Open or Accepted quotation you raise draft invoices, in full or in stages; issuing the first of them locks the quotation.]* A quotation starts as a **Draft** with a `QD-` draft number. You can change it, preview its PDF (marked DRAFT) or delete it, but you cannot send, accept, reject or invoice it. When it is ready, **Finalise** gives it its `QN-` quotation number and makes it **Open**; it cannot go back to draft. While it is **Open** you can still change it. When the customer decides, you mark it **Accepted** or **Rejected**; either closes it for good. When the offer changes, you can instead revise an **Open** or **Accepted** quotation: easySales copies it into a draft revision, and when you finalise that draft it is numbered `-R1`, `-R2` and so on, and the old version becomes **Superseded**, read-only and never invoiced. You can raise invoices from an **Open** or **Accepted** quotation; a **Rejected** one can no longer be invoiced. The **Invoicing** card then tracks the quotation's **Invoicing status** — **Not invoiced**, **Partially invoiced** with a percentage, **Fully invoiced** or **Over-invoiced**. Once an invoice raised from it is issued, the quotation is locked: it can no longer be edited or deleted, and the page says why **Delete** is not offered. You can still accept or reject it. ## Terms - **Quotation ref** — the number easySales gives the quotation, by default starting `QN-`, taken when you finalise it. It cannot be changed. - **Draft** — not finalised yet; it carries a `QD-` draft number, kept afterwards as **Draft number**. - **Quotation name** — your own reference for the customer; left blank, it is the quotation number. - **Open** — the customer has not decided yet. - **Accepted** / **Rejected** — the customer's decision; the quotation is closed and read-only. - **Superseded** — an old version, replaced by a revision; read-only, and it cannot be invoiced. - **Contract sum (before tax)** — the quotation's total before tax, which invoicing is measured against. ## Common misunderstandings - A quotation is not an invoice and does not create an amount to collect. - **Accepted** does not mean paid. Payments are recorded on invoices. - An expired quotation stays **Open**; the expiry date only shows a notice. - A **Draft** is not an offer yet. Finalise it before you send it. - Cancelling an invoice does not unlock the quotation. Put further changes on a new quotation. ## Permissions You need **Quote** **List** and **View** to see and open quotations, **Add** and **Edit** to create, change and revise them, **Edit** to finalise them and mark them as sent, **Delete** to delete them, and **Invoice** **Add** to raise an invoice. A role set to **Own records only** works with the quotations whose **Salesperson** it is, plus any that your company's sharing settings give it. ## Why it works this way **An offer is not a debt.** Until you invoice, the customer owes you nothing, so a quotation never appears in what customers owe you. Your receivables show only what has really been billed, however many offers are out. **A number only for a real offer.** Drafts come and go; only a finalised quotation takes a `QN-` number. Every number in your series is an offer you actually made, and deleted drafts leave no gaps. **Invoicing fixes the quotation.** Once an invoice raised from a quotation is issued, the quotation is what you are billing against, and the **Invoicing** card measures every later invoice against its **Contract sum (before tax)**. Locking it keeps that measure true; extra work goes on a new quotation. **Old versions are kept, not overwritten.** When the offer changes after the customer has seen it, a revision keeps the earlier version read-only, so you can always show what was offered and when. ## Work faster - **Start where you already are.** **New quotation** on a contact, account or opportunity fills in the customer for you. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - **Copy instead of retyping.** **Copy** in the **···** menu turns any quotation into a new draft with the same customer, lines and terms. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). - **Let To do chase for you.** The message centre's **To do** lists your quotations still not sent after the set days, sent with no customer contact since, or expiring within 7 days. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). - **Close the other options in one go.** Accepting a quotation offers to reject the deal's other open quotations and to mark the opportunity as won. See [Accept or reject](https://easysales.work/help/quotations/close-a-quotation/). - **Plan the invoices up front.** A [billing plan](https://easysales.work/help/quotations/billing-plan/) sets out the deposit, milestones or periods, so each invoice is raised from the plan rather than worked out by hand. ## Examples Lim & Co quotes Harbour Café Pte Ltd for a fit-out. Mei Tan saves it as draft QD-10000042, checks the PDF, and finalises it as QN-10000125, **Contract sum (before tax)** SGD 20,000.00. The café accepts, and Mei Tan marks it **Accepted**. She raises a 30% deposit invoice of SGD 6,000.00 before tax and issues it; the quotation now reads **Partially invoiced 30%** and is locked. When the café asks for an extra shelving unit, Mei writes a new quotation for it rather than changing QN-10000125. **Two options for one job.** For the café's second outlet, Mei finalises two quotations on the same opportunity: QN-10000140 with oak joinery, SGD 18,000.00 before tax, and QN-10000141 with laminate, SGD 14,500.00. The café chooses laminate. When Mei accepts QN-10000141, easySales asks **Reject the other quotations?** with QN-10000140 ticked; she selects **Reject selected**, then **Mark as won** for the opportunity. QN-10000140 is now **Rejected** and can no longer be invoiced. ## Common questions - **What is the difference between a quotation and an invoice?** A quotation is an offer; the customer owes nothing on it. An invoice is the charge they pay. See [Quotation or invoice](https://easysales.work/help/concepts/quotation-vs-invoice/). - **Can I invoice a quotation in stages?** Yes. Raise a deposit, progress claims or chosen lines from the same quotation, and the **Invoicing** card shows the running percentage. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **What happens when a quotation expires?** It stays **Open** and can still be accepted and invoiced. The page shows *This quotation expired on …*, and in the 7 days before, the salesperson's **To do** lists it. - **Can I delete a quotation?** With **Quote** **Delete**, select **Delete quotation** in the **···** menu and confirm with **Deactivate**. It is not offered once an invoice raised from it has been issued, and a quotation with a delivery order raised from it is refused until that order is cancelled or deleted. - **How do I give a customer two or three options?** Make one quotation per option on the same opportunity. When the customer accepts one, easySales offers to reject the others. - **Where do I see how much of a quotation has been invoiced?** In the **Invoiced** column of the Quotations list, and on the quotation's **Invoicing** card, which shows the **Invoicing status** and **Remaining to invoice**. ## Related - [Quotation or invoice](https://easysales.work/help/concepts/quotation-vs-invoice/) - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Invoices](https://easysales.work/help/invoices/overview/) - [Document approval](https://easysales.work/help/quotations/document-approval/) --- # Create a quotation > How to create a quotation in easySales — choose the contact, add product lines, set the tax, validity and terms, and save a draft ready to finalise. Source: https://easysales.work/help/quotations/create-a-quotation/ To give a customer a written offer, create a [quotation](https://easysales.work/help/quotations/overview/). You can start from the Quotations list or from the account, contact or opportunity you are working on. ## Before you start You need **Quote** **Add** and **Edit**, and **List** access to the contacts, users, products and opportunities you will choose. Every line names a product, so have your products ready — or hold **Product** **Add** to create one from the line. To add a new customer from **Contact**, you also need **Account** **Add** and **Edit** for a new company or individual, and **Contact** **Add** and **Edit** for a contact person. **Create new customer “…”** offers only the customer types you may create. ## Steps 1. Select **Quotations** in the sidebar, then **New quotation** — or select **New quotation** on a contact, opportunity or account. 2. Choose the **Contact**. The **Account** follows from the contact. 3. Check the **Salesperson**. It starts as you. 4. Type a **Quotation name** if you want your own reference, and link an **Opportunity** if the quotation belongs to a deal. 5. Check the **Currency**, the **Valid until** date and the tax in **Taxes**. 6. Under **Items**, select **Add line**, search for the product, and fill in **Qty**, **Unit**, **Unit price** and, if you track it, the line's **Cost**. Add a **Description** under the product. 7. Repeat for each line — see [Line items](https://easysales.work/help/quotations/line-items/). 8. Under **Terms and notes**, check the **Terms and conditions** — **Use a saved template** lists your company's wording — and add a **Remark** if the customer needs one. 9. Select **Create quotation**. The animation shows steps 2, 6 and 9 on a new quotation: pick the contact, add a line from the product catalogue, set the quantity, and create the quotation. ![Animation: on New quotation, searching for the contact and picking her, adding a line, choosing a product from the catalogue, setting the quantity and selecting Create quotation.](../../../assets/help/quotations/create-a-quotation.en.webp) ## When the customer is new If the customer is not in easySales yet, add them without leaving the quotation. In **Contact**, type the customer's name and choose **Create new customer “…”** at the end of the list. The **New customer** window opens with that name filled in. Under **Customer type**, choose one: - **Company**: a business and its first contact person. - **Individual**: a private customer, who is their own contact. - **Existing customer**: a new contact person at a customer you already have. Fill in the names, the **Email** and **Mobile** if you have them, and any field your company has made required. Then select **Create and use**: the customer is created with you as its owner and chosen on the quotation, as if you had picked it. Add the address and tax number on the customer's page later. If easySales warns that a customer with a similar name may exist, select **Use an existing customer instead** and pick it from the customers you can see. ## What happens next easySales saves the quotation as a **Draft** with a `QD-` draft number and opens it; the form showed **Assigned on save** until then. A blank **Quotation name** is filled with that number. Check the figures under the lines: **Subtotal**, the tax, **Total** and, where you entered costs, **Cost**. A draft can be changed, previewed or deleted, but not sent, accepted or invoiced. When it is ready, [finalise it](https://easysales.work/help/quotations/finalise-a-quotation/) to give it its `QN-` quotation number. The quotation also takes the account's **Default payment term**. When you raise an invoice from it, the due date follows that term. With no term on the quotation, the invoice uses the customer's, else the company default. ## Rules to know - Changing the contact to one of another customer clears the **Opportunity**. - Starting from a contact fills in the contact; from an opportunity, the opportunity and its primary contact; from an account, the contact only when the account has exactly one you can see. - The **Currency** starts as the account's **Default currency**. A foreign currency needs an exchange rate to your company's base currency before the quotation can be saved. - **Taxes** starts at your company's default tax and offers the tax codes of your company's country and registration, at today's rates. If your company is not registered for tax today, tax is off and a note says why. - **Valid until** starts 30 days after today. The number of days is what counts: when you finalise, the expiry moves with the quotation date. - **Terms and conditions** starts with your company's default quotation template, if it has one. - Only contacts at accounts marked **Customer** are offered. - If the contact or salesperson is missing, or a line has no product, **Create quotation** saves nothing and marks what to fix. - The **Remark** and the **Terms and conditions** both print on the quotation PDF. ## Why it works this way **The contact is the one party you choose.** A quotation is addressed to a person at a customer. Choosing the contact files the quotation under the right account, and that account's currency and payment term come with it, so the terms you agreed with the customer apply without retyping. **Every line names a product.** The product brings its name, unit, list price and description, so the same item reads the same way on every quotation. A product you create from a line joins your product list, ready for the next quotation. **Tax at today's rates.** A draft has no date of its own until you finalise it, so it uses the taxes in force today. The tax the customer sees is the tax that applies on the day you write the offer. **A draft first, a number later.** You can save half-finished work, come back to it or delete it. No quotation number is used until you finalise, so your quotation numbers have no gaps. ## Work faster - **Start from the contact or the opportunity.** **New quotation** on a contact fills in the contact and account; on an opportunity, the opportunity and its primary contact. See [Opportunities](https://easysales.work/help/sales/opportunities/). - **Save your terms once.** A **Quotation** standard template ticked **Use as the default for new documents of this type** fills **Terms and conditions** on every new quotation. Placeholders such as **[ExpiryDate]** and **[PaymentTerm]** print this quotation's own values on the PDF. See [Standard templates](https://easysales.work/help/documents/standard-templates/). - **Create a missing product on the line.** With **Product** **Add**, type the new name and choose **Create new product “…”**; it is created when you save. See [Line items](https://easysales.work/help/quotations/line-items/). - **Create the opportunity from the picker.** With **Opportunity** **Add**, type a name in **Opportunity**, choose **Create new opportunity “…”** and complete the short form; the new opportunity is created and chosen for this quotation. - **Copy a similar quotation.** **Copy** in the **···** menu of an existing quotation makes a new draft with the same customer, lines and terms. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). ## Examples Mei Tan quotes Harbour Café Pte Ltd for its fit-out. She starts from Grace Wong's contact, so the **Contact** and **Account** are filled in, and the **Currency** is SGD from the account. She names it "Harbour Café fit-out", chooses **GST 9%** in **Taxes**, and adds two lines: | Item | Qty | Unit price | Unit cost | Amount | |---|---|---|---|---| | Design and project management | 1 | 5,000.00 | — | 5,000.00 | | Custom carpentry works | 1 | 15,000.00 | 11,000.00 | 15,000.00 | The totals read **Subtotal** SGD 20,000.00, GST SGD 1,800.00, **Total** SGD 21,800.00 and **Cost** SGD 11,000.00. After **Create quotation**, it opens as draft QD-10000042, ready for her to check and finalise. **Starting from an opportunity.** Daniel Lim opens the opportunity "Harbour Café kitchen refresh" and selects **New quotation**. The opportunity, its primary contact Grace Wong and the account are filled in, **Valid until** is 30 days ahead, and Lim & Co's default terms are already in **Terms and conditions**. Quartz countertops are not in the product list yet, so on the second line he types "Quartz countertop", chooses **Create new product “Quartz countertop”** and sets it to **Goods**: | Item | Qty | Unit | Unit price | Unit cost | Amount | |---|---|---|---|---|---| | Kitchen cabinet design | 1 | | 2,400.00 | | 2,400.00 | | Quartz countertop | 3.50 | m | 680.00 | 420.00 | 2,380.00 | **Subtotal** is SGD 4,780.00 (2,400.00 + 3.50 × 680.00), GST at 9% is SGD 430.20 and **Total** is SGD 5,210.20. **Cost** is SGD 1,470.00 (3.50 × 420.00). When he selects **Create quotation**, the quotation is saved as a draft and easySales says **Created 1 product**. ## Common questions - **Why can't I find the contact I want?** **Contact** lists only contacts at accounts marked **Customer**, so the contacts of a supplier-only account are not offered. Search by the person's name or the account name. See [Create an account](https://easysales.work/help/accounts/create-an-account/). - **How long is a new quotation valid?** **Valid until** starts 30 days after today, and you can change it. When you finalise, the quotation keeps the same number of days from its quotation date. - **Can I quote in a foreign currency?** Yes. Choose the **Currency**; easySales needs an exchange rate between it and your base currency before it saves. See [Currency and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/). - **Why is there no tax on my quotation?** If your company is not registered for tax today, **Taxes** is off and a note says why. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **Why does the quotation number say Assigned on save?** The number is given when you save: a `QD-` draft number first, then a `QN-` quotation number when you [finalise it](https://easysales.work/help/quotations/finalise-a-quotation/). - **Can I link the quotation to an opportunity later?** Yes. You can choose or clear the **Opportunity** whenever you [edit the quotation](https://easysales.work/help/quotations/edit-a-quotation/). - **Can I add a new customer while creating a quotation?** Yes. Type the name in **Contact** and choose **Create new customer “…”**. If that entry is missing, your role cannot create customers or contacts. - **Is the new customer kept if I do not save the quotation?** Yes. The customer is created when you select **Create and use**, before the quotation is saved, and you find it under **Accounts**. ## Related - [Finalise a quotation](https://easysales.work/help/quotations/finalise-a-quotation/) - [Line items](https://easysales.work/help/quotations/line-items/) - [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/) - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [Write a clear quotation](https://easysales.work/help/playbook/clear-quotation/) --- # Line items > How to add, reorder and remove quotation lines, give a line its own tax rate or discount, and track unit cost and margin in easySales. Source: https://easysales.work/help/quotations/line-items/ The lines of a quotation say exactly what you are offering. A line starts from a [product](https://easysales.work/help/concepts/products-and-line-items/) and then carries its own quantity, price and description for this quotation. ## Before you start You need **Quote** **View** and **Edit**, and the quotation must be a **Draft**, or **Open** with no issued invoice raised from it. **Product** **List** decides which products you can pick; **Product** **Add** lets you create one from a line. ## Steps 1. Open the quotation and select **Edit** at the top of the page. On a new quotation you are already editing. 2. Select **Add line** for each product or service. 3. Search for the product. Picking it fills in its **Unit**, list price and description. To add a product that does not exist yet, type its name, choose **Create new product “…”** and set **Goods** or **Service**. 4. Set **Qty**, **Unit price**, the **Cost** below the price if you track it, and the **Description** the customer will read. 5. Tick **Per-line tax rates** and choose a rate in the line's **Tax code** when that line is taxed differently from the quotation. Tick **Line discounts** to give a line a discount — see [Give a discount](https://easysales.work/help/quotations/discounts/). 6. Drag a line by its handle, or use the up and down arrow keys, to change the order it prints in. **Remove line** takes away a line you no longer need, after **Remove this line?**. 7. Check **Subtotal**, the tax, **Total** and **Cost**, then select **Save quotation**. ## What happens next The quotation keeps its number, and its totals are worked out again from the saved lines. A product you created from a line is added to your product list, and easySales tells you so. ## Rules to know - A line's amount is its **Qty** times its **Unit price**. **Qty** takes up to two decimal places. - A line without its own rate uses the quotation's tax — shown as **Document rate**. Tax is worked out for each rate: the lines at one rate are added together and taxed once. - **Total** is **Subtotal** plus the tax. **Cost** adds up each line's quantity times its cost for your own margin; it appears only when a line has a cost, and the customer does not pay it. - The cost is internal: it is not printed, and the customer never sees it. Picking a product does not fill it in. - **Per-line tax rates** cannot be turned off while a line has its own rate. Clear the rate on each line first. - A discount goes on a line, with **Line discounts**, or on the whole quotation, in the **Discount** row of the totals. Both come off before tax — see [Give a discount](https://easysales.work/help/quotations/discounts/). ## Why it works this way **Tax is worked out per rate, not per line.** Rounding the tax on every line separately can drift a cent or two from the tax on the total. Adding the lines at one rate first and taxing the sum once avoids that, and the quotation PDF prints one tax line for each rate. **The cost stays inside your company.** Your margin is your business, not your customer's. Keeping the cost on the line lets you see the margin while you price the job, without it ever reaching the PDF. If your company holds quotations for approval when the margin is too low, the line costs are what that rule reads; see [Document approval](https://easysales.work/help/quotations/document-approval/). **A discount shows what the customer saved.** A line discount or a document discount prints the full price, the discount and the net, and the tax is worked out on the discounted amount. ## Work faster - **Create products as you quote.** With **Product** **Add**, a new name typed on the line becomes a product when you save, so you do not leave the quotation to set it up. See [Create a product](https://easysales.work/help/products/create-a-product/). - **Keep the list prices current.** Picking a product fills in its list price, so a correct price in the product list saves retyping it on every quotation. See [Products and line items](https://easysales.work/help/concepts/products-and-line-items/). - **Reorder from the keyboard.** Focus a line's handle and press the up or down arrow key to move it. - **Reuse a full set of lines.** **Copy** in the **···** menu starts a new draft with all the lines of an existing quotation. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). ## Examples Kelvin Ong asks Lim & Co for a feature wall, with a loyalty discount. Mei Tan's quotation, at **GST 9%**: | Item | Qty | Unit | Unit price | Unit cost | Amount | |---|---|---|---|---|---| | Feature wall design | 1 | | 1,200.00 | | 1,200.00 | | Wallpaper | 12 | roll | 85.00 | 55.00 | 1,020.00 | | Installation | 2 | day | 450.00 | 250.00 | 900.00 | **Subtotal** is SGD 3,120.00. Mei types 120 as an amount in the **Discount** row, which leaves SGD 3,000.00; GST is SGD 270.00 and **Total** SGD 3,270.00. **Cost** is SGD 1,160.00: 12 × 55.00 plus 2 × 250.00. The margin before tax is SGD 3,000.00 − 1,160.00 = SGD 1,840.00. **Two tax rates on one quotation.** Harbour Café wants 20 rattan chairs shipped to its new outlet in Johor Bahru, plus Lim & Co's design work in Singapore. The quotation's tax is **GST 9%**. Lim & Co's accountant has confirmed that goods exported overseas are zero-rated, so Mei ticks **Per-line tax rates** and sets the chairs' **Tax code** to **GST 0%**: | Item | Qty | Unit price | Tax code | Amount | |---|---|---|---|---| | Café interior design | 1 | 3,000.00 | Document rate | 3,000.00 | | Rattan chair | 20 | 210.00 | GST 0% | 4,200.00 | **Subtotal** is SGD 7,200.00. Tax is SGD 270.00, which is 9% of the design line only (3,000.00 × 9%); the chairs carry none. **Total** is SGD 7,470.00. ## Common questions - **How do I add a discount to a quotation?** Tick **Line discounts** for a discount on a line, or type one in the **Discount** row of the totals for the whole quotation, as a percentage or an amount. See [Give a discount](https://easysales.work/help/quotations/discounts/). - **Can lines on one quotation have different tax rates?** Yes. Tick **Per-line tax rates** and choose the rate in that line's **Tax code**; the other lines keep the **Document rate**. - **Does the customer see the unit cost?** No. The cost is an internal figure: it is not printed on the PDF. See [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/). - **Can I quote a product that is not in my product list?** Yes, if you have **Product** **Add**: type its name and choose **Create new product “…”**. Without it, ask someone who has it to create the product first. - **Can I enter a quantity such as 3.5?** Yes. **Qty** takes up to two decimal places, such as 3.50. - **Why is the cost empty after I pick a product?** Picking a product fills in its unit, list price and description, not a cost. Type the cost on the line if you track your margin. ## Related - [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/) - [Edit a quotation](https://easysales.work/help/quotations/edit-a-quotation/) - [Products and line items](https://easysales.work/help/concepts/products-and-line-items/) - [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/) --- # Give a discount > How to give a line discount or a discount on the whole quotation, invoice or credit note in easySales, as a percentage or an amount, and how the discount comes off before tax and prints on the PDF. Source: https://easysales.work/help/quotations/discounts/ A discount lowers the price you charge, so it comes off **before tax** and the tax is worked out on the discounted amount. You can give one on a single line, on the whole document, or both, on quotations, invoices, credit notes and recurring invoices. How lines and tax add up is on [Products and line items](https://easysales.work/help/concepts/products-and-line-items/). ## Before you start - You need **Edit** on the document: **Quote** for a quotation, **Invoice** for an invoice, **Credit Note** for a credit note. - The document must still be editable: a **Draft** invoice or credit note, or a quotation that is a **Draft**, or **Open** with no issued invoice raised from it. An issued invoice's lines are locked. - Decide whether the discount is a percentage or an amount. An amount on a line is off the whole line, not off each unit. ## Steps 1. Open the document and select **Edit**. On a new document you are already editing. 2. For a line discount, tick **Line discounts** above the lines. A **Discount** column appears. 3. On the line, choose **%** or the currency, and type the discount, such as 10. 4. For a discount on the whole document, go to the totals. In the **Discount** row choose **%** or the currency, and type the discount. 5. Check **Subtotal**, **Discount**, the tax and **Total**, then save the document. ## What happens next Each discounted line shows its discount in the **Discount** column, and its amount is the line after the discount. **Subtotal** adds up the lines after their own discounts; the **Discount** row, such as *Discount (5%)*, takes the document discount off it; the tax is worked out on what is left; and **Total** adds the tax. On the PDF, a discounted line prints *Less 10% discount* and the amount under its description, or *Less discount* and the amount, and the document discount prints as its own row under the subtotal. Converting a quotation to an invoice, copying, revising, invoicing delivery orders and raising recurring invoices all carry the discounts with them. ## Rules to know - A percentage is more than 0 and at most 100, with up to two decimals. A percentage discount is rounded to the cent, half up. - An amount has no more decimals than the currency has. A line discount cannot be more than the line (*The discount is more than this line comes to.*), and a document discount cannot be more than the subtotal (*The discount is more than the subtotal.*). A discount may bring a line to zero. - Only a line worth more than zero can be discounted. A line with a negative price is a reduction already. - When the lines have different tax rates, the document discount is shared across the rates in proportion to each rate's lines, to the cent, so each rate is taxed on its own discounted amount. - **Line discounts** stays ticked while any line has a discount; clear the discount on every line to turn it off. - When a quotation is invoiced in parts, a percentage document discount applies to each invoice. An amount is shared in proportion to what each invoice bills, and the last invoice takes what is left. Percentages worked out on several invoices can differ by a cent from one invoice for the whole job. - On an invoice that deducts a deposit, the document discount prints as an amount. - Margin approval reads the price after every discount; see [Document approval](https://easysales.work/help/quotations/document-approval/). - A Word design your company uploaded prints the document discount only where it has the {{Totals.Discount}} field; the standard designs have it. - Purchase orders and delivery orders have no discounts. ## Why it works this way **A discount is a lower price, so it is taxed as one.** A discount given when you sell lowers the value of the supply, so GST and other sales taxes are charged on the discounted price. Taking it off before tax keeps the tax on your invoice right. **The customer sees what they saved.** Printing the full price, the discount and the net shows the customer the deal you gave, instead of a lower price they cannot compare. **Mixed rates share the discount.** A tax invoice must state the tax for each rate. Sharing a document discount across the rates keeps each rate's tax right, and the shares always add up to the discount you typed. ## Work faster - **Use a percentage for a whole job.** A document discount of 5% keeps the same share however you invoice the job — see [Convert to an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Revise rather than retype.** When a customer asks for a better price, revise the quotation and change the discount — see [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/). - **Check your margin first.** Type the line **Cost** to see the margin after the discount — see [Line items](https://easysales.work/help/quotations/line-items/). - **Set it once for a recurring bill.** A discount on a recurring invoice is on every invoice it raises — see [Set up a recurring invoice](https://easysales.work/help/invoices/set-up-a-recurring-invoice/). ## Examples **A line discount and a document discount.** Mei Tan quotes Kelvin Ong at **GST 9%**: | Item | Qty | Unit price | Discount | Amount | |---|---|---|---|---| | Feature wall design | 1 | 1,200.00 | | 1,200.00 | | Wallpaper | 12 | 85.00 | 10% | 918.00 | | Installation | 2 | 450.00 | | 900.00 | The wallpaper comes to 1,020.00; 10% of it is 102.00, so the line is 918.00. **Subtotal** is SGD 3,018.00. Mei adds a 5% loyalty discount in the **Discount** row: SGD 150.90, which leaves SGD 2,867.10. GST is SGD 258.04 and **Total** SGD 3,125.14. **Two tax rates.** Harbour Café's quotation has café design of SGD 3,000.00 at **GST 9%** and 20 rattan chairs of SGD 4,200.00 at **GST 0%**: **Subtotal** SGD 7,200.00. Mei gives SGD 720.00 off the whole quotation. It is shared in proportion: SGD 300.00 against the design and SGD 420.00 against the chairs. GST is 9% of SGD 2,700.00, SGD 243.00, and **Total** is SGD 6,723.00. Without the discount the GST would have been SGD 270.00. **Invoicing in two halves.** A quotation of SGD 10,000.00 has a document discount of SGD 1,000.00. Mei raises a 50% progress invoice: it bills SGD 5,000.00 of lines with SGD 500.00 discount. The final invoice takes the remaining SGD 500.00. ## Common questions - **Is a discount taken off before or after GST?** Before. The tax is worked out on the price after the discount. - **Can I give a discount on one line only?** Yes. Tick **Line discounts** and type it on that line. - **Can I use a percentage and an amount on the same document?** Yes. Each line and the document each take one discount, either a percentage or an amount. - **Does the customer see the discount on the PDF?** Yes. A discounted line prints its discount under the description, and a document discount prints as its own row. - **Can I still use a negative line for a discount?** Yes. A line with a negative **Unit price** still works; the discount fields show the saving more clearly. - **Does a discount carry to the invoice?** Yes. Converting a quotation, in full or in parts, carries its discounts. - **Can I discount a purchase order?** No. Discounts are on quotations, invoices, credit notes and recurring invoices. - **Why is the discount refused?** It is more than the line or the subtotal, the percentage is over 100, or the amount has more decimals than the currency. ## Related - [Line items](https://easysales.work/help/quotations/line-items/) - [Tax calculation and rounding](https://easysales.work/help/concepts/tax-calculation-and-rounding/) - [Convert to an invoice](https://easysales.work/help/quotations/convert-to-invoice/) - [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/) --- # Finalise a quotation > How to finalise a draft quotation in easySales — give it its QN- number and date, backdate it, and what happens to the expiry and approval. Source: https://easysales.work/help/quotations/finalise-a-quotation/ Every new [quotation](https://easysales.work/help/quotations/overview/) starts as a **Draft**. When you are happy with it, finalise it: it takes its quotation number and becomes **Open**, ready to send to the customer. This page is for the salesperson who prepares quotations. ## Before you start - You need **Quote** **View** and **Edit** on the quotation. - The quotation must be a **Draft**. The page shows "This quotation is a draft. Finalise it to give it a quotation number before you send, accept or invoice it." - Check the lines, totals and terms first — preview the PDF if you like. A draft PDF carries a DRAFT watermark. ## Steps 1. Open the draft quotation. 2. Select **Finalise** at the top of the page. 3. In **Finalise quotation**, check the **Quotation date**. It starts as today. 4. To date the quotation earlier, choose an earlier day. **Use today** puts today back. 5. If your company holds quotations for approval, add a **Note for the approver** if you want to. 6. Select **Finalise**. ## What happens next - The quotation takes its `QN-` number as its **Quotation ref**, becomes **Open**, and a message reads "Finalised as …". It cannot go back to draft. - Its old `QD-` number stays on the page as **Draft number**. - A **Quotation name** that was still the draft number becomes the quotation number; a name you typed stays. - The **Quotation date** shows on the page and prints on the PDF. - The **Expires** date moves with the quotation date and keeps the same number of days the draft had. A draft with no expiry stays without one. - You can now [preview and send it](https://easysales.work/help/quotations/quotation-pdf/), [mark it as sent](https://easysales.work/help/quotations/mark-as-sent/), accept or reject it, and raise invoices from it. If your company's approval rule holds the quotation, it is not finalised yet: the page says **Submitted for approval**, the quotation shows **Pending approval**, and it takes no `QN-` number until an approver selects **Approve and issue**. See [Document approval](https://easysales.work/help/quotations/document-approval/). ## Rules to know - The quotation date cannot be later than today. - If you choose a day earlier than your latest finalised quotation, easySales warns that the running number will not follow date order. You can still finalise. - The expiry keeps its number of days, not its day: a draft valid for 30 days is valid for 30 days from its quotation date, even if you typed the expiry date yourself. - Deleting a draft does not use up a `QN-` number, so the quotation numbers stay without gaps. - Finalising a [draft revision](https://easysales.work/help/quotations/revise-a-quotation/) gives it the next revision number, such as QN-10000125-R1, and makes the old version **Superseded**. - The Quotations list shows **Draft** and **Open** quotations when it opens. Drafts are left out of the sidebar's open-quotations count and of an opportunity's contract figures. ## Why it works this way **The number marks the offer as real.** A draft is work in progress; a `QN-` number says this is the offer you stand behind. Because only a finalised quotation takes one, deleted drafts leave no gaps, and every `QN-` number in your series belongs to a quotation you actually made. **There is no way back to draft.** Once a number is given it is used: a customer may already hold it. Returning to draft would leave a number with no quotation behind it. Change the offer by [editing](https://easysales.work/help/quotations/edit-a-quotation/) or [revising](https://easysales.work/help/quotations/revise-a-quotation/) it instead. **The date can be earlier, never later.** The quotation date is the day you made the offer. When you agreed the price on site last week and finalise it today, you can date it then. A date in the future would date an offer you have not made yet. **The validity travels with the date.** "Valid for 30 days" means 30 days from the offer. Keeping the number of days, rather than a fixed day, means a quotation finalised a week late is still valid for as long as you intended. ## Work faster - **Check the PDF before you finalise.** **PDF** works on a draft too, with a DRAFT watermark, so you can check the layout and figures with the customer before the number is taken. See [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/). - **Find drafts waiting for you.** The Quotations list opens on **Draft** and **Open**, so unfinished drafts are in view; an approver can filter on **Awaiting my approval** instead. - **Leave a note for the approver.** A short **Note for the approver** saves a round of questions when a quotation is held, for example why the margin is low. - **Fix the expiry after finalising.** If the customer needs a fixed last day, edit **Expires** on the **Open** quotation and save. See [Edit a quotation](https://easysales.work/help/quotations/edit-a-quotation/). ## Examples Mei Tan prepares the Harbour Café fit-out on Monday and saves it as draft QD-10000042, valid for 30 days. She checks the draft PDF with Grace Wong by phone on Wednesday and selects **Finalise**. The **Quotation date** reads Wednesday; she selects **Finalise** again. The quotation is now QN-10000125, **Open**, and expires 30 days after Wednesday. **A fixed expiry date.** On 1 October Mei creates a draft for Kelvin Ong and sets **Valid until** to 31 October, because her supplier's price holds until then: 30 days. She finalises it on 6 October. The expiry keeps the 30 days and moves to 5 November (6 October + 30 days). Mei edits **Expires** back to 31 October and saves. **A quotation held for approval.** Lim & Co's approval rule for quotations is **Margin below** 25%. Mei's draft has two lines: banquette seating, 4 × 1,250.00 with a cost of 950.00 each, and a design fee of 1,000.00 with no cost. She finalises it; the page says **Submitted for approval** and the **Approval record** gives the reason *Margin unknown: a line has a price and no cost*. Daniel Lim finds it under **Awaiting my approval**, selects **Approve and issue**, then **Approve**; only then does it take its `QN-` number. Had Mei entered a cost of 400.00 for the design fee, the margin would have been (6,000.00 − 4,200.00) ÷ 6,000.00 = 30%, not below 25%, and the quotation would have been finalised at once. ## Common questions - **Can I send a draft quotation to a customer?** You can preview its PDF, which carries a DRAFT watermark, but you cannot mark it as sent, accept it or invoice it. Finalise it first. - **Can I undo finalising a quotation?** No. A finalised quotation cannot go back to draft. You can still edit it while it is **Open** or revise it. Deleting it needs **Quote** **Delete** and is refused once an invoice raised from it has been issued. - **Can I backdate a quotation?** Yes, to any earlier day. If that day is earlier than your latest finalised quotation, easySales warns that the numbers will not follow date order; you can still finalise. - **Why did the expiry date change when I finalised?** The quotation keeps the number of days it was valid for, counted from its quotation date. Edit **Expires** afterwards if you need a fixed day. - **Why does my quotation show Pending approval instead of a number?** Your company's approval rule held it. It takes its number when an approver selects **Approve and issue**. See [Document approval](https://easysales.work/help/quotations/document-approval/). - **Can I change how quotation numbers look?** Yes. Someone with **System** **Edit** sets the prefix, date part and number of digits under **System settings** → **Company** → **Document numbers**. Numbers already given do not change. See [Document numbers](https://easysales.work/help/administration/document-numbers/). ## Related - [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/) - [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/) - [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) - [Document approval](https://easysales.work/help/quotations/document-approval/) --- # Document approval > How to set up approval for quotations, invoices and credit notes in easySales — amount and margin rules, who approves, and approving or returning a document. Source: https://easysales.work/help/quotations/document-approval/ With document approval on, a quotation, invoice or credit note that meets your company's rule waits for a second person to approve it before it is issued. Until then it keeps no number and stays a draft. Approval is off until an administrator switches it on, separately for each kind of document. Whether your company has document approval is shown on the [Licence page](https://easysales.work/help/administration/licence/); see [When approval is not included](#when-approval-is-not-included). ## Set the rules 1. Open **System settings** and select **Approval** in the **Sales** group. 2. Each kind has its own card: **Quotations** (checked when a draft is finalised), **Invoices** and **Credit notes** (checked when a draft is issued). 3. Turn on the switch **Require approval for** the kind. The card shows **People who can approve** and how many there are; **Manage roles** opens the roles. 4. Under **Needs approval when**, choose a condition: - **Always (every document)**; - **Amount at least**: the amount before tax, in your base currency. An amount equal to the limit also needs approval; - **Margin below** (quotations only): a percentage from 0 to 100. A line with a price and no cost counts as needing approval. 5. To add a second condition, select **Add a condition**. A document is held when either condition holds (**or**). **Remove** takes a condition away. 6. Save. The page says **Approval settings saved**. Changing the rules needs **System** **Edit**; reading them needs **System** **View**. A change never affects a request that is already waiting: it is decided by the rule it was submitted under. A kind cannot be switched on while nobody can approve it: the page says why. Approval also needs your company's roles to be on the new roles and permissions. If approval is on and nobody can approve any more, the card warns that held documents wait with nobody to decide them. ## Who can approve - Approving needs the **Approve quotations**, **Approve invoices** or **Approve credit notes** control in a role, at **All records**. The **Administrator** role has all three. - An approver can decide only documents they can open (their **View** on that kind). - Someone who holds the control and issues a held document themselves is not held: the document is issued at once, and the audit trail notes that the rule was skipped because they may approve. - A request can be withdrawn by the person who submitted it, or by anyone who can edit the document. ## Submit for approval 1. Finalise the quotation, or issue the invoice or credit note, as usual. The dialog has a **Note for the approver** field; it is optional and only sent if the rule holds the document. 2. If the rule holds it, the page says **Submitted for approval** and the document shows **Pending approval**. No number is taken. If something would stop the document being issued, such as a missing tax line, you are told at once, as if you had issued it. If nobody can approve, the message says so; ask an administrator to give the approval control to someone. ## While a request is waiting - The document cannot be changed or deleted: *Awaiting approval. Withdraw the request to change or delete this document.* - Its owner cannot be changed, alone or in a bulk transfer: withdraw the request first, or ask an approver to decide. - It can still be opened and copied. - The **Approval record** on the document shows who submitted it, when, the **Requested date**, the note, and why the rule held it (**Held because**). ## Approve, return or withdraw - **Approve and issue** opens the issue dialog, on a quotation or invoice set to the **Requested date**; the approver can change the date, never later than today. Confirming issues the document at once: it takes its number and cannot be undone. - **Return** sends it back to its author as a draft, with a **Reason**. The author sees who returned it and why, changes it, and issues it again; the rule is checked again. - **Withdraw** ends the request; the document stays a draft and can be edited and submitted again. A note is optional. ## Awaiting my approval On the **Quotations**, **Invoices** and **Credit notes** lists, the **Approval** filter has **Awaiting my approval**: the waiting documents you can decide. Without an approval control it shows nothing. ## Notifications - A submission tells the submitter's manager if they can approve it; otherwise everyone who can. It is urgent: in the message centre and, unless your own settings say otherwise, by email at once. - Approving, returning or withdrawing tells the person who submitted it. A return includes the reason. Nobody is told of their own action. - The notice disappears once the request is decided or withdrawn. Choose how you are told under **Approvals** in your [notification settings](https://easysales.work/help/inbox/notification-settings/). ## When approval is not included On the [Licence page](https://easysales.work/help/administration/licence/), **Modules** lists **Document approval** as **Enabled** or **Not included**. When it is not included: - Quotations, invoices and credit notes are issued without approval. - The **Approval** settings, the approval record on documents and **Awaiting my approval** are hidden, and roles do not offer the approval controls. - A request that was still waiting is closed the next time its document is issued, saved or deleted. - The rules you set are kept. If approval is included again, they apply again as they were, and a request nobody touched in the meantime is waiting again. ## Why it works this way **Checking before the number costs less than correcting after.** Once a document is issued it is locked, and a mistake on an invoice takes a credit note to put right. A second person looking at a large or low-margin document before it is issued catches the mistake while it is still a draft. **A waiting document takes no number.** It stays a draft until it is approved, so a document that is returned or withdrawn leaves no gap in your numbering. **What is approved is what is issued.** Nobody can change a document while its request waits, so the approver decides on exactly the figures that will be issued. To change it, the request is withdrawn first, and the rule is checked again when it is submitted. **People who may approve are not held by their own rule.** Asking yourself for approval adds nothing. The audit trail still records that the rule was skipped and why, so the exemption is visible to anyone who checks. ## Work faster - **Work from Awaiting my approval.** On the **Quotations**, **Invoices** or **Credit notes** list, choose **Awaiting my approval** in the **Approval** filter to see only what you can decide. - **Explain the document in the note.** A line in **Note for the approver**, such as why a margin is low, saves the approver a question and you a return. - **Enter a cost on every quotation line.** Under a **Margin below** rule, a line with a price and no **Unit cost** holds the quotation, whatever its margin. See [Line items](https://easysales.work/help/quotations/line-items/). - **Combine two conditions.** **Amount at least** together with **Margin below** holds both large offers and thin ones, with one rule. - **Choose how you are told.** Set the **Approvals** row of your [notification settings](https://easysales.work/help/inbox/notification-settings/) so requests reach you where you work. ## Examples Lim & Co holds quotations for approval with two conditions: **Amount at least** SGD 10,000.00 or **Margin below** 25%. Daniel Lim holds **Approve quotations**; Mei Tan does not. The margin is the amount before tax less the cost, divided by the amount before tax. | Quotation | Before tax | Cost | Margin | Held? | |---|---|---|---|---| | Harbour Café counter | 8,000.00 | 6,400.00 | (8,000.00 − 6,400.00) ÷ 8,000.00 = 20% | Yes: margin below 25% | | Orchid Bakery shelving | 6,000.00 | 4,500.00 | (6,000.00 − 4,500.00) ÷ 6,000.00 = 25% | No: 25% is not below 25% | | Orchid Dental fit-out | 12,000.00 | 7,200.00 | (12,000.00 − 7,200.00) ÷ 12,000.00 = 40% | Yes: amount at least 10,000.00 | | Kelvin Ong feature wall | 2,800.00 | one line with no cost | unknown | Yes: margin unknown | When Mei finalises the Orchid Bakery quotation, it takes its number at once. The other three show **Pending approval**, and the **Approval record** of each says why under **Held because**. **A returned quotation.** Daniel opens the Harbour Café counter from **Awaiting my approval** and selects **Return** with the reason "Use the 2026 laminate price". Mei raises the price to SGD 8,600.00 before tax with the same SGD 6,400.00 cost: (8,600.00 − 6,400.00) ÷ 8,600.00 is about 25.6%, no longer below 25%. When she finalises it again, the rule is checked again, and it takes its number without waiting. ## Common questions - **How do I set up approval for quotations?** Open **System settings** → **Approval**, turn on the switch on the **Quotations** card, choose when a quotation needs approval and save. You need **System** **Edit**. - **Who can approve documents?** Anyone whose role has the **Approve quotations**, **Approve invoices** or **Approve credit notes** control at **All records**. The **Administrator** role has all three. - **Can I approve my own quotation?** If you hold the approval control, your own documents are not held: they are issued at once, and the audit trail notes that the rule was skipped. - **Can I edit a document while it waits for approval?** No. Withdraw the request, change the document and submit it again; the rule is checked again. - **Does a document waiting for approval take a number?** No. It takes its number when it is approved, so a returned or withdrawn document leaves no gap. - **Is a credit note checked against the amount limit too?** Yes. Its amount before tax is compared with the limit by its size, so a credit note of SGD 12,000.00 meets a limit of SGD 10,000.00. - **Why can't I find the Approval settings?** They are hidden when document approval is not included for your company. See [When approval is not included](#when-approval-is-not-included). ## Related - [Finalise a quotation](https://easysales.work/help/quotations/finalise-a-quotation/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [AI proposals](https://easysales.work/help/activities/ai-proposals/) --- # Quotation PDF > How to open, download and send a quotation PDF in easySales, what it prints, and how to fix a missing address, logo or DRAFT watermark. Source: https://easysales.work/help/quotations/quotation-pdf/ To send a quotation to a customer, open its [PDF](https://easysales.work/help/concepts/documents-and-templates/), download it, and tick **Sent to the customer** once it has gone. This page is for whoever sends quotations out. ## Before you start You need **Quote** **View** to open the quotation and **Quote** **Add** for **PDF** to appear. The quotation must be worth more than zero in your company's base currency, and it must be saved — the button is hidden while you are editing. ## Steps 1. Open the quotation. 2. Check the contact, **Quotation ref**, terms, lines and **Total**. 3. Select **PDF** at the top of the page. A window opens with the PDF inside it. 4. Select **Download** to save the file, or **Open in a new tab** to print it from the browser. On a phone or tablet that can share files, **Share** sends it straight to another app. 5. Send it to the customer yourself, then tick **Sent to the customer** on an **Open** quotation. ## What happens next You can open the PDF as often as you like, in any status; opening it changes nothing. Ticking **Sent to the customer** marks the quotation as sent and records it on its timeline; see [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). Your company's active quotation design sets the layout, and the active letterhead adds your logo, company details and footer. Both are chosen under **System settings** → **Document settings**. ## Rules to know - A **Draft** prints with a DRAFT watermark and a **Superseded** version with a SUPERSEDED watermark, on the built-in design. A quotation produced from Word prints the same word as a red stamp under the heading instead: always on easySales's own Word layout, and on a Word file you uploaded only if it contains the `StatusStamp` placeholder. - The PDF shows the quotation number, the **Quotation date** set when it was finalised, and a "Sales Person" line. That line names the **Salesperson** when it is someone other than the person who created the quotation, and otherwise the creator. - On the built-in design, a revised quotation also prints a line such as "Revision 1 of QN-10000125". The **Header lines** of the design can leave the Sales person, Currency and Revision lines off. - When the quotation has a [billing plan](https://easysales.work/help/quotations/billing-plan/), the built-in design prints it as a payment schedule, unless the design has **Print the payment schedule (billing plan)** cleared. - The customer address is the contact's **Mailing address**, or the account's billing address when the contact has none. It prints only when that address has a **Street**. - Amounts print in the quotation's currency, at its usual number of decimal places. At a zero tax rate only the total prints. - With several tax rates, the PDF prints one tax line per rate, and those lines add up exactly to the printed total tax. - The cost of each line is never printed. - If the window says *The PDF couldn't be prepared. Try again.* instead of showing the PDF, wait a moment and select **Try again** — see [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - The **Remark** and the **Terms and conditions** print below the lines. - The PDF uses the customer and company details saved at the moment you open it. If they change later, the next PDF shows the new details. ## Why it works this way **The PDF is made fresh each time.** easySales builds the PDF from the quotation as it stands when you open it, so it always shows the latest lines, address and logo. The file you sent is the record of what the customer received: keep it with your email. **Drafts and old versions are marked.** A DRAFT or SUPERSEDED mark means a file that is not the current offer cannot be mistaken for one, even after it has been forwarded. **Your cost stays off the page.** The customer reads prices, tax and totals. The cost you track on each line is for your own margin, so no design prints it. ## Work faster - **Mark as sent in the same step.** When you download the PDF to send it, tick **Sent to the customer** before you close the window; the follow-up reminders start from that moment. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). - **Keep standard wording in templates.** Terms that print on every quotation belong in a standard template, with placeholders such as **[ExpiryDate]** filled in at print time. See [Standard templates](https://easysales.work/help/documents/standard-templates/). - **Fix details at the source.** A wrong address or logo is corrected on the account, contact or letterhead; the next PDF picks it up, with no change to the quotation. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). ## Examples Mei Tan created the Harbour Café fit-out quotation and is its **Salesperson**, so its PDF reads "Sales Person: Mei Tan". When Sarah Goh, Lim & Co's assistant, keys in a quotation for Daniel Lim and sets **Salesperson** to Daniel, the PDF names Daniel, not Sarah. Grace Wong's contact has no mailing address, so the PDF prints the café's billing address from the account. **An address that does not print.** Kelvin Ong's quotation prints with no address. His contact has no mailing address, and his account's billing address has a postal code but no **Street**, so nothing is printed. Mei adds the street to the account's billing address and selects **PDF** again; the address now prints. **A revised quotation.** After Kelvin asks for changes, Mei revises QN-10000131 and finalises the revision as QN-10000131-R1. Its PDF prints "Revision 1 of QN-10000131". The PDF of QN-10000131 now carries a SUPERSEDED watermark, so an old copy cannot be confused with the new offer. ## Common questions - **How do I send a quotation as a PDF?** Select **PDF**, then **Download**, and attach the file to your own email or message. easySales does not send it for you. - **Why is there no PDF button?** **PDF** needs **Quote** **Add**, a quotation worth more than zero in your base currency, and a saved quotation: it is hidden while you are editing. - **Why does my quotation PDF say DRAFT?** The quotation is still a draft. [Finalise it](https://easysales.work/help/quotations/finalise-a-quotation/) to give it its number; the next PDF has no watermark. - **How do I add my logo to the quotation?** The logo comes from your company's active letterhead under **System settings** → **Document settings**. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - **Why is the customer address missing from the PDF?** The address prints only when it has a **Street**. Add one to the contact's mailing address or the account's billing address. - **Can I leave the Sales Person line off?** Yes, on the built-in design: untick it under **Header lines** in the quotation design. A Word design prints what its own placeholders name. - **The PDF did not appear. What do I do?** The document service may be busy. Wait a moment and select **Try again** in the window. If **Open in a new tab** does nothing, allow pop-ups for the site. ## Related - [Documents and templates](https://easysales.work/help/concepts/documents-and-templates/) - [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/) - [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/) - [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/) --- # Mark as sent > How to mark a quotation as sent in easySales, get follow-up reminders in To do, and remove a sent mark set by mistake. Source: https://easysales.work/help/quotations/mark-as-sent/ You send a [quotation](https://easysales.work/help/quotations/overview/) yourself — by email, by hand, or through a portal. Mark it as sent so that easySales knows the date and can remind you to follow it up. This page is for the salesperson who sends quotations. ## Before you start - You need **Quote** **Edit** on the quotation. With **Own records only**, that means the quotations whose **Salesperson** you are. - The quotation must be **Open**. A **Draft** must be [finalised](https://easysales.work/help/quotations/finalise-a-quotation/) first; an **Accepted**, **Rejected** or **Superseded** quotation cannot be marked. ## Steps 1. Open the quotation. Its header reads **Not sent** until it is marked. 2. Select **PDF** at the top of the page. A window opens with the PDF inside it. 3. Tick **Sent to the customer**. ## What happens next - The header shows **Sent** and the date, and the window notes *Marked sent on* that date. - The quotation's timeline records that you sent it to the customer. - If you send the quotation again, mark it again. The latest mark is the sent date. - The quotation's follow-up reminders count from that date — see [Message centre](https://easysales.work/help/inbox/message-centre/). ## Undo a mark 1. Select **PDF** at the top of the quotation. 2. Clear **Sent to the customer**. Only the latest mark is removed. If the quotation was marked before, that earlier date counts again. ## Rules to know - Marking as sent does not email the customer and does not change the quotation itself. - Until an **Open** quotation is marked, **To do** in the message centre can remind its salesperson that it has not been sent, after the number of days your company sets, counted from the day the quotation was created. - Once it is marked, **To do** can remind the salesperson when there has been no communication or meeting with the customer since it was sent. - What counts as contact with the customer: a communication, or an event that has started with at least one contact attending, logged on the quotation, its opportunity or its contact on or after the sent date. A note does not count, and neither does an activity whose sub-type is set not to count. - The number of days for both reminders is set under **System settings** → **Notifications**. ## Why it works this way **easySales does not send the quotation, so it asks you.** You choose how the customer receives it: email, a messaging app, by hand. Only you know when it went, so the mark is how that date gets into easySales, and the follow-up reminders count from it. **The latest sending is the one that matters.** When you send an updated quotation, the customer's clock starts again. Marking it again moves the sent date, so the follow-up reminder waits the full number of days from the new date. **Only real contact clears the reminder.** An internal note does not tell you what the customer thinks. A logged communication or a meeting with the contact does, so those are what stop the "no customer contact" reminder. ## Work faster - **Mark it as you download.** When you download the PDF to send it, tick **Sent to the customer** in the same window; there is no second step. See [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/). - **Log the call on the quotation.** After you speak to the customer, use **Log activity** → **Log communication** on the quotation, so the follow-up reminder clears itself. See [Activities and follow-up](https://easysales.work/help/concepts/activities-and-follow-up/). - **Work from To do.** The **To do** list in the message centre gathers your unsent, unanswered and soon-to-expire quotations in one place, each linking to its quotation. See [Message centre](https://easysales.work/help/inbox/message-centre/). - **Set the reminder days to your sales cycle.** The defaults are 3 days for follow-up and 2 days for not sent; each can be 1 to 60. See [Notification settings](https://easysales.work/help/inbox/notification-settings/). ## Examples Mei Tan finalises QN-10000125, selects **PDF**, downloads the file and emails it to Grace Wong. Back in the window, she ticks **Sent to the customer**. The header now reads **Sent** with today's date. When the days your company sets pass with no call or meeting logged, a reminder appears in her **To do**. **A follow-up that clears itself.** Lim & Co keeps the default of 3 days. Mei marks QN-10000125 as sent on Monday morning. Three days later, on Thursday morning, her **To do** shows *No customer contact since quotation QN-10000125 was sent*. She calls Grace Wong, then selects **Log activity** → **Log communication** on the quotation and records the call. The reminder leaves her **To do**. **A mark set by mistake.** Daniel Lim marks QN-10000136 as sent, but he sent a different quotation. He opens the **PDF** window and clears **Sent to the customer**; the header reads **Not sent** again. QN-10000136 was created five days ago and the not-sent reminder is set to 2 days, so *Quotation QN-10000136 has not been sent* appears in the salesperson's **To do** straight away. ## Common questions - **How do I email a quotation from easySales?** easySales does not email it for you. Select **PDF**, then **Download**, attach the file to your own email, then mark the quotation as sent. - **How do I stop the follow-up reminder for a quotation?** Log a communication or a meeting with the customer on the quotation, its opportunity or its contact. The reminder clears once easySales sees contact on or after the sent date. - **Who gets the reminders?** The quotation's **Salesperson**. Change the salesperson with **Change Owner** and the reminders follow. - **Why can't I mark a draft quotation as sent?** A draft has no quotation number yet and is not an offer. [Finalise it](https://easysales.work/help/quotations/finalise-a-quotation/) first. - **When does the "has not been sent" reminder appear?** When an **Open** quotation is still not marked the set number of days after it was created; 2 days unless your company changed it. - **Does marking as sent stop the expiry reminder?** No. An **Open** quotation that expires within 7 days appears in **To do** whether or not it was sent. ## Related - [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/) - [Finalise a quotation](https://easysales.work/help/quotations/finalise-a-quotation/) - [Message centre](https://easysales.work/help/inbox/message-centre/) - [Notification settings](https://easysales.work/help/inbox/notification-settings/) - [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/) --- # Edit a quotation > How to edit a quotation in easySales — change prices, lines, contact and terms before the customer decides, and when to revise it instead. Source: https://easysales.work/help/quotations/edit-a-quotation/ While the customer is still considering your [quotation](https://easysales.work/help/quotations/overview/), you can change it in place. This page is for the salesperson who looks after the quotation. To keep the version the customer already saw and issue a new numbered one, [revise it](https://easysales.work/help/quotations/revise-a-quotation/) instead. ## Before you start You need **Quote** **View** and **Edit**. The quotation must be a **Draft** or **Open**, and no invoice raised from it may have been issued yet. An **Accepted**, **Rejected** or locked quotation cannot be edited, and **Edit** is not offered on it. ## Steps 1. Open the quotation. 2. Select **Edit** at the top of the page. 3. Change the **Contact**, **Opportunity**, **Quotation name**, **Expires** date, **Currency** or **Taxes**, the lines, the **Terms and conditions** or **Remark**, or the **Additional information**. 4. Check **Subtotal**, the tax and **Total** under the lines. 5. Select **Save quotation**. ## What happens next The quotation keeps its number and its status, **Draft** or **Open**. The next PDF you preview shows the changes, and **History** records what changed. If you clear the **Quotation name**, it goes back to the quotation's number. ## Rules to know - **Save quotation** stays unavailable until you change something. - The **Salesperson** is not changed here. Use **Change Owner** in the **···** menu. - Changing the contact to someone at another customer moves the quotation to that customer's account. - A tax that is no longer offered reads "(no longer offered)". Choose a current one before you save. - A draft invoice already raised from the quotation is a separate copy. It does not change when you edit the quotation; delete it and raise a new one if it needs the change. - Once an invoice raised from the quotation is issued, the quotation is locked. The **Invoicing** card says so. Put further changes on a new quotation. - Once the customer decides, [accept or reject](https://easysales.work/help/quotations/close-a-quotation/) the quotation; after that it cannot be edited. An **Accepted** quotation with no invoice raised from it, issued or draft, can still be [revised](https://easysales.work/help/quotations/revise-a-quotation/). - A **Superseded** quotation is an old version and cannot be edited. - A draft that waits for approval cannot be edited until the request is withdrawn or returned. See [Document approval](https://easysales.work/help/quotations/document-approval/). - If the quotation is accepted or rejected, for example in another tab or by a connected AI app, while you are editing it, your save is refused with *This quotation is closed and cannot be edited.* Nothing is saved. ## Why it works this way **One negotiation, one number.** While the customer is still deciding, prices and lines move. Editing in place keeps that conversation on one quotation number, and **History** keeps the record of each change. **Edit changes the offer; revise keeps the old one.** A PDF the customer already holds does not change when you edit. When both versions matter — the customer compares them, or your manager wants to see what was first offered — revise instead: the old version stays, read-only, beside the new one. **The customer's decision and your invoices fix the content.** An accepted quotation is the offer the customer agreed to, and an issued invoice was billed against its figures. Changing the quotation after either would leave your records describing something nobody agreed to, and its invoicing progress would no longer add up. ## Work faster - **Revise when the customer already has the PDF.** **Revise** in the **···** menu copies the quotation into a new draft version and keeps the old one. See [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/). - **Copy for a separate job.** **Copy** makes a new, independent draft with the same lines and terms; the original does not change. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). - **Send the update straight away.** After you save, **PDF** opens the new PDF; on an **Open** quotation tick **Sent to the customer** once it has gone, so the sent date stays current. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). - **Check before you change a figure.** **History** on the quotation shows what changed and who changed it, so you can confirm the last price agreed before you edit it again. ## Examples Before paying the deposit, Grace Wong asks Lim & Co to use a cheaper laminate. Mei Tan opens the Harbour Café fit-out quotation, selects **Edit**, and changes the **Unit price** of Custom carpentry works from 15,000.00 to 14,000.00. The totals now read **Subtotal** SGD 19,000.00, GST SGD 1,710.00 and **Total** SGD 20,710.00, and the **Quotation ref** is unchanged. She selects **Save quotation** and previews the PDF to send the updated offer. **A draft invoice raised too early.** Mei had already raised a draft deposit invoice of 30% from the quotation, SGD 6,000.00 before tax (30% of 20,000.00), but had not issued it. After the price change, the quotation's **Contract sum (before tax)** is SGD 19,000.00 while the draft invoice still says SGD 6,000.00. She deletes the draft invoice and raises the deposit again: 30% of 19,000.00 is SGD 5,700.00 before tax. **Edit or revise?** Kelvin Ong already has the PDF of QN-10000131 and asks for the design fee of SGD 1,200.00 to be removed. His office manager wants both versions on file, so Mei selects **Revise** instead of **Edit**, removes the line in the draft revision and finalises it as QN-10000131-R1. QN-10000131 becomes **Superseded** and read-only. ## Common questions - **Can I edit a quotation after the customer accepts it?** No. An **Accepted** quotation is closed. If it has no invoice raised from it, issued or draft, [revise it](https://easysales.work/help/quotations/revise-a-quotation/) to make a new version. - **Can I change a quotation after invoicing it?** Not once an invoice raised from it has been issued: the quotation is locked. While the invoices are still drafts you can edit it, but those drafts keep their own figures. - **Should I edit or revise a quotation?** Edit when the customer has not relied on the version you sent. Revise when you need to keep the version the customer saw. - **How do I change the salesperson on a quotation?** Use **Change Owner** in the **···** menu. **Owner history** in the same menu lists earlier changes. See [Transfer records](https://easysales.work/help/administration/transfer-records/). - **Does editing change the PDF the customer already has?** No. The customer keeps the file you sent; preview the quotation again and send the new PDF. - **Can I see who changed a quotation?** Yes. **History** on the quotation lists each change, with who made it and when. ## Related - [Line items](https://easysales.work/help/quotations/line-items/) - [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/) - [Accept or reject](https://easysales.work/help/quotations/close-a-quotation/) - [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) --- # Revise a quotation > How to revise a quotation in easySales — make a new version (QN-…-R1, -R2) when the offer changes and keep the version the customer saw as Superseded. Source: https://easysales.work/help/quotations/revise-a-quotation/ When the offer changes and you want to keep the version the customer already saw, revise the [quotation](https://easysales.work/help/quotations/overview/). easySales copies it into a new version and keeps the old one as a read-only record. To change a draft or open quotation in place, [edit it](https://easysales.work/help/quotations/edit-a-quotation/) instead; to start a separate offer from it, [copy it](https://easysales.work/help/quotations/copy-a-quotation/). ## Before you start - You need **Quote** **Edit** on the quotation and **Quote** **Add**. - The quotation must be the latest version, and **Open** (an expired one too) or **Accepted**. A **Draft** is not revised: edit it instead. - Only one draft revision can wait at a time. The quotation then reads "A draft revision is waiting to be finalised:" with a link to it. - No invoice raised from it may have been issued, even one since cancelled. Delete any draft invoice raised from it first. Until then **Revise** is not offered. ## Steps 1. Open the quotation. 2. Select **Revise** in the **···** menu. 3. In **Revise quotation**, enter the **Reason for the revision** and select **Revise**. 4. The draft revision opens with a `QD-` draft number. Change it as you would [edit](https://easysales.work/help/quotations/edit-a-quotation/) any draft. 5. When it is ready, select **Finalise** and confirm — see [Finalise a quotation](https://easysales.work/help/quotations/finalise-a-quotation/). > **Caution** > > Finalising a revision cannot be undone: the old version becomes **Superseded** for good. Until then, > deleting the draft revision leaves the old version exactly as it was. ## What happens next - Until you finalise it, the old version is unchanged: still **Open** or **Accepted**, with its billing plan, and counted in every figure. - When you finalise the draft, it is numbered from the original: QN-10000123 becomes QN-10000123-R1, then QN-10000123-R2. A deleted draft revision uses up no number. - The finalised revision is **Open**, even when the version it replaces was **Accepted**. - The draft revision has the same account, contact, lines, custom fields, opportunity, **Salesperson**, currency and exchange rate, discounts, terms and notes, and the old version's files, marked *From the previous version*. Activities and history stay with the old version. - Its **Expires** date is reset: it runs from today for as many days as the old version did, and moves with the **Quotation date** when you finalise it. - At finalise, a billing plan moves to the new version as it is, and the old version's plan is marked "Revised to …". - From then on, the old version shows **Superseded** and says which version replaced it and why. It cannot be edited, accepted, rejected, revised or invoiced. You can still preview it; its PDF carries a SUPERSEDED watermark. - The new version's PDF reads "Revision 1 of QN-10000123". **Versions** on the quotation page lists every version with its status. ## Rules to know - A **Rejected** quotation cannot be revised. Create a new quotation instead. - Once an invoice raised from a quotation is issued, put further changes on a new quotation. - A delivery order raised from the quotation that is not cancelled stops the revision. Cancel or delete the delivery order first. - The **Salesperson** stays the same; revising does not make you the salesperson. - On the Quotations list, choose **Superseded** in the **Status** filter to see old versions. **Open** and **Accepted** leave them out. - When your company's approval rule holds quotations, the draft revision is checked when you finalise it, like any other draft. See [Document approval](https://easysales.work/help/quotations/document-approval/). - A connected AI app can revise a quotation too, after you confirm its preview. ## Why it works this way **The customer keeps the version they saw.** The PDF you sent is in the customer's hands. If you changed the quotation in place, their copy and your record would no longer agree. A revision leaves the old version exactly as sent, so either side can point to what was offered and when. **One offer, one number.** The `-R1` suffix ties every version to the original number, so your customer and your team read QN-10000123-R2 as the third version of the same offer, not a new deal. Only the latest version counts as **Open** or **Accepted**, so the same offer is never counted twice. **Nothing changes until you finalise.** While you work on the draft revision, the old version stays valid: if the customer says yes to it in the meantime, you can still accept and invoice it. Deleting the draft costs nothing, not even a revision number. **After invoicing, a new quotation.** An issued invoice describes the version it was raised from. A revision would leave that invoice pointing at an offer marked **Superseded**, so changes after the first invoice go on a quotation of their own. ## Work faster - **Revise when it is the same deal.** A revision keeps the salesperson, opportunity, exchange rate and billing plan; a copy starts afresh for a new offer. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). - **Let the billing plan follow.** There is nothing to set up again: the plan moves to the new version when you finalise it. See [Plan billing stages](https://easysales.work/help/quotations/billing-plan/). - **Compare versions from the quotation.** **Versions** links each version; open an old one and select **PDF** to see exactly what the customer was sent. - **Write a reason someone else can read.** The old version shows "Reason for the revision: …", so a colleague who opens it later knows why it was replaced. - **Find old versions with the filter.** Choose **Superseded** in the **Status** filter of the Quotations list. See [Quotations](https://easysales.work/help/quotations/overview/). ## Examples Harbour Café has quotation QN-10000125 for SGD 20,000.00 before tax, valid for 30 days. Grace Wong asks for a cheaper laminate, and Mei Tan wants to keep the offer she sent. She selects **Revise**, enters "Cheaper laminate" and selects **Revise**. A draft revision opens, valid for 30 days, and she lowers the carpentry line by SGD 1,000.00. She selects **Finalise**: the draft becomes QN-10000125-R1, **Open**, and QN-10000125 now reads **Superseded**. **An accepted quotation with a billing plan.** Orchid Dental accepted QN-10000140, SGD 50,000.00 before tax, with a billing plan whose **Deposit** is 30%: SGD 15,000.00. Nothing has been invoiced yet when the clinic adds a reception counter. Mei revises with the reason "Reception counter added" and adds a line of SGD 4,000.00, bringing the total before tax to SGD 54,000.00. When she finalises, QN-10000140-R1 is **Open** and carries the plan; the deposit is now 30% of 54,000.00 = SGD 16,200.00 before tax. Once the clinic confirms, Mei accepts QN-10000140-R1. **A draft revision dropped.** Mei starts a revision of QN-10000132, but the customer accepts the original before she finishes. She deletes the draft revision and accepts QN-10000132, which was never superseded. The next revision of it would still be QN-10000132-R1. ## Common questions - **What is the difference between revising and copying a quotation?** Revising makes the next version of the same offer and marks the old one **Superseded**. Copying makes a separate new quotation and leaves the original as it is. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). - **Can I undo a revision?** Before you finalise it, delete the draft revision; the old version is unchanged. After you finalise it, no: the old version stays **Superseded**. - **Does a revised quotation stay accepted?** No. A finalised revision is **Open**, even when the old version was **Accepted**. Accept it again when the customer agrees. See [Accept or reject](https://easysales.work/help/quotations/close-a-quotation/). - **Why is Revise missing from the menu?** It is offered only on the latest version, **Open** or **Accepted**, to someone with **Quote** **Edit** and **Add**, while no invoice raised from it has been issued, no draft invoice is waiting and no other draft revision of it exists. - **Does a revision get a new quotation number?** It keeps the original number with `-R1`, `-R2` and so on, taken when you finalise it. A deleted draft revision uses no number. - **How do I see earlier versions of a quotation?** Open any version and use **Versions**, or choose **Superseded** in the **Status** filter of the Quotations list. ## Related - [Edit a quotation](https://easysales.work/help/quotations/edit-a-quotation/) - [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/) - [Accept or reject](https://easysales.work/help/quotations/close-a-quotation/) - [Plan billing stages](https://easysales.work/help/quotations/billing-plan/) - [Quotations](https://easysales.work/help/quotations/overview/) - [Negotiate and revise](https://easysales.work/help/playbook/negotiate-and-revise/) --- # Copy a quotation > How to copy or duplicate a quotation in easySales — start a new draft from any quotation for another customer or a repeat job, at today's tax and rates. Source: https://easysales.work/help/quotations/copy-a-quotation/ When a new offer looks like one you have already made — the same kind of job for another customer, or a repeat order — copy that [quotation](https://easysales.work/help/quotations/overview/) instead of typing it again. The copy is a new draft of its own; the original does not change. To replace an offer the customer already has with a new version, [revise it](https://easysales.work/help/quotations/revise-a-quotation/) instead. ## Before you start - You need to be able to open the quotation — **Quote** **View**; with **Own records only**, one of your own — and **Quote** **Add**. You do not need **Edit** on it. A copy counts against your licence's limit on the number of quotations, like a new quotation. - The quotation can be in any status, a **Superseded** or **Rejected** one included. ## Steps 1. Open the quotation you want to copy. 2. Select **Copy** in the **···** menu, in its **Document** group. 3. Read the **Copy quotation** box and select **Copy**. The message **Copied as draft** and the new draft's number appears, and the draft opens. 4. Check the customer, the lines and the prices, and change what differs. 5. When it is ready, [finalise it](https://easysales.work/help/quotations/finalise-a-quotation/) to give it its quotation number. ## What happens next - The copy is a **Draft** with a `QD-` draft number, and it belongs to you: you are its **Salesperson**. - It carries the customer, contact, lines with their prices, units, costs and tax codes, currency, payment term, terms, remark, custom fields and the opportunity link. - Its date is today. Its **Expires** date runs for the same number of days as the original's did. - Today's tax rates and exchange rates apply, so its totals are worked out again and may differ from the original's. - If something could not be copied as it was — a line whose product no longer exists is left out, a tax that is no longer in force moves to today's, or the opportunity is not linked — a message names it. Check the draft before you finalise it. - It does not carry the original's status, sent marks, acceptance, billing plan, invoices, activities or attachments. ## Rules to know - Copying never changes the original. Revising does: the old version becomes **Superseded** when you finalise its revision. - A copy is not linked to the original afterwards; changing one does not change the other. - If the original's contact is one you could not choose on a new quotation, the copy is refused. - A foreign-currency quotation cannot be copied while easySales has no exchange rate for its currency. ## Why it works this way **A copy is a new offer, so it is priced today.** The original's tax and exchange rate were right on its own date. A copy takes the rates in force today, so the offer you send now is correct now. A revision is different: it restates the same deal and keeps the rate it was quoted at. **The copy is yours.** Whoever makes the copy is its salesperson, so it appears in your own lists and in your follow-ups. To hand it to a colleague, use **Change Owner** in the **···** menu. **Nothing ties the two together.** The original keeps its status, acceptance and invoices, and the copy starts clean. That is why you can copy a rejected or superseded quotation without reopening it. **Only what still exists is copied.** A product that has been deleted, or an opportunity you can no longer use, would make the draft impossible to save. easySales leaves that part out and tells you, instead of refusing the whole copy. ## Work faster - **Keep a finished quotation for each kind of job.** Copy it for each new customer and change only the contact, quantities and prices. See [Line items](https://easysales.work/help/quotations/line-items/). - **Copy a rejected quotation when the customer comes back.** The lines are already there; adjust them for the new request. See [Accept or reject](https://easysales.work/help/quotations/close-a-quotation/). - **Read the message after copying.** It lists the lines left out and says when a tax changed, so you know exactly what to check. - **Revise instead when it is the same deal.** For the same customer and offer, a revision keeps the history in one chain of versions. See [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/). - **Copy invoices too.** For a repeat job that is already invoiced, **Copy** on the invoice makes the new invoice directly. See [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/). ## Examples In March, Lim & Co quoted Harbour Café QN-10000125 for a fit-out. In October, Orchid Bakery asks for a similar job. Mei Tan opens QN-10000125, selects **Copy** and confirms. A draft opens with the same lines and terms; she changes the contact to Orchid Bakery's, adjusts the carpentry price, and finalises it as a new quotation. QN-10000125 is unchanged. **Re-quoting a rejected offer.** Kelvin Ong rejected QN-10000131 for a feature wall: 12 m² of wall panels at SGD 180.00 (SGD 2,160.00) and installation at SGD 640.00, SGD 2,800.00 before tax. Three months later he wants a smaller wall. Mei copies QN-10000131 and changes the panels to 8 m²: 8 × 180.00 = 1,440.00, plus 640.00 installation, SGD 2,080.00 before tax. With GST 9% of SGD 187.20, the new quotation totals SGD 2,267.20. QN-10000131 stays **Rejected**. **A quotation in US dollars.** In June, Mei quoted an overseas client USD 10,000.00, at an exchange rate of 1.3500: SGD 13,500.00 in Lim & Co's base currency. In October she copies it for another client, when today's rate is 1.3200. The copy still comes to USD 10,000.00, but it is worth SGD 13,200.00 in base currency (10,000.00 × 1.3200). ## Common questions - **How do I duplicate a quotation?** Open it and select **Copy** in the **···** menu, then **Copy** again to confirm. A new draft opens. - **Does copying change the original quotation?** No. The original keeps its number, status, history and invoices. - **Can I copy a quotation for a different customer?** Yes. Change the contact on the draft before you finalise it. - **Why are the totals on my copy different?** The copy is priced at today's tax rates and exchange rates. The message after copying says when a tax changed. - **Who owns a copied quotation?** You do: you are its **Salesperson**. Use **Change Owner** to give it to a colleague. - **Can I copy a rejected or expired quotation?** Yes. A quotation in any status can be copied, and the copy's **Expires** date starts again from today. - **Why is a line missing from my copy?** Its product no longer exists. Add a line with a current product before you finalise the draft. ## Related - [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/) - [Finalise a quotation](https://easysales.work/help/quotations/finalise-a-quotation/) - [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/) - [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/) --- # Accept or reject > How to accept or reject a quotation in easySales — record the customer's decision, reject the other options and mark the opportunity won. Source: https://easysales.work/help/quotations/close-a-quotation/ When the customer decides on your [quotation](https://easysales.work/help/quotations/overview/), record it: mark the quotation **Accepted** or **Rejected**. The Quotations list, which opens on **Draft** and **Open** quotations, then shows only the offers still being prepared or waiting for an answer. ## Before you start You need **Quote** **View** and **Edit**. The quotation must be **Open**: a **Draft** cannot be accepted or rejected until you [finalise it](https://easysales.work/help/quotations/finalise-a-quotation/). If the offer still needs changing, [edit it](https://easysales.work/help/quotations/edit-a-quotation/) first. ## Steps 1. Open the quotation. 2. Select **Accept** or **Reject** in the **···** menu. 3. Read the **Accept quotation** or **Reject quotation** confirmation: a closed quotation cannot be edited again. 4. Select **Accept quotation** or **Reject quotation** to confirm. ## What happens next The status becomes **Accepted** or **Rejected**, and the page shows "This quotation is closed, so it can no longer be edited." **History** records who closed it and when. You can still open it, preview its PDF, record activities and raise invoices from it. Accepting does not create an invoice by itself. When you accept a quotation and its opportunity has other **Open** quotations, easySales asks **Reject the other quotations?** and lists them, all ticked. Untick any to keep open, then select **Reject selected**, or select **Not now** to leave them all as they are. The same question follows when you accept from the prompt after issuing an invoice. If the accepted quotation belongs to an open opportunity you may edit, easySales then asks **Mark the opportunity as won?** Select **Mark as won** or **Not now**. The opportunity is not locked either way. Rejecting a quotation never marks its opportunity lost. See [Opportunities](https://easysales.work/help/sales/opportunities/#when-you-win-the-deal). > **Caution** > > Accepting or rejecting cannot be undone, and the quotation cannot go back to **Open**. A rejected > quotation can no longer be invoiced or given a billing plan. To offer new terms after a rejection, > create a new quotation. To change an accepted quotation before any invoice from it is issued, > [revise it](https://easysales.work/help/quotations/revise-a-quotation/). ## Rules to know - You can accept or reject a quotation even after an invoice raised from it is issued and the quotation is locked: the decision records the customer's answer and changes no amounts. When you issue the first invoice from a quotation that is still **Open**, easySales asks whether to mark it **Accepted**. - A quotation past its **Expires** date stays **Open** until you accept or reject it. The expiry only shows a notice. - A **Superseded** quotation, an old version replaced by a revision, cannot be accepted or rejected. - An **Accepted** quotation can be rejected only from its opportunity, when the deal has two or more accepted quotations and one is a duplicate. That works only while no invoice has been raised from it and it has no billing plan. - When you start an invoice from the Invoices list with **New invoice**, only accepted quotations are offered. On the quotation's own page you can raise an invoice from an **Open** or **Accepted** quotation; a **Rejected** one is refused with "This quotation was rejected; it can no longer be invoiced or planned." ## Why it works this way **The status records an answer, not a change.** Accepting or rejecting says what the customer decided; it does not touch the lines or amounts. That is why a closed quotation cannot be edited: what the customer agreed to stays exactly as they saw it. **A decision is a fact with a date.** The customer said yes or no on a particular day, and **History** keeps who recorded it and when. If they change their mind after a rejection, the new terms are a new offer; after an acceptance, a revision. **Expiry does not close a quotation.** Customers sign late. Leaving an expired quotation **Open** lets you still accept and invoice it; whether to honour the old price is your decision, not the calendar's. **Rejecting the alternatives keeps your list honest.** Once one option wins, the others are no longer live offers. Closing them leaves the **Open** list to offers that still wait for an answer, and a won opportunity's **Contract value** adds up its accepted quotations only. ## Work faster - **Accept from the invoice.** When you issue the first invoice from an **Open** quotation, easySales asks **Mark the quotation Accepted?**, so you do not need to come back. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Close the alternatives in one step.** Leave the other options ticked in **Reject the other quotations?** and select **Reject selected**. - **Win the deal from the same prompt.** Select **Mark as won** when easySales asks, instead of opening the opportunity. See [Opportunities](https://easysales.work/help/sales/opportunities/). - **Chase the answers you are waiting for.** Mark each quotation as sent, and easySales reminds the salesperson to follow up. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). - **Copy a rejected quotation when the customer returns.** Its lines are ready to adjust in a new draft. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). ## Examples Grace Wong signs the Harbour Café fit-out quotation. Mei Tan opens it, selects **Accept** and confirms with **Accept quotation**; it reads **Accepted**, and she then raises the deposit invoice from it. Kelvin Ong decides against the feature wall, so Mei selects **Reject** on his quotation. When he comes back three months later with a smaller wall in mind, she [copies the rejected quotation](https://easysales.work/help/quotations/copy-a-quotation/) into a new draft and adjusts it. **Three options, one winner.** For Harbour Café's new counter, Mei makes three quotations on the same opportunity: QN-10000150 at SGD 18,000.00, QN-10000151 at SGD 24,000.00 and QN-10000152 at SGD 31,000.00 before tax. Grace chooses the middle one. Mei accepts QN-10000151, and easySales lists QN-10000150 and QN-10000152 under **Reject the other quotations?**, both ticked. She selects **Reject selected**, then **Mark as won** for the opportunity. Only QN-10000151 is left to invoice. ## Common questions - **Can I undo accepting a quotation?** No. A closed quotation cannot go back to **Open**. A duplicate accepted by mistake can be rejected with **Mark rejected** on its opportunity while nothing bills it. See [Opportunities](https://easysales.work/help/sales/opportunities/). - **Does accepting a quotation create an invoice?** No. Raise the invoice yourself when you are ready to bill. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Can I accept a quotation after invoicing it?** Yes. When you issue the first invoice from an **Open** quotation, easySales asks whether to mark it **Accepted**, and you can still accept it later. - **Can I invoice a rejected quotation?** No. A **Rejected** quotation cannot be invoiced or given a billing plan. Copy it into a new draft and finalise that instead. - **Does rejecting a quotation mark the opportunity lost?** No. The opportunity stays as it is; select **Mark as lost** in the opportunity's **···** menu when the deal is lost. - **What happens to the other quotations on the deal when I accept one?** easySales offers to reject the other **Open** quotations on the same opportunity. Untick any you want to keep open. - **Why can't I accept a draft quotation?** A draft has no quotation number yet. [Finalise it](https://easysales.work/help/quotations/finalise-a-quotation/) first; it becomes **Open** and can then be accepted. ## Related - [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/) - [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) - [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/) - [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/) - [Close the deal](https://easysales.work/help/playbook/close-the-deal/) --- # Raise an invoice > How to turn a quotation into an invoice in easySales — bill it in full, take a deposit, raise progress claims, invoice chosen lines or the remaining balance. Source: https://easysales.work/help/quotations/convert-to-invoice/ When you are ready to bill for a [quotation](https://easysales.work/help/quotations/overview/), raise an invoice from it — the whole job at once, or in stages. The invoice copies the quotation's lines for you. ## Before you start You need **Invoice** **Add**, and **Quote** **Edit** on the quotation. The quotation must be **Open** or **Accepted**: a **Rejected** or **Superseded** quotation cannot be invoiced, and a **Draft** must be [finalised](https://easysales.work/help/quotations/finalise-a-quotation/) first — **Raise invoice** is not offered on it. A foreign-currency quotation needs an exchange rate to your company's base currency. ## Steps *[Diagram: Billing a quotation in stages: raise a Deposit invoice, then one or more Progress claim invoices, then the Remaining invoice, which completes the quotation and, by default, deducts the deposit.]* 1. Open the quotation and select **Raise invoice**, the main button at the top of an **Open** or **Accepted** quotation, or **New invoice** on its **Invoices** tab. The dialog shows the **Contract sum (before tax)** and what is invoiced so far. 2. Under **What to invoice**, choose one: - **Full** — every line as it stands. - **Deposit** — an advance before the work, deducted on later invoices. - **Progress claim** — a share of the contract sum for work done. - **Remaining** — what is left after the invoices already raised. - **By lines** — tick lines and set each **Quantity to invoice**. 3. For **Deposit** or **Progress claim**, choose **Percentage** or **Amount** and enter it. Amounts are before tax. 4. For **Deposit**, **Progress claim** or **Remaining**, choose the **Invoice lines**: **Each quotation line, scaled**, or **One line per tax rate** naming the **Product for the line**. 5. If an issued deposit is still to be deducted, choose the **Deposit deduction**. The default deducts all of it on the invoice that completes the quotation. 6. Select **Create invoice**. The animation shows the simplest case, **Full**: the whole quotation becomes one draft invoice. ![Animation: on an Open quotation, selecting Raise invoice, keeping Full in the dialog and selecting Create invoice, which opens the new draft invoice.](../../../assets/help/quotations/convert-to-invoice.en.webp) ## What happens next easySales creates a **Draft** invoice and opens it, with the contact, salesperson, currency, **Terms and conditions** and custom fields of the quotation. It is dated today, takes the quotation's payment term (else the customer's, else the company default) to count its due date, and is taxed at the rates in force today. A deduction is a "Less: deposit" line, which you may remove but not change. The invoice appears on the quotation's **Invoices** tab, and the **Invoicing** card counts it under **Drafts**. When you [issue it](https://easysales.work/help/invoices/issue-an-invoice/), it counts as **Invoiced**, the **Invoicing status** updates, and the quotation is locked. If the quotation is still **Open**, easySales asks whether to mark it **Accepted**, and then whether to mark its opportunity won. > **Caution** > > Issuing the first invoice raised from a quotation locks the quotation for good, even if that invoice > is later cancelled. Finish any changes or revisions first. ## Rules to know - **Invoiced (before tax)** counts issued invoices, deposits included, less **Reversal** and **Over-invoiced** credit notes. **Goods returned** and **Allowance** credits show separately as **Returns and allowances**. - Drafts raised from the quotation count against what is left when you create another. - An invoice that would pass the contract sum is created only after a warning and **Create anyway**. - The quotation's **Remark** and the lines' **Unit cost** are not copied. - A **Superseded** quotation cannot be invoiced. Raise the invoice from its latest version. ## Why it works this way **The invoice copies the quotation, so the two agree.** The customer accepted particular items at particular prices. Copying the lines, rather than retyping them, means the invoice charges exactly what was offered, and the **Invoicing** card can track how much of the quotation is billed. **The invoice is taxed on its own date.** A tax charge belongs to the date of the invoice, not the date of the offer. That is why the draft is dated today and uses the tax rates in force today, even for a quotation made months ago. **A deposit is deducted, never charged twice.** A deposit is money in advance for work not yet done. Deducting it on a later invoice, with its tax, means the invoices together come to the contract sum and its tax exactly, whatever share you took up front. **An issued invoice fixes the quotation.** Once you have charged against a quotation, it is the basis of that charge. Changing it would leave the invoice describing an offer that no longer exists, so further changes go on a new quotation. ## Work faster - **Use the main button.** On an **Open** or **Accepted** quotation, **Raise invoice** is the button at the top of the page; the dialog opens on **Full**, so a one-off job takes two clicks. - **Plan the stages once.** When the deposit and milestones are agreed up front, set them as a billing plan and create each invoice from its row. See [Plan billing stages](https://easysales.work/help/quotations/billing-plan/). - **Let Remaining do the arithmetic.** For the last invoice, **Remaining** bills what is left and, with the default **Deposit deduction**, deducts the deposit not yet deducted. - **Keep staged invoices short.** **One line per tax rate** with a service product such as "Deposit" or "Progress claim" gives one line instead of every quotation line, scaled. See [Line items](https://easysales.work/help/quotations/line-items/). - **Accept the quotation from the prompt.** After the first invoice is issued, answer **Mark the quotation Accepted?** instead of returning to the quotation. See [Accept or reject](https://easysales.work/help/quotations/close-a-quotation/). - **Invoice deliveries together.** When goods go out in several deliveries, turn the delivery orders into one invoice. See [Invoice delivered goods](https://easysales.work/help/purchasing-delivery/invoice-delivery-orders/). ## Examples Lim & Co's Harbour Café fit-out quotation has two lines, SGD 5,000.00 and SGD 15,000.00: a **Contract sum (before tax)** of SGD 20,000.00 at GST 9% (SR). Mei Tan bills it in three stages, issuing each invoice before raising the next. | Invoice | What to invoice | Before tax | GST 9% | Customer pays | Invoicing status after | |---|---|---|---|---|---| | 1 | **Deposit**, 30% | 6,000.00 | 540.00 | 6,540.00 | **Partially invoiced 30%** | | 2 | **Progress claim**, 50% | 10,000.00 | 900.00 | 10,900.00 | **Partially invoiced 80%** | | 3 | **Remaining** | 10,000.00 less 6,000.00 deposit = 4,000.00 | 360.00 | 4,360.00 | **Fully invoiced** | - The deposit's scaled lines are 1,500.00 and 4,500.00 — 30% of each quotation line. - Invoice 2 deducts nothing: with the default **Deposit deduction**, the deposit waits for the invoice that completes the quotation. The card then shows **Remaining to invoice** SGD 4,000.00 and **Deposit not yet deducted** SGD 6,000.00. - Invoice 3 claims the last SGD 10,000.00 of work and deducts the SGD 6,000.00 deposit on two "Less: deposit" lines, so its GST is 900.00 − 540.00 = 360.00. - In total the café pays 6,540.00 + 10,900.00 + 4,360.00 = SGD 21,800.00, the quotation's total with GST. Had Mei chosen **Deduct in proportion to this claim** on invoice 2, it would have deducted SGD 3,000.00 of the deposit (6,000.00 × 10,000.00 ÷ 20,000.00), and invoice 3 the other SGD 3,000.00. **Billing goods as they arrive.** Harbour Café's lighting quotation has 10 pendant lights at SGD 160.00 (SGD 1,600.00) and installation at SGD 400.00: SGD 2,000.00 before tax, at GST 9%. Six lights arrive first, so Mei chooses **By lines**, ticks the lights and sets the **Quantity to invoice** to 6. | Invoice | Lines | Before tax | GST 9% | Customer pays | Invoicing status after | |---|---|---|---|---|---| | 1 | 6 lights × 160.00 | 960.00 | 86.40 | 1,046.40 | **Partially invoiced 48%** | | 2 | 4 lights × 160.00 = 640.00, installation 400.00 | 1,040.00 | 93.60 | 1,133.60 | **Fully invoiced** | The two invoices come to 1,046.40 + 1,133.60 = SGD 2,180.00, which is 2,000.00 plus 9% GST. ## Common questions - **How do I convert a quotation into an invoice?** Open the quotation, select **Raise invoice**, choose **What to invoice** and select **Create invoice**. A draft invoice opens; check it and [issue it](https://easysales.work/help/invoices/issue-an-invoice/). - **Can I take a deposit before starting the work?** Yes. Choose **Deposit**, then a percentage or an amount before tax. Later invoices deduct it as the **Deposit deduction** says. - **Why can't I raise an invoice from my quotation?** A **Draft** must be finalised first, and a **Rejected** or **Superseded** quotation cannot be invoiced. You also need **Invoice** **Add** and **Quote** **Edit** on the quotation. - **Can I invoice more than the quotation total?** Only on purpose: easySales warns that the invoice takes the quotation past its total, and creates it after you select **Create anyway**. - **What happens to the quotation if I cancel the invoice?** It stays locked. The cancelled invoice no longer counts as **Invoiced**, so its amount is back in **Remaining to invoice**. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **Why does the invoice show a different tax from the quotation?** The invoice is taxed at the rates in force on its own date, which may differ from the rate on an older quotation. ## Related - [Quotation or invoice](https://easysales.work/help/concepts/quotation-vs-invoice/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Plan billing stages](https://easysales.work/help/quotations/billing-plan/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) --- # Plan billing stages > How to set up a billing plan on a quotation in easySales — schedule a deposit, milestones or monthly periods and invoice each stage when it falls due. Source: https://easysales.work/help/quotations/billing-plan/ A billing plan sets out in advance how a [quotation](https://easysales.work/help/quotations/overview/) is invoiced: a deposit, then milestones or regular periods. Each stage becomes an invoice when it falls due. For a one-off staged invoice without a plan, see [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). ## Before you start You need **Quote** **Edit** on the quotation to set up, edit, skip or cancel the plan, even after the quotation is locked. Creating a stage's invoice, and turning automatic drafts on or off, also need **Invoice** **Add**. A quotation has one billing plan at a time. A **Draft** quotation cannot have one until you [finalise it](https://easysales.work/help/quotations/finalise-a-quotation/). A **Rejected** quotation cannot have a billing plan: its plan can no longer be set up, changed, skipped or invoiced, only cancelled. ## Steps *[Diagram: A billing plan: the deposit is invoiced first and sits outside the claims; milestone or period claims make up 100% of the contract sum; each stage becomes an invoice, and the deposit is deducted from the final claim.]* 1. Open the quotation. On the **Billing plan** card, select **Set up billing plan**. 2. Choose the **Plan type**: **Milestones**, or **Periodic** for equal claims **Every** week, month, quarter or year from **First period starts**, over a **Number of periods**. 3. Select **Add stage** for each stage, and choose its **Type**: **Deposit**, **Milestone** or **Period**. Give it a **Stage name**, a percentage or amount, and a planned date. 4. Choose the **Deposit deduction**: on the final claim, in proportion on each claim, or not at all. 5. Select **Save plan**. 6. When a stage falls due, select **Create invoice** on its row, then create the invoice in the dialog that opens. The amount is what the stage still has to invoice. ## What happens next easySales creates a **Draft** invoice for the stage, and the stage's **Status** changes: | Status | Meaning | |---|---| | **Pending** | Its planned date has not come. | | **Due** | Its planned date has come. | | **Draft raised** | A draft invoice bills it. | | **Partly invoiced** | Issued invoices bill part of it. | | **Invoiced** | Issued invoices bill all of it. | | **Skipped** | You chose **Skip**. **Undo skip** brings it back. | ## Raise period drafts automatically Each billing plan has a switch, **Raise each period’s draft automatically**, that raises the draft invoice for its **Period** stages on their due day. It is off until you turn it on, and the card shows **On since** the day you did. - Drafts are raised only while the quotation is **Accepted**. You can turn the switch on earlier; nothing is raised until then. - Only **Period** stages are raised. Deposits and milestones are still invoiced by hand. - Periods due before the day you turn it on are not raised automatically; create their invoices yourself. - A period stage that covers part of a period is split the same way as the quotation's lines. - The drafts are raised as the quotation's salesperson. Nothing is issued or sent automatically. - Each period is raised automatically once. If you delete its draft, create the invoice yourself. - When the quotation is revised, the new version keeps the switch on, and periods already handled are not raised again. - A draft is not raised when the salesperson is no longer an active user, the deposit is not yet invoiced in full, the draft would take the invoices past the quotation's total, or drafts cannot be created yet in your company. The stage's row says why and what to do. - A notice goes to the opportunity's owner, or else the quotation's salesperson. - Marking the opportunity lost does not stop the drafts. Turn the switch off, or cancel the plan; drafts already raised stay until someone deletes them. ## Rules to know - When the claims do not make up 100% of the contract sum, the card shows a warning. - The last open claim deducts all of the deposit not yet deducted, whatever the claims add up to. - Once an invoice bills a stage, its type and figure are frozen; you can still rename or re-date it. - Cancelling a stage's invoice, or deleting its draft, frees the stage. A **Reversal** credit note frees what it reverses; **Goods returned**, **Allowance** and **Over-invoiced** credit notes free nothing. - A quotation cannot be deleted while a draft bills a plan stage. - If someone saved the plan after you opened it, your save is refused; reload and try again. - **Cancel plan** keeps it for the record; issued invoices stay as they are. - The quotation PDF prints a payment schedule when the quotation has a billing plan, leaving out skipped stages. To hide it, clear **Print the payment schedule (billing plan)** in the [quotation template](https://easysales.work/help/quotations/quotation-pdf/). Its headings print in English. ## Why it works this way **The deposit sits beside the claims, not among them.** The claims describe the work, so together they make up the contract sum. The deposit is an advance against that work: it is invoiced first and deducted later, so the customer's invoices add up to the contract sum whatever deposit you take. **A stage's invoice is an ordinary draft.** The plan proposes the amount and the date; you still check the draft and issue it. Even an automatic draft is never issued or sent, so nothing reaches your customer without you. **An invoiced stage keeps its figure.** Once an invoice bills a stage, changing the stage's share would make the plan disagree with what the customer was charged. Its name and date can still change, because they do not alter any amount. **Only a reversal gives a stage back.** A **Reversal** credit note undoes the charge, so the work is still to be billed. A credit for goods returned or an allowance lowers what the customer pays, but the stage was billed, so it stays billed. ## Work faster - **Use Periodic for retainers and maintenance.** Choose **Periodic**, the frequency and the **Number of periods**, and easySales writes the stages for you, each dated on the first day of its period. - **Let the period drafts raise themselves.** Turn on **Raise each period’s draft automatically**; each draft waits for you on its due day, ready to check and issue. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - **Show the schedule on the quotation.** The quotation PDF prints the payment schedule, so the customer agrees to the stages when they accept the offer. See [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/). - **Skip rather than delete.** **Skip** takes a stage out of the plan's total with an optional reason, and **Undo skip** brings it back. - **Revise without rebuilding.** When you revise the quotation, the plan moves to the new version at finalise. See [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/). ## Examples Lim & Co quotes Orchid Dental SGD 50,000.00 before tax, at GST 9% (SR), for a clinic fit-out. Mei Tan sets up three stages: **Deposit** 30%, **Milestone** "Completion" 50% and **Milestone** "Acceptance" 50%, with the deposit deducted on the final claim. | Stage | Share | Before tax | GST 9% | Customer pays | |---|---|---|---|---| | Deposit | 30% | 15,000.00 | 1,350.00 | 16,350.00 | | Completion | 50% | 25,000.00 | 2,250.00 | 27,250.00 | | Acceptance | 50% | 25,000.00 less 15,000.00 deposit = 10,000.00 | 900.00 | 10,900.00 | - The two claims make up 100%, so the card shows no warning. The deposit comes on top of them and back off the final claim. - In total the clinic pays 16,350.00 + 27,250.00 + 10,900.00 = SGD 54,500.00, the quotation's total with GST. - Had Mei skipped Acceptance before invoicing Completion, Completion would be the last open claim and would deduct the whole SGD 15,000.00 deposit. **A quarterly styling retainer.** Harbour Café accepts a quotation of SGD 12,000.00 before tax, at GST 9%, for seasonal styling over three quarters. Mei chooses **Periodic**, **Every** **Quarter**, **First period starts** 2026-11-01 and **Number of periods** 3, and turns on **Raise each period’s draft automatically**. | Stage | Share | Planned date | Before tax | GST 9% | Customer pays | |---|---|---|---|---|---| | Period 1 | 33.333333% | 2026-11-01 | 4,000.00 | 360.00 | 4,360.00 | | Period 2 | 33.333333% | 2027-02-01 | 4,000.00 | 360.00 | 4,360.00 | | Period 3 | 33.333334% | 2027-05-01 | 4,000.00 | 360.00 | 4,360.00 | - 100% does not divide into three equal shares, so the last period takes the remainder. Each amount is rounded once to the cent: 12,000.00 × 33.333333% = 3,999.99996, which is 4,000.00, and the last period is 12,000.00 − 8,000.00 = 4,000.00. - Each period's draft is raised on its planned date, for Mei to check and issue. - The café pays 3 × 4,360.00 = SGD 13,080.00, the quotation's total with GST. ## Common questions - **What is the difference between a billing plan and raising invoices in stages?** A plan sets out every stage in advance, tracks each one's status and prints a payment schedule. Raising an invoice in stages decides each invoice as you go. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **How do I bill a project in monthly instalments?** Set up a billing plan with **Periodic**, **Every** **Month** and the **Number of periods**. The contract sum is split equally over them. - **Can I change a billing plan after a stage is invoiced?** Yes, with **Edit plan**. Invoiced stages keep their type and figure; the other stages can change. - **Why was no automatic draft raised?** The quotation must be **Accepted**, the period must fall due on or after the day you turned the switch on, and nothing on the stage's row may block it, such as a deposit not yet invoiced in full. The row says what to do. - **What happens to the billing plan when I revise the quotation?** It moves to the new version when you finalise the revision, and the old version's plan is marked "Revised to …". - **Does the customer see the billing plan?** Yes, as a payment schedule on the quotation PDF, unless you clear **Print the payment schedule (billing plan)** in the quotation template. ## Related - [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) - [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/) - [Deposits and progress claims](https://easysales.work/help/knowledge/deposits-and-progress-claims/) --- # Invoices > What an invoice is in easySales, the seven invoice statuses, the Invoices list and its totals, and how to find unpaid and overdue invoices. Source: https://easysales.work/help/invoices/overview/ An invoice asks a customer to pay. It records what you supplied, how much is owed, in which currency and by when. Payments, credit notes and write-offs are all recorded against it, and together they decide what is still owed. ## Where to find it Select **Invoices** in the sidebar. The list opens on **Unpaid** and **Partial Paid** invoices, the ones still owing money. Change **Status** in the bar above the list to see the others; on a narrow screen it is under **Filters**. Under the rows, **Total** and **Total Outstanding** add up every invoice your filter shows, not only the current page, leaving out drafts and cancelled invoices. They are recounted when you change the filters or the search, or after you save a change, not each time you move between pages or sort. Select an **Invoice No.** to open one. ## What you can do - [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/), or bill a quotation with [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - [Read an invoice](https://easysales.work/help/invoices/invoice-details/) and [preview its PDF](https://easysales.work/help/invoices/invoice-pdf/). - [Issue a draft](https://easysales.work/help/invoices/issue-an-invoice/) to give it its invoice number. - [Record a payment](https://easysales.work/help/payments/record-a-payment/) as the money arrives. - [Find what is late](https://easysales.work/help/invoices/overdue-and-outstanding/), and write off a debt you cannot collect. - Correct an issued invoice with a [credit note](https://easysales.work/help/credit-notes/overview/), or [cancel it](https://easysales.work/help/invoices/void-an-invoice/) when none of it should stand. ## How it fits together *[Diagram: From account and contact to an optional quotation, a draft invoice, the issued invoice, then receipts and credit notes against it; money or credit left over can be used on later invoices or refunded.]* Every invoice starts as a **Draft** with a proforma number, by default starting `PF-`. While it is a draft you can change anything. Issuing it gives it its invoice number, by default starting `INV-`, and locks what it charges. From then on, only payments, credit notes and write-offs change what is owed. ## How it works You never set an invoice's status yourself. easySales works it out from the balance due each time something changes: | Status | What it means | |---|---| | **Draft** | Not issued yet. It can be edited or deleted and owes nothing. | | **Unpaid** | Issued, and nothing has been paid, credited or written off. | | **Partial Paid** | Some of it is settled, and a balance is still due. | | **Paid** | Nothing is due, and at least one payment took part. | | **Credited** | Nothing is due, and credit notes alone cleared it. | | **Written off** | Nothing is due, and some or all of it is still written off as a bad debt. | | **Cancelled** | Cancelled with a **Reversal** credit note. It stays on record but cannot be edited, deleted or paid. | The status can move back. Removing a payment or cancelling a credit note makes the amount due again, and the status follows. ## Common misunderstandings - **Paid** does not mean paid only in cash. An invoice paid in part and credited for the rest is **Paid**. - **Written off** does not mean the customer is excused. The debt is still owed, and statements and reprinted invoices still show it. - Cancelling is not deleting. A cancelled invoice keeps its number, its lines and its history. ## Permissions You need **Invoice** **List** and **View** to see the list and open an invoice, **Add** and **Edit** to create one, and **Edit** to change, issue, pay or cancel it. **Delete** removes a draft. A role set to **Own records only** works with the invoices whose **Salesperson** it is. Writing off a bad debt also needs **All records** and the **Write off bad debts** control in your role. ## Why it works this way **The status follows the money, so it cannot drift.** Because easySales works the status out from payments, credit notes and write-offs, an invoice cannot read **Paid** while money is still owed. Remove a mistaken payment and the invoice goes back to **Partial Paid** or **Unpaid** by itself; nobody has to remember to change it. **Three ways to reach zero, kept apart.** **Paid**, **Credited** and **Written off** all mean nothing is due, but they mean different things for your books: money came in, the charge was reduced, or a debt you could not collect was taken off the books. Keeping them apart shows at a glance which invoices brought in cash. **The list opens on what someone has to collect.** Starting on **Unpaid** and **Partial Paid** keeps the daily view short. Drafts and cancelled invoices stay out of **Total Outstanding** because the customer owes nothing on either. **A cancelled invoice stays on record.** Its number was given to a customer, so it keeps that number and its history. Your invoice series stays complete, and anyone checking it later can see why the invoice no longer counts. ## Work faster - **Pay several invoices with one receipt.** Tick invoices of one account in one currency on the list, up to 50, and select **Record payment** in the bar that appears. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Spot late invoices on the list.** An overdue invoice's **Due Date** carries a red tag such as *12 days overdue* (*12d* on a narrower screen). See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). - **Search instead of scrolling.** The search box finds invoices by invoice number or account name. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **List only what waits for you.** If you can approve invoices, choose **Awaiting my approval** under **Approval** to see the drafts held for you. See [Document approval](https://easysales.work/help/quotations/document-approval/). - **Keep the columns you use.** **List Column Setting** adds columns such as **Quotation** or **Sales Person**, just for you, or for everyone with **System** **Edit**. See [Lists and columns](https://easysales.work/help/getting-started/lists/). ## Examples Lim & Co bills Harbour Café Pte Ltd SGD 2,398.00 on INV-10000318: SGD 2,200.00 of design work plus GST 9% of SGD 198.00. Here is how its status moves. | What happens | Balance due | Status | |---|---|---| | Mei Tan issues the draft | 2,398.00 | **Unpaid** | | The café pays SGD 1,000.00 | 1,398.00 | **Partial Paid** | | Mei issues an **Allowance** credit note for SGD 54.50 (50.00 + GST 4.50) | 1,343.50 | **Partial Paid** | | The café pays SGD 1,343.50 | 0.00 | **Paid** | Had the café paid nothing and Mei credited the whole SGD 2,398.00, the invoice would read **Credited**. **Reading the totals under the list.** On 15 October, before the café's last payment, Mei opens **Invoices**. The list shows the two invoices still owing money: | Invoice No. | Account | Total | Outstanding | Status | |---|---|---|---|---| | INV-10000318 | Harbour Café Pte Ltd | 2,398.00 | 1,343.50 | **Partial Paid** | | INV-10000321 | Seaview Dental Clinic | 1,090.00 | 1,090.00 | **Unpaid** | Under the rows, **Total** reads SGD 3,488.00 (2,398.00 + 1,090.00) and **Total Outstanding** reads SGD 2,433.50 (1,343.50 + 1,090.00). Mei adds **Draft** to **Status**: draft PF-10000047 for SGD 5,450.00 joins the list, both figures stay the same, and the note under them reads *Draft invoices are excluded from both figures.* ## Common questions - **How do I see all unpaid invoices?** Open **Invoices**: the list starts on **Unpaid** and **Partial Paid**, and **Total Outstanding** under the rows adds up what they still owe. See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). - **Why is an invoice missing from the Invoices list?** The list opens filtered, so drafts, paid, credited and cancelled invoices appear only once you add their status. With **Own records only**, you see only the invoices whose **Salesperson** you are. - **Why did a paid invoice go back to Partial Paid?** A payment was removed or a credit note on it was cancelled, so part of the amount is owed again. See [Remove a payment](https://easysales.work/help/payments/remove-a-payment/). - **What is the difference between Paid and Credited?** **Paid** means at least one payment helped clear the invoice. **Credited** means credit notes alone cleared it and no money came in. - **Can I write off an invoice the customer will never pay?** Yes, with **Write off as bad debt…** in the invoice's **···** menu, if your role allows it. Once nothing else is due, the invoice reads **Written off**. See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). - **Can I export invoices to my accounting software?** Yes. On the **Invoices** list, **···** → **Export for accounting software…** opens the export, for roles that may export data with **Invoice** **View** at **All records**. See [Accounting export](https://easysales.work/help/invoices/accounting-export/). ## Related - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) - [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/) --- # Create an invoice > How to create an invoice in easySales, from an accepted quotation or from scratch, with its customer, due date, currency, taxes and lines. Source: https://easysales.work/help/invoices/create-an-invoice/ An [invoice records what a customer owes](https://easysales.work/help/invoices/overview/). Use this page when you bill from the Invoices list; to bill a quotation in stages, use [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). ## Before you start You need **Invoice** **Add** and **Edit**, **Contact** **List** to find the customer's contact and **User** **List** to choose the salesperson. Every line names a product, so have the products ready, or hold **Product** **Add** to create one from the line as you type. To add a new customer from **Contact**, you also need **Account** **Add** and **Edit** for a new company or individual, and **Contact** **Add** and **Edit** for a contact person. **Create new customer “…”** offers only the customer types you may create. ## Steps 1. Select **Invoices** in the sidebar, then **New invoice**. 2. In **Create new invoice**, search for an accepted **Quotation** and select **From this quotation**, or select **Without a quotation**. From a quotation, easySales creates the draft with its lines and opens it; select **Edit** at the top of the page to change anything. 3. Choose the **Contact**. The **Account** follows the contact, and its settings fill in the **Currency** and the **Payment term**. 4. Type an **Invoice name** if the customer has a reference of their own, and a **Customer PO number** if they gave you one. 5. Check the **Salesperson**. 6. Check the **Currency**. For a foreign currency, read the rate under it; see [Exchange rate](https://easysales.work/help/invoices/exchange-rate/). 7. Check the **Invoice date**, which opens on today, the **Payment term** and the **Due date**: the due date is required. The three move together, as the rules below explain. 8. Choose the **Taxes** entry that applies to the whole invoice, if the form shows one. 9. Select **Add line** for each item and fill **Item**, **Qty**, **Unit** and **Unit price**. 10. Fill **Terms and conditions** (or insert one with **Use a saved template**) and **Remark**, then select **Create invoice**. ## When the customer is new If the customer is not in easySales yet, add them without leaving the invoice. In **Contact**, type the customer's name and choose **Create new customer “…”** at the end of the list. The **New customer** window opens with that name filled in. Under **Customer type**, choose one: - **Company**: a business and its first contact person. - **Individual**: a private customer, who is their own contact. - **Existing customer**: a new contact person at a customer you already have. Fill in the names, the **Email** and **Mobile** if you have them, and any field your company has made required. Then select **Create and use**: the customer is created with you as its owner and chosen on the invoice, as if you had picked it. Add the address and tax number on the customer's page later. The customer stays even if you then leave without saving the invoice; you find it under **Accounts**. If easySales warns that a customer with a similar name may exist, select **Use an existing customer instead** and pick it from the customers you can see. ## What happens next easySales saves the invoice as a **Draft** and opens it. Its title is its proforma number, by default starting `PF-`, and it takes its real invoice number only when you [issue it](https://easysales.work/help/invoices/issue-an-invoice/). Neither number can be typed. ## Rules to know - Where your country asks for it (Japan), a draft invoice also has **Supply date** and **Supply period ends**, for goods or services supplied on a different day or over a period. Leave them blank when the invoice date is the supply date. The PDF prints the supply date or period. - The taxes offered follow your company's country, its tax registration and the invoice date. - If your company is not registered for tax on the invoice date, or is in Hong Kong or Brunei, the invoice charges no tax and the form leaves the **Taxes** field out, unless the invoice already carries a tax. When you are not registered, the lines also say **Tax is off for this document** with the date. - Tick **Per-line tax rates** to give a line its own tax. The **Tax** figure under the table then adds up every line's tax. - **Subtotal**, **Tax** and **Total** are worked out from the lines each time you save. The **Total** is what the invoice asks the customer to pay. - Every new invoice needs a **Due date**, a draft included: without one the form says *Due date is required.* and nothing is saved. - The **Payment term** opens on your company's default term. Choosing a contact replaces it with the term on the contact's account; if the account has none, the company default stays. A term you picked yourself is never replaced. - Picking a **Payment term** counts the **Due date** from the **Invoice date**: `NET 30` is 30 days after it and `COD` is the invoice date itself. While the due date still follows the term, changing the invoice date moves it too. Once you type a **Due date** yourself, it stays where you put it. - Only `NET` with a number of days, and `COD`, have a day count. A term without one leaves the **Due date** to you. - The term is saved on the invoice, printed on the PDF beside the due date and locked once the invoice is issued. - An older invoice saved without a due date can stay without one, and then never falls overdue. Once an invoice has a due date, it cannot be cleared: saving it blank is refused. - An invoice easySales raises for you, from a quotation, delivery orders or a recurring invoice, takes the source's own payment term; if that has none, the customer's term, else the company default. Its due date is that term's days counted from the invoice date, or the invoice date itself when no term has days. A deposit invoice carries no payment term. - A line with no product cannot be saved. A name that matches no product becomes a new product when you save, and the form says so first, for example *Saving will also create 1 product*. ## Why it works this way **A new invoice is a draft, so building it is safe.** Nothing is owed until you issue it. You can fill it in over several days, preview it, send it as a proforma or put it up for approval without touching your books or the customer's balance. **The due date is what makes an invoice late.** An invoice without one never falls overdue, so nobody chases it. Asking for the date on every new invoice means each one appears in the overdue list on the right day. **Totals come from the lines, never from typing.** easySales works out **Subtotal**, **Tax** and **Total** from the lines on every save. The figure your customer pays always matches the lines and the tax shown above it, with the same rounding every time. **Taxes follow the invoice date.** The tax you may charge depends on whether you are registered and which rates are in force on the day you charge. Offering only those taxes keeps you from charging GST before you are registered, or at a rate that no longer applies. ## Work faster - **Start from the quotation.** **From this quotation** copies the accepted quotation's lines and links the two, so there is nothing to retype. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Copy a past invoice for repeat work.** **Copy** in an invoice's **···** menu makes a new draft with the same customer and lines, dated today. See [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/). - **Set the payment term on the account once.** A **Default payment term** such as `NET 30` fills the **Payment term** and counts the **Due date** on every new invoice for that customer. A customer without one follows the company default. See [Create an account](https://easysales.work/help/accounts/create-an-account/). - **Save your terms as the default.** A default invoice template under **System settings** → **Standard templates** fills **Terms and conditions** on every new invoice. See [Standard templates](https://easysales.work/help/documents/standard-templates/). - **Create products as you type.** With **Product** **Add**, type a new item name on the line instead of stopping to set the product up first; saving the invoice creates it. See [Products and line items](https://easysales.work/help/concepts/products-and-line-items/). ## Examples Mei Tan bills Harbour Café Pte Ltd for design work that was never quoted. She selects **Without a quotation**, picks the café's contact, and the **Payment term** fills in as `NET 30` from the account, so the **Due date** is 30 days after the invoice date. With **Taxes** set to GST 9%, she adds two lines: | Item | Qty | Unit price | Total | |---|---|---|---| | Design consultation | 12 | 150.00 | 1,800.00 | | Mood board | 1 | 400.00 | 400.00 | Under the lines the invoice shows a **Subtotal** of SGD 2,200.00, **Tax** of SGD 198.00 and a **Total** of SGD 2,398.00. It is saved as draft PF-10000042, ready for Mei to check and issue. **A due date that follows the term.** On 6 October Daniel Lim starts an invoice for Seaview Dental Clinic, whose **Default payment term** is `NET 14`. He picks the clinic's contact: the **Payment term** shows `NET 14` and the **Due date** fills in as 20 October. The space planning was finished on 1 October, so he changes the **Invoice date** to 1 October, and the due date moves to 15 October, 14 days after the new invoice date. His lines: | Item | Qty | Unit price | Total | |---|---|---|---| | Space planning | 1 | 1,200.00 | 1,200.00 | | Site visit | 2 | 180.00 | 360.00 | With GST 9%, the invoice shows a **Subtotal** of SGD 1,560.00, **Tax** of SGD 140.40 (1,560.00 × 9%) and a **Total** of SGD 1,700.40. ## Common questions - **Can I create an invoice without a quotation?** Yes. Select **New invoice**, then **Without a quotation**, and fill in the form. - **Why is my quotation not listed in Create new invoice?** Only accepted quotations are listed there. To bill an **Open** quotation, open it and use **Raise invoice**. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Can I type my own invoice number?** No. A draft carries a proforma number and takes the next invoice number when it is issued. Your company sets the prefix and digits under [Document numbers](https://easysales.work/help/administration/document-numbers/). - **Why do I have to fill in a due date, and why did it change?** Every new invoice needs one so that it can fall overdue and be chased. It follows the **Payment term** and the **Invoice date** until you type a date yourself; for payment on receipt, choose `COD`. - **Why does my invoice have no tax field?** Your company is not registered for tax on the invoice date, or is in Hong Kong or Brunei. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **Can different lines have different tax rates?** Yes. Tick **Per-line tax rates** and choose the tax on each line. - **Can I invoice in a foreign currency?** Yes. Change the **Currency**; the exchange rate shows under it. See [Exchange rate](https://easysales.work/help/invoices/exchange-rate/). - **Does saving the invoice send it to the customer?** No. easySales sends nothing to the customer. [Preview the PDF](https://easysales.work/help/invoices/invoice-pdf/), then send it yourself. ## Related - [Invoices](https://easysales.work/help/invoices/overview/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/) - [Invoice on time](https://easysales.work/help/playbook/invoice-on-time/) --- # Invoice details > How to read an invoice in easySales: total, paid and balance due, payments and credits, staged invoicing, history, and the actions each status offers. Source: https://easysales.work/help/invoices/invoice-details/ When you open an [invoice](https://easysales.work/help/invoices/overview/), everything about it is on one page: what it charges, what has been paid, and every record that settles or corrects it. ## Before you start You need **Invoice** **View** on the invoice. Sections and actions your role cannot use are hidden. ## Steps 1. Select **Invoices** in the sidebar and select an **Invoice No.** 2. Read the top of the page: the invoice number and status, then the account, the **Salesperson** and the **Invoice date**. A draft says *Proforma — numbered when issued* instead of the date. A late invoice adds how many days overdue it is, in red; a paid one, the day it was paid. 3. Read the figures beside them. An issued invoice shows **Total**, **Paid**, **Balance due** and the **Due date**; when credit has been applied, **Paid** adds *Credit applied* and the amount. A draft shows **Total**, its tax and a **Due date** marked *Set when issued*. 4. Read any notice under them: the invoice is cancelled, settled in full, credited, partly written off as a bad debt, or carries a warning from its issue. 5. Read the invoice as the customer will: **Parties** (**Account**, **Contact**, **Salesperson**), **Invoice details** (**Invoice date**, **Due date**, **Payment term** when the invoice has one, **Currency**, **Tax**, **Customer PO number**, **From quotation** and **Invoice name**), **Items** with the totals, and **Terms and notes**. Your company's custom fields follow. 6. If the invoice was raised in stages from a quotation, read its **Staged invoicing** card. 7. On an issued invoice, read **Payments and credits**: each payment and credit note that reduced the balance. With **Delivery** **View**, a **Delivery** card shows what has been delivered per line. 8. Open the tabs at the bottom: **Activities** holds the notes, tasks, events and communications about the invoice, with its document events, and a **Follow** button for its updates; **History** shows who changed what and when. 9. Act from the top: **Issue invoice** on a draft, or **Record payment** while a balance is owed; **Edit**; **PDF** to download, share or print it. The **···** menu holds the rest, such as **Copy**, **New credit note**, **Write off as bad debt…**, **Change Owner**, **Owner history**, **Delete draft** and **Cancel invoice**, as far as your role and the invoice's status allow. ## What happens next Opening a related record, such as a receipt in **Payments and credits**, a credit note or the source quotation through **View quotation**, takes you to it. **Cancel invoice** stays in the menu but is greyed out while something on the invoice prevents it; point at it to read why. ## Rules to know - **Balance due** is the **Total** less payments, applied credit and amounts written off. On an issued invoice, the totals under **Items** show the same steps: **Paid**, **Credit applied** and **Written off** where they apply, then **Balance due**. - The page title is the invoice number. On a draft it is the `PF-` proforma number, and the edit form shows it as **Proforma number**; an issued invoice that began as a draft shows the old number as **Proforma** in the edit form and on the PDF. - The **Staged invoicing** card shows how the invoice was raised (**Raised as**, **Claim** and **Deposit deduction**), each deposit it deducts, and a billing summary. On a draft the summary is as at today; issuing freezes it. The summary is for information and is not part of the amount payable. - A deposit deduction line cannot be changed except for its tax code, and you may remove it. If tax rates have changed since the deposit, the card lists the lines whose tax code must change before the invoice can be issued. - The **Bad debt** section appears under **Payments and credits** once a write-off exists, and needs **Invoice** **View** set to **All records**. - **History** records who changed what and when. ## Why it works this way **One page answers "what is owed, and why".** The figures at the top are the result, and **Payments and credits** lists every payment and credit note that produced it. When a customer queries a balance, you can explain it line by line without opening another screen. **The page holds what the customer's copy holds.** The parties, the details, the items and the terms sit together at the top, so checking the page is checking the document you send. **The page offers the next step and nothing that cannot work.** The main button follows the status: **Issue invoice** on a draft, **Record payment** while money is owed, none once the invoice is settled. An action the status forbids is greyed out with its reason; one your role lacks is hidden. **Every change leaves a trace.** **History** keeps who changed which field and when, and **Owner history** keeps each change of salesperson. Your team and your auditor can see how the invoice came to read as it does. ## Work faster - **Record the payment from the top.** While a balance is owed, **Record payment** is the main button; the same dialog can pay the customer's other invoices too. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Credit straight from the invoice.** **New credit note** in **Payments and credits** starts a credit note with the invoice's contact, salesperson, currency and tax already filled in. See [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/). - **Log the chase where you are.** **Log activity** → **Log communication** records a call or email about the invoice under **Activities**. See [Events and communications](https://easysales.work/help/activities/events-and-call-logs/). - **Follow an invoice you care about.** **Follow** on the **Activities** tab sends you its updates, such as a payment or a cancellation. See [Activities and follow-up](https://easysales.work/help/concepts/activities-and-follow-up/). - **Check History before you ask around.** **History** answers who changed a reference or a date, and when. See [Audit trail](https://easysales.work/help/concepts/audit-trail/). ## Examples *[Diagram: Billing a quotation in stages: a Deposit invoice, then Progress claim invoices, then the Remaining invoice, which completes the quotation and by default deducts the deposit.]* Lim & Co bills Harbour Café's SGD 20,000.00 fit-out quotation QN-10000125 in stages. A 30% deposit of SGD 6,000.00 is invoiced and issued first, on INV-10000301, as two lines of 1,500.00 and 4,500.00. When Mei Tan opens the last invoice, raised with **Remaining**, its card reads **Raised as** **Remaining balance** and **Deposit deduction** **On the invoice that completes the quotation**. The deductions table lists two lines against **Deposit invoice** INV-10000301, **Deducted (before tax)** SGD 1,500.00 and SGD 4,500.00, each taxed at GST 9%. Before issuing, Mei checks the billing summary against the quotation's **Invoicing** card. **Reading a part-paid invoice.** INV-10000318 charges Harbour Café SGD 2,398.00, due 26 October. The café has paid SGD 1,000.00, and Mei has applied an **Allowance** credit note of SGD 54.50. On 2 November Daniel Lim opens the invoice before calling the café: | Figure | Shows | |---|---| | **Total** | SGD 2,398.00 | | **Paid** | SGD 1,000.00, with *Credit applied SGD 54.50* | | **Balance due** | SGD 1,343.50 (2,398.00 − 1,000.00 − 54.50) | | **Due date** | 26 October; the top of the page says *7 days overdue* | **Payments and credits** lists the receipt and the credit note, so Daniel can tell the café exactly how the balance was reached. ## Common questions - **Where can I see the payments made on an invoice?** In **Payments and credits**, under the document, on an issued invoice. Each row opens its receipt or credit note. - **Why is there no Record payment button?** It appears only on an issued invoice that still owes something, for roles with **Invoice** **Edit**. Issue a draft first; a settled or cancelled invoice has nothing left to collect. - **Why is Cancel invoice greyed out?** Something on the invoice prevents it, such as a payment. Point at it to read the reason. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **What does "Credit applied" under Paid mean?** Part of the invoice was settled by a credit note rather than money. It reduces the **Balance due** as a payment does. - **How do I find the quotation an invoice came from?** Under **Invoice details**, **From quotation** shows **View quotation**; select it to open the quotation. - **Who changed this invoice?** Open the **History** tab: it lists each change with who made it and when. See [Audit trail](https://easysales.work/help/concepts/audit-trail/). - **Why can't I see the Bad debt section?** It appears only once part of the invoice is written off, and only to roles with **Invoice** **View** at **All records**. ## Related - [Invoices](https://easysales.work/help/invoices/overview/) - [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) - [Edit an issued invoice](https://easysales.work/help/invoices/edit-an-issued-invoice/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) --- # Invoice PDF > How to download or print an invoice PDF in easySales to send to your customer, why a draft prints as a proforma, and what an issued invoice shows. Source: https://easysales.work/help/invoices/invoice-pdf/ To send an invoice to a customer, open its PDF, [the copy the customer reads](https://easysales.work/help/documents/overview/), download it, and tick **Sent to the customer** once it has gone. ## Before you start You need **Invoice** **View**, the same permission that lets you open the invoice. Ticking **Sent to the customer** also needs **Invoice** **Edit**. A cancelled invoice offers no **PDF**, so keep a copy before you cancel one. ## Steps 1. Open the invoice. 2. Select **PDF** at the top of the page. A window opens with the PDF inside it. 3. Select **Download** to save the file, or **Open in a new tab** to print it from the browser. On a phone or tablet that can share files, **Share** sends it straight to another app. 4. Send it to the customer yourself. easySales does not post or email it for you. 5. On an issued invoice, tick **Sent to the customer**. The window notes the date, and the invoice's timeline records it. ![Animation: on an invoice, selecting PDF, which opens a window with the PDF, Open in a new tab and Download, and ticking Sent to the customer.](../../../assets/help/invoices/invoice-pdf.en.webp) ## What happens next Opening the PDF changes nothing on the invoice; only ticking **Sent to the customer** records something. You can open the PDF as often as you like: after an edit, after a payment, or because the customer lost the first copy. The downloaded file is named after the invoice number. The document carries your letterhead and company details, the customer's name and billing address, the invoice number and dates, each line, the tax, the total and your terms. When your company's country is confirmed in [Company & tax](https://easysales.work/help/administration/company-and-tax/), the registration numbers print with their names, and the tax number only while you are registered. A foreign-currency invoice prints the rate saved on it, not today's rate. For a Singapore GST-registered company, a foreign-currency invoice that charges GST also prints a **For Singapore GST Purpose Only** block with its amounts in SGD, including invoices in VND or IDR. ## Rules to know - **A draft prints as a proforma.** Its heading reads **PROFORMA INVOICE** on every design, its number is the `PF-` proforma number, and a design that prints a status stamp adds **DRAFT**. You cannot switch this off. - **An issued invoice** prints the heading your design sets and its `INV-` number. If it began as a draft with a proforma number, a **Proforma** line names that number. - **The payment term prints beside the due date.** The standard layout adds a *Payment Terms* line after the **Due Date**, only when the invoice has a payment term; an older invoice with none prints no such line. If your company saved its own design with its own header lines, the line stays off until you switch on **Payment term** under **Header lines**. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - **An invoice raised in stages** prints a **Billing** line and, except on a deposit invoice, a billing summary. For some companies in Australia and New Zealand, depending on the **Accounting basis** in Company & tax, a document asking for payment is a tax invoice. A staged draft there has no **PDF**, and the **Staged invoicing** card tells you to issue it first. - Where your design prints the paid amount and the balance, **Credited** and **Written off** lines appear above the balance whenever they are not zero. A bad-debt write-off is left out: the printed balance still shows that debt as owed. - **Several tax rates on one invoice** print one tax line per rate, and those lines add up exactly to the printed total tax. To make them add up, a line can differ by at most one cent from its own rounding; the totals do not change. - **An older invoice whose lines add up to a different figure** from the amount it records prints the difference as an **Adjustment** line under the total, so the printed balance matches what the customer owes. A difference of one cent prints as the usual rounding line instead. - A draft shows the customer details currently on the account. An issued invoice prints the name and address it was issued with. - The design and letterhead are set once for your whole company, not per invoice. - **When many PDFs are being made at once**, the window says *The PDF couldn't be prepared. Try again.* instead of showing the document. Wait a moment and select **Try again**. - **Each person can make about 30 PDFs in quick succession**, then one every two seconds; your company as a whole can make four times that. Past the limit, the window shows the same message: wait a few seconds and select **Try again**. The same allowance covers every document PDF and account statement. ## Why it works this way **A draft cannot pass for an invoice.** Until it is issued, the charge can still change and the customer owes nothing on it. Heading every draft **PROFORMA INVOICE** with its `PF-` number means the customer cannot book it, or claim its tax, as a final invoice. **The PDF is made from the record each time.** It always shows what the invoice says now, including the latest payments and credits where your design prints them. A reprint for a customer who lost the first copy is up to date without anyone retyping it. **An issued invoice keeps the name and address it was issued with.** The customer filed that copy. When their address changes later, a reprint still matches the document in their books, while new invoices take the new address. **Tax lines add up to the cent.** One tax line per rate, adding up exactly to the printed total tax, lets the customer claim exactly the tax you report on your return. ## Work faster - **Check the PDF before you issue.** A draft's PDF shows every detail with your design; a mistake found there costs nothing, one found after issue costs a credit note. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - **Send a proforma to be paid first.** Download the draft's PDF and send it as a request for payment; issue it when the money is confirmed. See [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/). - **Add the customer's PO number before you send.** Where your design prints it, the **Customer PO number** helps the customer's accounts team match the invoice to their order. It stays editable after issue. See [Edit an issued invoice](https://easysales.work/help/invoices/edit-an-issued-invoice/). - **Set the design once for everyone.** The letterhead and the invoice design are chosen under **System settings** → **Document settings** and apply to every invoice. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - **Put your standard terms on automatically.** A default invoice template fills **Terms and conditions**, which print on the PDF. See [Standard templates](https://easysales.work/help/documents/standard-templates/). ## Examples Harbour Café's accounts team asks for a proforma before approving the payment. Mei Tan opens the draft's **PDF**: it is headed **PROFORMA INVOICE**, numbered PF-10000042, with the SGD 2,398.00 total. A week later she issues it as INV-10000318 and opens the **PDF** again. The new PDF is headed as the company's design says, numbered INV-10000318, and lists **Proforma** PF-10000042 so the café can match the two. **Replacing a lost copy.** In November the café's new bookkeeper asks for INV-10000318 again. The café has moved since, and Mei has already updated the address on its account. She selects **PDF**: the document still shows the address the invoice was issued with. Lim & Co's design prints the paid amount and the balance, so the copy also shows the SGD 1,000.00 paid, a **Credited** line of SGD 54.50 and a balance of SGD 1,343.50. ## Common questions - **How do I download an invoice as a PDF?** Open the invoice, select **PDF**, then **Download** in the window that opens. - **Can easySales email the invoice to my customer?** No. Download the PDF and send it yourself, then tick **Sent to the customer** so your team can see it has gone. - **Why does my invoice PDF say PROFORMA INVOICE?** The invoice is still a draft. Issue it and open the **PDF** again for the final invoice. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - **Why is there no PDF button on a cancelled invoice?** A cancelled invoice offers no PDF. Its **Reversal** credit note records the cancellation; keep a copy of an invoice before you cancel it. - **How do I change the logo or layout of my invoices?** Under **System settings** → **Document settings**, for the whole company at once. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - **Why does a reprinted invoice show the customer's old address?** An issued invoice prints the name and address it was issued with. Only a draft shows the account's current details. - **Why does the window say the PDF couldn't be prepared?** Too many PDFs are being made at that moment, or you have made many in quick succession. Wait a few seconds and select **Try again**. ## Related - [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/) - [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) - [Receipts](https://easysales.work/help/payments/receipt-pdf/) - [Documents](https://easysales.work/help/documents/overview/) - [Proforma invoices](https://easysales.work/help/knowledge/proforma-invoices/) --- # Exchange rate > Check or change the exchange rate on a foreign-currency invoice in easySales, set an agreed rate by hand, and see when the rate is fixed. Source: https://easysales.work/help/invoices/exchange-rate/ When you bill in a currency other than your base currency, easySales converts the invoice at an [exchange rate](https://easysales.work/help/concepts/currencies-and-exchange-rates/). This page shows how to check that rate and change it while the invoice is a draft. ## Before you start You need **Invoice** **Add** or **Edit**. The invoice must be new or a draft: once it is issued, its rate is fixed. An invoice in your base currency has no rate to set. ## Steps 1. On a new invoice, or a draft you are editing, choose the **Currency**. 2. Read the line under it, for example *Exchange rate 1 USD = 1.351200 SGD · MAS* with the date of that rate. This is the automatic rate. 3. To use a different rate, select **Change rate**. The **Exchange rate** panel shows the **Current rate** and the **Automatic rate**. 4. Type the **New rate**, up to twelve decimal places. Under it, the panel shows how far your rate is from the automatic one, such as *-5.3% vs MAS*. A very small rate, such as the MAS rate for VND of 0.00004884, can be typed exactly. 5. Select **Apply**. 6. To go back to the automatic rate later, open the panel again and select **Use automatic rate**. 7. Save the invoice. ## What happens next The invoice converts at the rate you chose, and the line now reads *set by hand* and says what the automatic rate would be. When you issue the invoice, its rate is fixed: the PDF, the customer's receivables and the statement all use it, and it does not change when rates move later. ## Rules to know - A rate more than 5% away from the automatic rate shows an amber warning, such as *More than 5% from the MAS rate — double-check before you continue*. You can still apply it. - A rate must be above zero, with at most twelve decimal places. The rate line shows at least six decimal places, and more when the rate needs them. - If there is no automatic rate for the currency, the line says so; enter a rate by hand. - On an issued invoice **Change rate** is greyed out: *The rate is fixed once the invoice is issued*. To bill at a different rate, cancel the invoice and issue a new one. - A credit note raised on the invoice, including the one that cancels it, converts at the invoice's own rate. - A Singapore GST-registered company whose base currency is not SGD needs an SGD rate for the invoice's currency to issue a foreign-currency invoice that charges GST; the PDF prints the SGD amounts at that rate. The draft shows this rate on a second line, **SGD rate for tax**. If there is no rate, issuing is refused; for a USD invoice the message reads "This invoice is in USD and must show its SGD equivalent, but there is no exchange rate from USD to SGD. Add a rate for USD, or type the SGD rate on the draft, then issue again. Nothing was issued." - You cannot add rows to the rate table yourself; set the rate on the draft. Open the saved draft, select **Change rate** on its **SGD rate for tax** line, and the **SGD rate for tax** panel shows the **Current rate** and **Automatic rate**. Type the **New rate** and select **Apply**, or select **Use automatic rate**. Save the invoice, then select **Issue**. This needs **Invoice** **Edit**. - The **SGD rate for tax** line follows the same rules as the exchange rate: the same 5% warning, *set by hand* once you change it, and fixed when the invoice is issued. - **Refresh rates**, under **System settings** → **Currency & FX** → **Exchange rates**, needs **System** **Edit**. It only asks for the rates to be fetched again; it does not add a currency the rate table is missing. - When the customer pays, you must also enter what arrived in your base currency, such as **Amount in SGD**. easySales compares it with the invoice's rate to measure the [exchange gain or loss](https://easysales.work/help/payments/exchange-differences/); see [Record a payment](https://easysales.work/help/payments/record-a-payment/). ## Why it works this way **The rate is fixed when the invoice is.** An issued invoice records a sale in your books at a value in your base currency. If that value moved with every new rate, your sales figure for a closed month would change after you had reported it. Fixing the rate at issue keeps the invoice, its credit notes and the customer's statement on one value. **What the bank pays is measured separately.** The customer owes the invoice's own currency, and the money that reaches your bank in your base currency rarely matches the invoice's value exactly. The difference is a realised exchange gain or loss in your records, not a balance left on the invoice for the customer to settle. **A rate set by hand is allowed, and checked.** A contract may fix a rate, so you can type it. A slip such as 13.512 for 1.3512 would put a wrong sale in your books, so a rate more than 5% from the automatic one is flagged before you apply it. **Singapore wants GST in SGD.** A Singapore tax invoice in a foreign currency must also show its amounts in SGD, so a company with another base currency needs an SGD rate before it can issue one. ## Work faster - **Leave the automatic rate on most invoices.** It fills itself in from the rate table and is fixed at issue, so there is nothing to type. See [Currency and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/). - **Read the percentage before you apply.** The figure under **New rate** tells you at once whether a typed rate is close to the automatic one or off by a slip of the decimal point. - **Set the agreed rate again on a copy.** **Copy** prices a new invoice at today's tax and exchange rates, so a contract rate typed on the original does not carry over. See [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/). - **Enter the bank's figure when the money arrives.** Type what your bank credited in **Amount in SGD** while you record the payment; the gain or loss is worked out for you. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Review every gain and loss in one list.** On the **Invoices** list, open the **···** menu and select **Exchange differences** under **Registers**. See [Exchange differences](https://easysales.work/help/payments/exchange-differences/). ## Examples Lim & Co bills Bayview Hotel Group USD 5,000.00 for a lobby styling project. The rate line reads *Exchange rate 1 USD = 1.351200 SGD · MAS*, so the invoice is worth SGD 6,756.00. The hotel agreed a rate of 1.280000 in its contract, so Mei Tan selects **Change rate** and types it. It is 5.3% below the automatic rate and the panel shows the warning; Mei checks the contract and selects **Apply**. The invoice is now worth 5,000.00 × 1.280000 = SGD 6,400.00, and the line reads *set by hand · automatic would be 1.351200*. She saves the draft, then issues it, which fixes the rate for good. **The payment arrives.** Three weeks later the hotel pays USD 5,000.00 and Lim & Co's bank credits SGD 6,380.00. Daniel Lim records the payment and types 6,380.00 in **Amount in SGD**. The invoice reads **Paid**, because the customer paid the full USD 5,000.00. The receipt's **Exchange gain/(loss)** section reads "At the invoice rate SGD 6,400.00 · received SGD 6,380.00", a loss of SGD (20.00): 6,380.00 − 6,400.00 = −20.00. **A slip caught by the warning.** Mei types 13.512 for another USD invoice. The panel shows the amber warning and *+900.0% vs MAS*, since (13.512 − 1.3512) ÷ 1.3512 = 9, or 900%. She corrects it to 1.3512 before selecting **Apply**. ## Common questions - **Where does easySales get its exchange rates?** From the rate table under **System settings** → **Currency & FX** → **Exchange rates**. The line under **Currency** names the source and the date, such as MAS. - **Can I change the exchange rate after issuing an invoice?** No. The rate is fixed at issue. To bill at another rate, cancel the invoice and issue a new one. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **Why does the panel warn me about my rate?** The rate you typed is more than 5% away from the automatic rate. Check it; if it is right, select **Apply** anyway. - **How many decimal places can an exchange rate have?** Up to twelve, so even a very small rate such as 0.00004884 is stored exactly. - **Why did the customer's payment come to less in SGD than the invoice?** The bank converted at its own rate on the day it was paid. The difference is recorded as an exchange loss; the invoice is still paid in full. See [Exchange differences](https://easysales.work/help/payments/exchange-differences/). - **Does a copied invoice keep the original's exchange rate?** No. A copy is priced at today's tax and exchange rates. Set the agreed rate again with **Change rate** before you issue it. ## Related - [Currencies and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/) - [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Record a payment](https://easysales.work/help/payments/record-a-payment/) - [Exchange differences](https://easysales.work/help/payments/exchange-differences/) - [Foreign-currency invoices](https://easysales.work/help/knowledge/foreign-currency-invoices/) --- # Issue an invoice > How to issue an invoice in easySales — give a draft its invoice number and date, read the warnings, and learn why an issued invoice is locked and its numbers never skip. Source: https://easysales.work/help/invoices/issue-an-invoice/ When a draft invoice is ready to send, [issue it](https://easysales.work/help/concepts/draft-issue-and-numbering/): it takes its invoice number and becomes the document your customer pays against. ## Before you start You need **Invoice** **View** and **Edit**. The invoice must be a **Draft**; the **Issue invoice** button appears only on one. Check every detail first: after this step the charge is locked. ## Steps 1. Open the draft invoice. 2. Select **Issue invoice**, the main button at the top of the draft. 3. Read the dialog, which asks, for example, **Issue PF-10000045?**. For a draft with a proforma number, it says that number stays on the invoice as a reference. 4. Check the **Invoice date**. It opens on today and cannot be later than today. 5. To date it earlier, type the date, or select **Use the draft’s date** to reuse the date already on the draft. **Use today** puts it back. 6. If the dialog says a line has the tax “None”, open **Choose zero-rated, exempt or out of scope** and pick the tax for those lines. 7. Read any warning, then select **Issue invoice**. The animation shows a draft raised from a quotation being issued: it takes its `INV-` number and shows **Unpaid**. ![Animation: on a draft invoice, selecting Issue invoice, checking the invoice date in the dialog and confirming; the invoice takes its number and shows Unpaid.](../../../assets/help/invoices/issue-an-invoice.en.webp) ## What happens next The invoice takes its invoice number, by default starting `INV-`, and its status becomes **Unpaid**. It starts counting towards **Total Outstanding**, and you can now record payments and credit notes against it. The due date moves with the invoice date, keeping the same number of days. The date warning below appears in the dialog before you confirm. Tax warnings, such as one about the heading, appear as notices at the top of the invoice afterwards; the invoice is issued all the same. > **Caution** > > Issuing cannot be undone. A mistaken invoice is corrected with a > [credit note](https://easysales.work/help/credit-notes/overview/) or by [cancelling it](https://easysales.work/help/invoices/void-an-invoice/). ## Rules to know - Dating the invoice earlier than your latest issued invoice shows *The running number will not follow date order.* You can still issue. - Locked from now on: the contact, currency, dates, taxes, linked quotation, exchange rate and every line. The total is fixed too; later corrections go through a credit note. - A draft's total always follows its lines; each save works it out again, even when you change only the tax. If an older draft's stored total does not match its lines, issuing is refused with a message naming both totals. Edit the draft, select **Save invoice**, check the total, then issue it. - When your company's country is confirmed under **System settings** → **Tax** (see [Company and tax](https://easysales.work/help/administration/company-and-tax/)), issuing checks the heading of your invoice design. A heading that says "Tax Invoice" is refused if you are not registered for tax on the invoice date, or your company is in Hong Kong or Brunei. - Registered in Singapore, you are warned when the invoice charges GST and the heading does not say "Tax Invoice", or when every line is exempt or out of scope and the heading does say it. Registered in Australia, you are warned whenever the heading does not say it. - Registered in Singapore with a base currency other than SGD, a foreign-currency invoice that charges GST needs an SGD rate for its currency. Without one, issuing is refused and nothing is issued; type the rate on the draft's **SGD rate for tax** line, save and issue again. See [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/). - Registered for GST in Singapore on the invoice date, you cannot issue lines taxed “None”, because zero-rated, exempt and out-of-scope sales go in different boxes of the GST return. Your one choice, such as **GST 0%** or **Out of scope**, is applied to every such line at 0%, so no total changes. **Issue invoice** stays greyed out until you choose. Exempt and out-of-scope choices appear only with **Advanced tax codes** on. - An invoice under customer accounting needs the customer's GST registration number. If the account's **Tax Registration No.** is empty, issuing is refused and nothing is issued; add the number to the [account](https://easysales.work/help/accounts/account-details/) and issue again. - The customer's **Tax Registration No.** is copied onto the invoice when it is issued, so a later change to the account does not alter it. - A staged invoice that deducts a deposit cannot be issued until each deduction carries the tax code its **Staged invoicing** card asks for. ## Why it works this way **An issued invoice is a record two businesses keep.** Your customer enters it in their own books and, if they are registered for tax, may claim the tax it shows. If you could still change it, your copy and theirs would no longer agree. A credit note corrects it instead: both sides can see what was charged, what changed, when and why. **The number comes at issue, not with the draft.** Drafts are created, changed and deleted all the time. If every draft took an invoice number, each deleted draft would leave a hole in your series. Because only an issued invoice takes an `INV-` number, the series has no gaps, and you, your accountant or a tax auditor can check that every number is accounted for. A cancelled invoice keeps its number, so it does not leave a gap either. **The date can be earlier, never later.** The invoice date is the day you charge the customer: it decides which tax period the sale belongs to and when the payment term starts. When you invoice after the work is done, you may want the invoice dated the day you delivered, so easySales allows an earlier date. A date in the future would put a charge in your books, and in **Total Outstanding**, before you have made it. **The date-order warning protects your series.** Numbers and dates that rise together are easy to check. When an earlier date would break that order, easySales tells you before you confirm, so you can choose: keep the earlier date, or issue it with today's date instead. ## Work faster - **Raise the invoice from the quotation.** **Raise invoice** copies the lines, contact, payment term and **Terms and conditions**, so there is nothing to retype and nothing to mistype. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Copy a past invoice for a repeat job.** **Copy** in the **···** menu makes a new invoice for the same customer with the same lines, dated today; change the quantities and issue it. See [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/). - **Let the same charge every month draft itself.** A [recurring invoice](https://easysales.work/help/invoices/recurring-invoices/) creates the draft on schedule; you check it and issue. - **Check the PDF before you issue.** **PDF** shows it with your company's design, headed **PROFORMA INVOICE** while it is a draft. Checking it there costs nothing; correcting it after issue costs a credit note. - **Set the tax on the draft, not at the last step.** A product has no tax of its own: the tax is set on the document. Choosing it while you build the draft means the issue dialog has nothing left to ask. ## Examples Mei Tan finished draft PF-10000045 for Harbour Café's lighting plan on 24 September but held it until the café confirmed the order. On 29 September she selects **Issue invoice**; the date opens on 29 September. The work was delivered on the 24th, so she selects **Use the draft’s date (2026-09-24)**, and the due date stays 30 days after it. Lim & Co already issued INV-10000318 on 26 September, so the dialog warns that the running number will not follow date order. Mei confirms; the invoice becomes INV-10000319, **Unpaid**, dated 24 September. **A line left at "None".** Lim & Co is registered for GST in Singapore. Mei issues a draft with two lines: a design fee of SGD 2,000.00 at **GST 9%** and SGD 80.00 for fabric samples shipped to the client's office in Jakarta, which she left at **None**. The dialog will not issue until she chooses a tax for that line. Lim & Co's accountant has confirmed that goods exported overseas are zero-rated, so she chooses **GST 0%**. The totals stay as they were — SGD 2,080.00 before tax, GST SGD 180.00, SGD 2,260.00 in all — and the invoice is issued. **An invoice that needs approval.** Lim & Co holds invoices of SGD 10,000.00 or more before tax for approval. Mei issues a draft of SGD 12,000.00 and adds a **Note for the approver**. The page says **Submitted for approval**, the invoice shows **Pending approval**, and it still has no `INV-` number. Daniel Lim finds it under **Awaiting my approval** on the **Invoices** list and selects **Approve and issue**; only then does the invoice take its number. See [Document approval](https://easysales.work/help/quotations/document-approval/). ## Common questions - **Can I change an invoice after issuing it?** Only its reference details, such as the **Customer PO number** and **Remark**. The amounts, lines, dates and tax are locked. See [Edit an issued invoice](https://easysales.work/help/invoices/edit-an-issued-invoice/). - **I issued an invoice by mistake. What do I do?** If nothing has been paid on it, cancel it: a credit note for the whole amount is issued and the invoice becomes **Cancelled**. To reduce it, issue a credit note for the difference. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **Can I delete an issued invoice?** No. An issued invoice can only be cancelled, and it keeps its number. Only a draft can be deleted. - **Will a deleted draft leave a gap in my invoice numbers?** No. A draft carries only a proforma number; the invoice number is taken when it is issued. - **Can I date an invoice in the future?** No. The invoice date can be today or earlier. - **What is the difference between a proforma and an issued invoice?** A proforma is a draft you can send to ask for payment in advance. It has a `PF-` number, can still change, and the customer owes nothing on it. An issued invoice has an `INV-` number, is locked, and counts in the customer's outstanding balance. - **Why does my invoice show Pending approval instead of a number?** Your company holds some invoices for approval. It takes its number when an approver selects **Approve and issue**. ## Related - [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) - [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/) - [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/) - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [When to issue an invoice](https://easysales.work/help/knowledge/when-to-issue-an-invoice/) - [Proforma invoices](https://easysales.work/help/knowledge/proforma-invoices/) --- # Edit an issued invoice > Can you edit an invoice after issuing it? Which details you can still change, which are locked, and how to correct an amount, a date or the customer. Source: https://easysales.work/help/invoices/edit-an-issued-invoice/ After you [issue an invoice](https://easysales.work/help/concepts/draft-issue-and-numbering/), what it charges is locked, but you can still correct its reference details. Use this page to know which is which. ## Before you start You need **Invoice** **Edit** on the invoice. A cancelled invoice cannot be edited at all. ## Steps 1. Open the issued invoice. 2. Select **Edit** at the top of the page. 3. Change the details that are still open: **Invoice name**, **Customer PO number**, **Terms and conditions**, **Remark** and your company's custom fields. 4. Select **Save invoice**. ## What happens next The invoice keeps its number, status and amounts. Each change is recorded on the **History** tab with who made it and when, and the next PDF you preview shows the new details. The form still shows the locked fields. If you change one, the save is refused with a message saying what cannot change, and nothing is saved. ## Rules to know - Locked after issue: the **Contact** (and so the account), **Currency**, **Invoice date**, **Payment term**, **Due date**, **Taxes**, the linked quotation, the exchange rate and every line. - Saving never changes an issued invoice's total or tax. That holds even for an older invoice whose lines add up to a different figure: it keeps the total it was issued with. - To reduce what the invoice charges, issue a [credit note](https://easysales.work/help/credit-notes/overview/). To cancel all of it, [cancel the invoice](https://easysales.work/help/invoices/void-an-invoice/) and issue a new one if needed. - The **Salesperson** is changed with **Change Owner** in the **···** menu, not in the edit form. **Owner history** lists earlier changes. - The customer name and address printed on an issued invoice are the ones it was issued with. Editing the account later does not change them. ## Why it works this way **References can change because they do not change what is owed.** A PO number, an invoice name or a remark helps the customer file and match the invoice. Correcting one alters no amount, tax or date, so your books and the customer's still agree. **What decides the amount stays as it was issued.** The lines, taxes, dates, currency and rate decide what the customer owes and which tax period the sale falls in. Your GST return and the customer's books both use those figures, so a change goes through a credit note that both sides can see. **The salesperson has its own action.** With **Own records only**, the salesperson decides who may see and work on the invoice. Changing it through **Change Owner** keeps that move visible in **Owner history** instead of hiding it among reference edits. ## Work faster - **Check the references before you issue.** Open the draft's **PDF** and fill in the PO number and terms then; the issued invoice needs no edit at all. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - **Credit the difference from the invoice itself.** **New credit note** in **Payments and credits** starts the credit note with the invoice's contact, currency and tax filled in. See [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/). - **Reissue with Copy.** For a wrong customer or date, cancel the invoice, then **Copy** it: the copy is a draft with the same lines that you can correct before issuing. See [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/). - **Choose the right fix first.** [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) sets out which correction suits which mistake, from editing a draft to recording a refund. ## Examples A week after INV-10000318 went out, Harbour Café sends its purchase order number, HC-PO-2291, and asks for it on the invoice. Mei Tan selects **Edit**, fills **Customer PO number** and selects **Save invoice**. The **History** tab records the change, and a fresh **PDF** carries the PO number where Lim & Co's design prints it. The café also asks for the mood board line to read SGD 350.00 instead of SGD 400.00. That is a change to a line, so Mei cannot make it here. She issues a credit note with the reason **Allowance** for SGD 50.00 plus GST 9% of SGD 4.50, SGD 54.50 in all. **The wrong customer.** Daniel Lim issues INV-10000322 for SGD 1,090.00 (SGD 1,000.00 plus GST 9% of SGD 90.00) to Harbour Café, then realises the work was for Seaview Dental Clinic. Nothing has been paid on it, so he selects **Cancel invoice**: a **Reversal** credit note for SGD 1,090.00 is issued and the invoice reads **Cancelled**. He then selects **Copy** on the cancelled invoice, changes the **Contact** on the new draft to the clinic's, checks the **Due date** and issues it as INV-10000323. ## Common questions - **Can I change the amount on an issued invoice?** No. To charge less, issue a credit note for the difference; to charge more, issue a new invoice for the extra. See [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/). - **Can I change the invoice date after issuing?** No, the date is locked. If nothing has been paid, cancel the invoice and issue a new one with the right date. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **Can I change the payment term on an issued invoice?** No. The term is shown but locked, and a save that changes it is refused. To correct what was invoiced, raise a [credit note](https://easysales.work/help/credit-notes/create-a-credit-note/). - **Can I change the customer on an issued invoice?** No. Cancel it, copy it, and change the **Contact** on the copy before you issue it. - **How do I add a PO number to an invoice I already sent?** Select **Edit**, fill **Customer PO number** and select **Save invoice**. Preview it again and send the new PDF. - **Does editing an issued invoice change its number?** No. The number, status and amounts stay as they are; only the details you edited change. - **Can I edit a cancelled invoice?** No. Where **Edit** still shows, it is greyed out with *A cancelled invoice cannot be edited.* - **How do I change the salesperson on an issued invoice?** Use **Change Owner** in the **···** menu. See [Transfer records](https://easysales.work/help/administration/transfer-records/) to move many at once. ## Related - [Invoice details](https://easysales.work/help/invoices/invoice-details/) - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/) - [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/) --- # Cancel an invoice > Cancel or void an issued invoice in easySales, see what stops it, and understand the Reversal credit note it issues for a wrong or duplicate invoice. Source: https://easysales.work/help/invoices/void-an-invoice/ When none of an [issued invoice](https://easysales.work/help/concepts/draft-issue-and-numbering/) should stand, such as the wrong customer, a duplicate or a sale that fell through, cancel it. easySales reverses it with a credit note for the whole invoice, so the customer's statement stays correct. ## Before you start You need **Invoice** **Edit**. The invoice must be issued: a draft is deleted, not cancelled (see [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/)). **Cancel invoice** is greyed out while the invoice has any of these, and pointing at it says which: - payments that have not been removed; - a bad-debt write-off that has not been reversed; - credit applied to it, or refunded out of a credit note raised on it; - another issued credit note raised against it. A deposit invoice that a later issued invoice deducts cannot be cancelled either. ## Steps *[Diagram: What cancelling does: if the invoice has payments or credit notes on it, Cancel invoice is unavailable until they are removed or reversed; otherwise a credit note with the reason Reversal is issued for the whole invoice, dated today and locked, the invoice becomes Cancelled with its number, lines and history kept, and the customer's statement shows the credit note on the cancellation date.]* 1. Open the issued invoice. 2. If **Cancel invoice** is greyed out, clear what its message names. Remove only a payment recorded in error; for money really received, issue a credit note and refund instead, as the message says. 3. Select **Cancel invoice** in the **···** menu. 4. Read the confirmation, which asks, for example, **Cancel invoice INV-10000320?**, then select **Cancel invoice**. **Back** closes it without changing anything. ## What happens next easySales issues a credit note for the whole invoice, dated today, with the reason **Reversal**. It mirrors the invoice exactly: the same amount before tax, the same tax and the same total. It copies the invoice's lines and is applied to the invoice straight away, so the invoice owes nothing and no unused credit is left over. Some invoices brought over from the previous easySales record totals that their lines do not add up to. Their credit note has one summary line at the invoice's recorded figures instead. Where the recorded amount due differs from the note's total by one cent of rounding, the note adds a **Rounding** line for that cent. The invoice becomes **Cancelled**, with **Balance due** of zero, and a red notice says it was cancelled. Its number, lines and history stay readable, but it can no longer be edited, deleted, paid or previewed. The credit note is listed under **Payments and credits** on the invoice. > **Warning** > > Cancelling an invoice cannot be undone, and the Reversal credit note cannot be cancelled, unapplied or refunded. ## Rules to know - Your **Invoice** **Edit** covers the Reversal credit note; it needs no **Credit Note** permission. - On the customer's statement the invoice stays in the period it was issued, and the credit note appears on the cancellation date. A statement for an earlier period is unchanged. - A foreign-currency invoice is reversed at its own exchange rate, not today's, so the two documents have the same value in your base currency. - A cancelled invoice leaves the list's **Total Outstanding** and the account's **Invoiced to date**, and its number is never reused. - Cancelling does not unlock the quotation it was raised from. - Delivery order lines billed on the cancelled invoice count as not invoiced again, so a new invoice can bill them. - A few older invoices record figures that a credit note cannot reproduce exactly, such as a total that is not the amount before tax plus the tax. Cancelling is then refused with a message ending *Raise a credit note for the whole invoice by hand instead of cancelling it. Nothing was changed.* [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/) for the whole invoice instead. ## Why it works this way **Cancelling reverses an invoice; it never erases it.** Once issued, the invoice may already be in your customer's books and in your tax records. Keeping it, with its number, and adding a credit note leaves your number series without a gap and shows anyone checking it what was charged and when it was taken back. **The reversal is dated the day you cancel.** A statement you already sent, and a tax period you already reported, still match your records. The reduction falls in the period in which you cancel. **Money that has changed hands blocks it.** A cancelled invoice says nothing was ever owed. If a payment stayed on it, money received would be tied to a document that asks for nothing, and your receivables would no longer explain your bank. So a payment recorded in error is removed first, and money really received is settled with a credit note and a refund. **One full reversal, and nothing beside it.** If another credit note already stood against the invoice, a full reversal would credit the same sale twice. Cancel that credit note first, or correct the invoice with credit notes alone. ## Work faster - **Remove a mistaken payment first.** A payment allocated to the wrong invoice goes back to its receipt when you remove it, ready to allocate to the right one. See [Remove a payment](https://easysales.work/help/payments/remove-a-payment/). - **Reissue it with Copy.** **Copy** in the **···** menu makes a new invoice with the same lines, dated today, from a cancelled invoice too; change the **Contact** if the customer was wrong. See [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/). - **Correct part of an invoice with a credit note.** When only one line or price is wrong, a credit note for the difference keeps the rest of the invoice standing. See [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/). - **Delete a draft instead.** A draft has no invoice number yet; **Delete draft** in the **···** menu removes it without a credit note. See [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/). - **Review cancellations on the list.** Choose **Cancelled** in the **Status** filter on the **Invoices** list. Their amounts are struck through and left out of the figures under the rows. See [Invoices](https://easysales.work/help/invoices/overview/). ## Examples Lim & Co issued INV-10000320 for SGD 1,090.00 (SGD 1,000.00 plus GST 9% of SGD 90.00) to Harbour Café, but the work was for Harbour Bakery. Nothing has been paid. On 29 September Mei Tan cancels it. | Record | Result | |---|---| | INV-10000320 | **Cancelled**, **Balance due** SGD 0.00 | | New credit note | **Reversal**, SGD 1,090.00, dated 29 September, applied to INV-10000320 | | Harbour Café's statement | The invoice in its own month, the credit note on 29 September, netting to zero | Mei then creates a new invoice for Harbour Bakery. Had the café already paid SGD 500.00 against it, **Cancel invoice** would be greyed out, and its message would suggest a credit note and a refund instead. Mei would issue a **Reversal** credit note for SGD 1,090.00; SGD 590.00 of it would clear the balance and SGD 500.00 would remain to [refund](https://easysales.work/help/credit-notes/issue-a-credit-note/). **A payment on the duplicate.** Mei issued INV-10000322 to Harbour Café by mistake: it repeats INV-10000321, SGD 545.00 each (SGD 500.00 plus GST of SGD 45.00). The café paid SGD 545.00, and Daniel Lim recorded it against INV-10000322. **Cancel invoice** is greyed out because a payment of SGD 545.00 is recorded on it. Daniel removes that payment, so the SGD 545.00 returns to its receipt, and [allocates it](https://easysales.work/help/payments/unapplied-money/) to INV-10000321, which becomes **Paid**. Mei then cancels INV-10000322: its Reversal credit note is SGD 545.00, and the café's balance is zero. **A foreign-currency invoice.** INV-10000334 bills Bayview Hotel Group USD 2,000.00 at 1 USD = 1.351200 SGD, worth 2,000.00 × 1.351200 = SGD 2,702.40. The hotel cancels the project and Mei cancels the invoice a month later, when the automatic rate is 1.330000. The Reversal credit note converts at 1.351200, so it too is worth SGD 2,702.40, and the two cancel out in SGD as well as in USD. At today's rate it would have been worth SGD 2,660.00, SGD 42.40 less than the invoice. ## Common questions - **Is cancelling an invoice the same as voiding it?** Yes. **Cancel invoice** is what other accounting systems call voiding: the invoice stays on record with its number, and a credit note reverses the whole amount. - **Can I undo cancelling an invoice?** No. Cancelling is final, and the Reversal credit note cannot be cancelled. Copy the cancelled invoice to bill the same work again. See [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/). - **Can I cancel an invoice that has already been paid?** Not while the payment stands. If the payment was recorded in error, remove it first. If the money was really received, issue a credit note and refund it. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). - **What date does the cancellation credit note have?** The day you cancel. The invoice keeps its own date, so earlier statements and tax periods are not changed. - **Does my customer get told when I cancel an invoice?** No. easySales sends nothing to your customer. Open the credit note from **Payments and credits** on the invoice, select **PDF**, and send the file yourself. - **Can I cancel only part of an invoice?** No. Cancelling always reverses the whole invoice. To reduce it, issue a credit note for the difference. See [Credit notes](https://easysales.work/help/credit-notes/overview/). ## Related - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Invoice details](https://easysales.work/help/invoices/invoice-details/) - [Remove a payment](https://easysales.work/help/payments/remove-a-payment/) --- # Copy an invoice > How to copy or duplicate an invoice in easySales for repeat work, what the copy keeps and leaves out, and why its due date and total can differ. Source: https://easysales.work/help/invoices/copy-an-invoice/ When you bill a customer for the same work again, or bill another customer for similar work, copy an [invoice](https://easysales.work/help/invoices/overview/) instead of typing it again. The copy is a new invoice of its own; the original does not change. ## Before you start - You need to be able to open the invoice — **Invoice** **View**; with **Own records only**, one of your own — and **Invoice** **Add** and **Edit**. - The invoice can be in any status, a cancelled one included. ## Steps 1. Open the invoice you want to copy. 2. Select **Copy** in the **···** menu, in its **Document** group. 3. Read the **Copy invoice** box and select **Copy**. The message **Invoice copied** appears, and the new invoice opens. 4. Check the customer, the lines, the prices, the **Payment term** and the **Due date**, and change what differs. 5. When it is ready, [issue it](https://easysales.work/help/invoices/issue-an-invoice/). ## What happens next - The copy is a **Draft**, like any new invoice, and you are its salesperson. - It carries the customer, contact, currency, heading, terms, remark, custom fields and lines. - Its invoice date is today. It keeps the original's **Payment term** when that term is still in your company's list; otherwise it takes the customer's term, then the company default. Its due date is today plus the term's days (`NET 30` is 30 days, `COD` is today). If the term has no day count, the due date is today plus the original's own credit period (its due date less its invoice date); with neither, it is today. - Today's tax rates and exchange rates apply, so its total is worked out again and may differ from the original's. - It does not carry the original's number, the customer's PO number, the quotation link or billing plan, deliveries, payments, credits, write-offs, approval, sent marks, attachments or history. - If something could not be copied as it was, a message names it: a line whose product no longer exists, or a line that deducted a deposit, is left out; a tax no longer in force moves to today's rate or is removed; a changed total is pointed out. Check the new invoice before you issue it. ## Rules to know - Copying never changes the original, and the two are not linked afterwards. - A deposit deduction belongs to the original invoice, so it is never copied. Deduct the deposit on the new invoice yourself if it still applies. - Changing the **Contact** on the copy does not change its **Currency**, **Payment term** or **Due date**; set them for the new customer yourself. ## Why it works this way **A copy is a new sale, not a reprint.** It takes its own number when you issue it and collects its own payments. The original stays exactly as it was, so the first customer's balance and statement are not disturbed. **Dates, taxes and rates are today's.** You are charging the customer now. A copy dated last month, at a tax rate or exchange rate no longer in force, would put the sale in the wrong tax period at the wrong amount. **Some things belong only to the original.** A PO number names the order the original was for, a deposit deduction has already recovered that deposit, and payments settled the original's balance. Carrying them over would match the new invoice to the wrong order or deduct the same deposit twice. **The payment term comes with it.** A customer who had `NET 30` keeps `NET 30`, counted from today, so you do not have to work out the new due date. ## Work faster - **Copy, then change only what differs.** When a repeat job has the same lines with new quantities, edit the quantities and issue. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - **Let a regular charge draft itself.** For the same charge every month or year, a [recurring invoice](https://easysales.work/help/invoices/recurring-invoices/) creates the draft on schedule instead. - **Reissue a cancelled invoice.** Copy the cancelled invoice and correct the copy: the lines are already there. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **Bill new work from its quotation.** When the job was quoted, **Raise invoice** on the quotation copies its lines and keeps the link. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). ## Examples **A monthly styling refresh.** Lim & Co restyles Harbour Café every month. On 1 October Mei Tan copies September's INV-10000310, which was dated 1 September on **NET 30** and due 1 October. The copy keeps **NET 30**, is dated 1 October and is due 31 October. It carries the same lines: | Item | Qty | Unit price | Total | |---|---|---|---| | Seasonal styling refresh | 1 | 600.00 | 600.00 | | Fresh flower arrangement | 4 | 45.00 | 180.00 | That is SGD 780.00 plus GST 9% of SGD 70.20, SGD 850.20 in all. October had five weekly deliveries, so Mei changes the flowers to 5 (SGD 225.00). The invoice becomes SGD 825.00 plus GST of SGD 74.25, SGD 899.25 in all, and she issues it. **The same package for another client.** Seaview Dental Clinic wants the consultation and mood board Lim & Co did for Harbour Café on INV-10000318 (SGD 2,398.00 with GST). On 12 October Mei copies that invoice and changes the **Contact** to the clinic's. The copy kept **NET 30**, so the due date came across as 11 November. The clinic's payment term is `NET 14`, so she picks **NET 14** in **Payment term** and the **Due date** moves to 26 October before issuing. ## Common questions - **How do I duplicate an invoice?** Open it and select **Copy** in the **···** menu, then **Copy** again to confirm. The new draft opens at once. - **Does copying an invoice change the original?** No. The original keeps its number, lines, payments and status, and the two are not linked. - **Why is the copy's total different from the original's?** The copy uses today's tax rates and exchange rates, and a line that could not be copied is left out. The message after copying says what changed. - **Can I copy a cancelled invoice?** Yes. An invoice in any status can be copied, which is a quick way to reissue one that had the wrong customer or date. - **Is the customer's PO number copied?** No. It names the order the original was for; type the new one in **Customer PO number**. - **Can I copy an invoice for a different customer?** Yes. Change the **Contact** on the copy, then check its **Currency**, **Payment term** and **Due date**, which stay as copied. - **How is the copy's due date worked out?** From today, using the copy's **Payment term**: `NET 14` is 14 days. If the term has no day count, the original's credit period is used instead. ## Related - [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/) - [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/) --- # Chase overdue invoices > Find overdue and unpaid invoices in easySales, see what one customer owes by age, send a statement, and write off a debt you cannot collect. Source: https://easysales.work/help/invoices/overdue-and-outstanding/ To follow up money you are owed, use the Invoices list for the whole business and the account page for one customer. Both work from each invoice's [outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/). ## Before you start You need **Invoice** **List** and **View**. The receivables figures on an account need **Account** **View** and **Invoice** **View** set to **All records**. Writing off a bad debt needs **Invoice** **View** and **Edit** at **All records** and the **Write off bad debts** control in your role; without them the menu item does not appear. ## Steps 1. Select **Invoices** in the sidebar. The list opens on **Unpaid** and **Partial Paid** invoices. 2. Read the **Due Date** column: a due date before today carries a red tag with the number of days overdue. To see what is still owed on each row, add the **Outstanding** column in the list's column settings. 3. Under **Filters**, set a **Due Date** range ending yesterday to list only the late ones. **Total Outstanding** under the rows follows the filter. 4. For one customer, open the account. Under its name, **Outstanding** and **Overdue** show what the customer owes and how much of it is late. Its **Invoices** tab opens with the **Ageing by due date**: **Current**, **1–30**, **31–60**, **61–90** and **90+** days past due. 5. Select **Statement** at the top of the account, choose a **Period** and select **PDF** to send a statement. 6. When a debt cannot be collected, open the invoice and select **Write off as bad debt…** in the **···** menu, under **Receivables**. 7. Enter the **Amount to write off**, at most the balance due, the **Write-off date** and a **Reason**. Describe the **Steps taken to recover the debt**, and tick whether the debtor is insolvent. 8. Read **Bad debt relief, as it will be recorded**, then select **Write off**. ## What happens next A write-off takes the amount off your receivables. No credit note is issued and the customer is not told: statements and reprinted invoices still show the debt. The invoice reads **Written off** when nothing else is due, and **Partial Paid** otherwise. A **Bad debt** section under **Payments and credits** records the write-off. ## Rules to know - The **Bad debt relief** panel shows a **Status** (**Eligible**, **Not yet**, **Not applicable** or **Not judged**), **Claimable from**, **Claim by** and the **Tax portion** under your country's rules, and is kept with the write-off. **Advisory** means part of it needs checking. - If the customer pays later, select **Record recovery** on the write-off in the **Bad debt** section. It records a receipt and allocates it to the invoice. - **Reverse** is for a write-off entered in error, and is refused once money has been recovered. - **Bad-debt register**, under **Registers** in the Invoices list's **···** menu, lists write-offs and recoveries by **Period**, with **Download CSV**. - An invoice with a write-off cannot be cancelled until the write-off is reversed. - The overdue tag shows unless the invoice is **Paid**, **Credited** or **Written off**. A **Cancelled** or **Draft** invoice past its due date still shows it. - **Total Outstanding** adds each invoice in its own currency without converting. When the rows are in more than one currency, the figure shows no currency code. The account's figures are in your base currency. ## Why it works this way **Late is measured from the due date.** The payment term you gave the customer is part of the deal: an invoice on 30 days is not late on day 20. Counting from the due date means the overdue tag and the ageing show only money that should already have arrived, so you chase the right customers. An invoice due today is not overdue yet. **The total always describes the rows you see.** **Total Outstanding** follows your filter, so narrowing the list to late invoices turns it into the amount overdue, and narrowing it to one salesperson turns it into their book. It never mixes in invoices you have filtered away. **A write-off is an entry in your books, not a message to the customer.** The customer still owes the money, so the debt stays on their statement while your receivables stop counting it, and you may be able to claim back the tax you charged on it. A credit note would tell the customer they owe nothing; a write-off keeps your right to collect. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). ## Work faster - **Let your to-do list find them.** Each salesperson sees "Invoice … is overdue" under **To do** in the **Message centre** for their own late invoices, from the day after the due date. See [Message centre](https://easysales.work/help/inbox/message-centre/). - **Follow an invoice you are chasing.** Select **Follow this record** on its **Activities** tab to get an update when a payment is recorded. See [Follow a document](https://easysales.work/help/inbox/follow-a-document/). - **Record one payment for several invoices.** When a customer settles several late invoices at once, tick them on the **Invoices** list and select **Record payment**. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Send a statement, not a pile of invoices.** One PDF lists every invoice, payment and credit note in the period with the closing balance. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). - **Filter by salesperson.** The **Sales Person** filter above the list shows one person's invoices, so each salesperson can work through their own customers. ## Examples Kopi Corner owes Lim & Co SGD 1,090.00 on INV-10000290, issued in August 2025. Mei Tan's reminders and a letter of demand have gone unanswered, and the shop has closed. On 29 September 2026 she selects **Write off as bad debt…**, keeps the full SGD 1,090.00, chooses **Debtor cannot be traced**, and lists the reminders and the letter. The invoice becomes **Written off** with **Balance due** SGD 0.00. The **Invoices** tab of Kopi Corner's account now reads *Written off as bad debt, still pursued: SGD 1,090.00*, outside **Outstanding** and the ageing. In November the owner pays SGD 300.00. Mei selects **Record recovery**, enters SGD 300.00, and the section shows SGD 790.00 still written off. **The midweek chase.** On 21 October 2026 Daniel Lim opens **Invoices** and sets a **Due Date** range ending 20 October. Three invoices are late: | Invoice | Customer | Due | Overdue | Outstanding | |---|---|---|---|---| | INV-10000301 | Harbour Café | 15 September | 36 days | SGD 2,180.00 | | INV-10000307 | Harbour Café | 30 September | 21 days | SGD 1,635.00 | | INV-10000312 | Seaside Florist | 10 October | 11 days | SGD 545.00 | **Total Outstanding** reads SGD 4,360.00: 2,180.00 + 1,635.00 + 545.00. Daniel opens Harbour Café, which has no other open invoices. **Overdue** shows SGD 3,815.00 (2,180.00 + 1,635.00), and the ageing puts SGD 2,180.00 under **31–60** and SGD 1,635.00 under **1–30**. He downloads a statement for the café and calls Seaside Florist, whose invoice is only 11 days late. ## Common questions - **When does an invoice become overdue?** The day after its due date, until it is paid, credited or written off. An invoice due today is not overdue yet. - **How do I list only overdue invoices?** On the **Invoices** list, open **Filters** and set a **Due Date** range that ends yesterday. **Total Outstanding** under the rows is then the amount overdue. - **Does easySales send payment reminders to my customers?** No. easySales sends nothing to your customers. The salesperson gets the reminder under **To do**; send the customer a statement or the invoice PDF yourself. - **What do the ageing columns mean?** Each one holds what the customer owes by how long it is past its due date: **Current** is not yet due, then **1–30**, **31–60**, **61–90** and **90+** days past due, in your base currency. - **Why does Total Outstanding show no currency?** The rows on the list are in more than one currency, and the figure adds them without converting. Search the list for one customer, or read the account's figures, which are in your base currency. - **Why does a cancelled invoice still show days overdue?** The tag reads only the due date and the status, and only **Paid**, **Credited** and **Written off** invoices are exempt. A cancelled invoice owes nothing and is left out of **Total Outstanding**. - **What should I do with a debt I will never collect?** Write it off as a bad debt; the customer still owes it on paper and you may be able to claim back the tax. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). ## Related - [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/) - [Record a payment](https://easysales.work/help/payments/record-a-payment/) - [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/) - [Customer statement](https://easysales.work/help/accounts/customer-statement/) - [Invoices](https://easysales.work/help/invoices/overview/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) - [Long-overdue debts](https://easysales.work/help/playbook/long-overdue-debts/) --- # Write off a bad debt > Write off an unpaid invoice as a bad debt, record money recovered later, reverse a mistaken write-off and check GST bad debt relief. Source: https://easysales.work/help/invoices/write-off-a-bad-debt/ When a customer will not pay, write the unpaid part of the invoice off as a bad debt. It leaves the invoice's [outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/) but stays on record as a debt you can still collect. This page is for whoever looks after receivables. ## Before you start You need **Invoice** **View** and **Edit** set to **All records**, and the **Write off bad debts** control in your role. Without them, **Write off as bad debt…** does not appear. Reading the **Bad debt** section and the **Bad-debt register** needs only **Invoice** **View** at **All records**; **Record recovery** and **Reverse** need the same as writing off. The invoice must be issued, not cancelled, with a **Balance due**. ## Steps 1. Open the invoice. 2. In the **···** menu, under **Receivables**, select **Write off as bad debt…**. 3. Check **Amount to write off (SGD)**. It starts at the whole **Balance due**, its maximum. 4. Set the **Write-off date**: today or earlier, but not before the invoice date. 5. Choose a **Reason**: **Uncollectible**, **Debtor insolvent**, **Debtor cannot be traced** or **Uneconomic to pursue**. 6. Under **Steps taken to recover the debt**, list your reminders, calls and letters of demand (at least 10 characters). 7. If it applies, tick **The debtor is insolvent (bankrupt, in liquidation or wound up)**. Add a **Note** if you wish. 8. Read **Bad debt relief, as it will be recorded** beside the fields, then select **Write off**. ## What happens next The **Balance due** falls by the amount, and the invoice reads **Written off**, or **Partial Paid** while something is still due. A **Bad debt** section under **Payments and credits** keeps the write-off, its evidence and its relief judgement. No credit note is issued and the customer is not told; statements and reprinted invoices still show the debt. **Money arrives later.** Select **Record recovery** on the write-off, enter the **Date received**, the **Amount recovered (SGD)** (at most **Left to recover**) and the **Method**, then select **Record recovery**. A receipt is recorded and applied to the invoice. **The write-off was a mistake.** Select **Reverse**, fill in **Reason for reversing** and select **Reverse write-off**. The amount is due again; the write-off stays, marked **Reversed**. **For your tax return.** On the **Invoices** list, open the **···** menu and select **Bad-debt register** under **Registers**. Choose a **Period** and select **Download CSV**. ## Rules to know - The **Bad debt relief** panel gives a **Status** (**Eligible**, **Not yet**, **Not applicable** or **Not judged**), **Claimable from**, **Claim by** and the **Tax portion** (amount × invoice tax ÷ invoice total, to the cent), under the country confirmed in **System settings** → **Tax**. It is frozen with the write-off. **Advisory** means part of it needs checking. - Registered for GST in Singapore, relief is **Eligible** from the day after the invoice date's first anniversary, or at once when the insolvency box is ticked; the reason alone does not count. **Claim by** is the day before the fifth anniversary. - A recovery is dated on or after the write-off. On a foreign-currency invoice, also enter what arrived in your base currency. - A recovery repays its share of the tax portion; the one that completes the write-off takes what is left. - **Reverse** is not offered while a recovery stands: void the recovery's receipt first, which reverses the recovery too. An invoice with a write-off cannot be cancelled until the write-off is reversed. ## Why it works this way **A write-off is your judgement, not the customer's release.** You stop counting the money as an asset, but the customer still owes it. A credit note would tell the customer, and your tax return, that the price was reduced. A write-off says only that you do not expect to be paid, so statements keep the debt and you can keep chasing it. **The evidence is kept with the write-off.** Tax authorities allow bad debt relief only when you can show reasonable steps to recover the debt. The reason, the steps, the insolvency answer and who wrote it off are recorded on the day, so your accountant can answer a question about it years later. **The relief judgement is frozen on the day.** Tax rules and your registration change over time. The panel records the rule that applied on the write-off date, so the register for that period gives the same answer whenever you download it. **Money that comes back is a recovery, not a reversal.** Reversing would erase the fact that the debt was written off, and any relief you claimed on it. A recovery keeps both and works out the relief to repay, so your next return adds it back exactly. ## Work faster - **Find the candidates first.** Filter the **Invoices** list by **Due Date** to see what has been late for months. See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). - **Send one last statement.** **Statement** on the account downloads a PDF of what the customer owes for a **Period**, and a dated statement is one more recovery step to list. See [Account details](https://easysales.work/help/accounts/account-details/). - **Settle a small shortfall on the receipt.** When a customer pays slightly less, write the rest off under **Payment differences** while recording the payment, not as a bad debt. See [Record payment differences](https://easysales.work/help/payments/payment-differences/). - **Download the register once per tax period.** One CSV lists every write-off and recovery in the period, with its relief status and dates, ready for your accountant. See [Singapore GST invoices](https://easysales.work/help/reference/tax-singapore/) for the rule it applies. ## Examples Orchid Bakery owes Lim & Co for INV-10000287, dated 20 January 2025: a design fee of SGD 4,000.00 plus GST 9% of SGD 360.00, SGD 4,360.00 in all. The bakery paid SGD 1,000.00, then stopped answering Mei Tan's reminders and a letter of demand. On 10 February 2026 Mei selects **Write off as bad debt…**, keeps the full SGD 3,360.00, chooses **Uncollectible** and lists the reminders and the letter. The panel reads **Eligible**, **Claim by** 19 January 2030 and **Tax portion** SGD 277.43 (3,360.00 × 360.00 ÷ 4,360.00 = 277.431…). The invoice becomes **Written off** with **Balance due** SGD 0.00. In June the bakery pays SGD 1,120.00. Mei selects **Record recovery** and enters SGD 1,120.00. Under **Recoveries**, the line shows relief to repay SGD 92.48 (277.43 × 1,120.00 ÷ 3,360.00 = 92.476…), and SGD 2,240.00 is still written off. If the bakery later pays the remaining SGD 2,240.00, that recovery repays the last SGD 184.95 of relief (277.43 − 92.48) and the invoice reads **Paid**. **A customer in liquidation.** Seaside Florist owes SGD 2,180.00 on INV-10000342, dated 5 June 2026: SGD 2,000.00 plus SGD 180.00 GST. On 30 September 2026 it goes into liquidation. Mei opens **Write off as bad debt…** for the SGD 2,180.00, dated 30 September 2026, and chooses the reason **Debtor insolvent**; the panel still reads **Not yet**, claimable from 6 June 2027. She ticks **The debtor is insolvent (bankrupt, in liquidation or wound up)**, and it changes to **Eligible** from 30 September 2026, with a **Tax portion** of SGD 180.00. She then selects **Write off**. **A write-off entered in error.** Daniel Lim writes off all SGD 545.00 of Harbour Café's INV-10000336, which had nothing paid on it, then finds the café's bank transfer that nobody had recorded. He selects **Reverse**, types "Paid by bank transfer on 2 October; payment not yet recorded" and selects **Reverse write-off**. The invoice returns to **Unpaid** with SGD 545.00 due, and he records the payment. ## Common questions - **Does writing off a bad debt tell the customer?** No. Nothing is sent and no credit note is issued. The customer still owes the money, and their statement still shows it. - **Can I write off only part of an invoice?** Yes. Type a smaller **Amount to write off**; the rest stays due, and the invoice reads **Partial Paid**. - **What do I do if a customer pays after I wrote off the debt?** Select **Record recovery** on the write-off. It records a receipt, applies it to the invoice and works out any relief to repay. - **How do I undo a bad debt write-off?** If it was entered in error, select **Reverse** and give a reason. If money has been recovered on it, void that receipt first. - **What is the difference between a bad debt write-off and a credit note?** A credit note reduces what the customer owes and changes the sale. A write-off keeps the debt owed and only takes it out of your outstanding balance. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - **When can I claim GST bad debt relief in Singapore?** Once 12 months from the invoice date have passed, or earlier if the customer is insolvent, and no later than the day before the fifth anniversary of the invoice date. The panel works out both dates. See [Singapore GST invoices](https://easysales.work/help/reference/tax-singapore/). - **Can I cancel an invoice that has been written off?** Not while the write-off stands. Reverse it first if it was a mistake. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **Why is Write off as bad debt… greyed out?** The invoice has nothing left to collect: it is paid, credited or already written off in full. ## Related - [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/) - [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Record payment differences](https://easysales.work/help/payments/payment-differences/) - [Singapore GST invoices](https://easysales.work/help/reference/tax-singapore/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [Bad debt relief](https://easysales.work/help/knowledge/bad-debt-relief/) - [Long-overdue debts](https://easysales.work/help/playbook/long-overdue-debts/) --- # Recurring invoices > Manage recurring invoices in easySales: see which periods need attention, then generate, skip, pause, resume or end a monthly or yearly invoice. Source: https://easysales.work/help/invoices/recurring-invoices/ A recurring invoice bills the same customer the same lines on a schedule. easySales raises a draft invoice for each period, and someone in your team checks it and issues it. This page is for whoever looks after them; see [Recurring invoices](https://easysales.work/help/concepts/recurring-invoices/) for how they work. ## Where to find it Select **Recurring invoices** in the sidebar, after **Invoices**. The list has five views, each with its count: **All**, **Active**, **Paused**, **Ended** and **Needs attention**. Each row shows the customer, the schedule, the amount per period before tax, the next invoice, the owner and the status. Open a recurring invoice to see its **Periods**, its **Template** (the lines repeated every period) and its **History**. Under **Next invoice** it shows the date of the next period, and a note when a draft is waiting, such as "Period 10 (01 Oct 2026): draft awaiting issue". An account's page has a **Recurring invoices** tab with up to five of its recurring invoices. When it has more, **View all** opens the list filtered to that customer. ## What you can do - Create a recurring invoice, copy one, or make an issued invoice recurring. See [Set up a recurring invoice](https://easysales.work/help/invoices/set-up-a-recurring-invoice/). - Check **Needs attention**. It gathers periods not raised, periods due for you, drafts to issue, periods part invoiced, and recurring invoices whose owner is no longer an active user. - Open a period's draft with **Open draft**, check it, and [issue it](https://easysales.work/help/invoices/issue-an-invoice/) like any other invoice. - Select **Generate now** on a period that is due or not raised, to raise its draft straight away. - Skip a period the customer should not pay for, with an optional reason. A draft for that period is deleted. **Undo skip** brings the period back. - **Pause** to stop the schedule for a while and **Resume** to restart it. Periods that fell due while it was paused wait for you to generate or skip them. - **End** a recurring invoice for good. Issued invoices stay. It is refused while a period has a draft; issue or delete the draft first. - Edit it: the contact, owner, payment term, end date, the lines and the automatic drafts switch. ## Rules to know - Drafts are never issued or sent automatically. - easySales raises due drafts once an hour. A draft raised after its planned day is dated the day it is raised. - The schedule does not catch up: a period whose day passed without a draft waits as **Due - for you**. - Deleting a period's draft makes the period **Due - for you**; the schedule does not raise it again. - When a draft cannot be raised, the owner gets a notice in their message centre and the period shows **Not raised** with the reason. The schedule tries again once a day. - A change to the lines affects drafts raised afterwards only. - Each draft names its period, such as "Period 3 of 12 of recurring invoice #7", with the dates it covers. ## Permissions Recurring invoices use the **Invoice** permissions; there is no separate one. You need **List** and **View** to see them, **Add** and **Edit** to create one or generate a draft, **Edit** to change, pause, resume, end or skip, and **Delete** to skip a period that has a draft. With **Own records only** you see and work on the recurring invoices you own. When your company's **Invoice** module is off, recurring invoices are off too. ## Why it works this way **A person issues every invoice.** Issuing gives an invoice its number and cannot be undone, and only someone who knows the customer can tell whether this month's charge is still right. So easySales prepares the draft on time, and a person checks it and issues it. **A missed period waits for you instead of catching up.** A period can be missed because the recurring invoice was paused, or its draft was deleted on purpose. Raising every missed period at once could bill a customer for months you meant to leave out, so each one waits for you to generate or skip it. **Each period is raised automatically at most once.** If the hourly run is retried, or someone selects **Generate now** at the same time, the customer still gets one draft for the period, never two. **It follows the Invoice permissions.** Whoever may create and edit invoices may run recurring invoices, so there is no second set of rights to keep in step with the first. ## Work faster - **Start each day with Needs attention.** It lists only what needs a person: drafts to issue, periods due for you and periods not raised, with a count on the tab. - **Make an issued invoice recurring.** **Make recurring** in the invoice's **···** menu copies its customer, currency and lines, so you set only the schedule. See [Set up a recurring invoice](https://easysales.work/help/invoices/set-up-a-recurring-invoice/). - **Let descriptions name the period.** A line such as "Plant styling for [Month] [Year]" prints "Plant styling for December 2026" on that period's draft, so you never retype it. See [Set up a recurring invoice](https://easysales.work/help/invoices/set-up-a-recurring-invoice/). - **Skip ahead of time.** The next period is listed on the **Periods** tab before its day comes; skip it there and no draft is ever raised for it. - **Fix the cause, then Generate now.** The **Not raised** message names what stopped the draft, such as an inactive owner; correct it with **Edit** and select **Generate now** rather than waiting for the next daily try. ## Examples **A month to skip.** Lim & Co bills Harbour Café a monthly plant-styling retainer of SGD 450.00 plus GST 9% of SGD 40.50, SGD 490.50 a month, raised on the first day of each period from 1 October 2026. The café closes for renovation in December. On 25 November Mei Tan opens the recurring invoice and, on the **Periods** tab, selects **Skip** on period 3 (1 December 2026) with the reason "Closed for renovation". Period 3 reads **Skipped**, no draft is raised on 1 December, and period 4 is raised on 1 January 2027 as usual. The café pays SGD 490.50 × 2 = SGD 981.00 for October and November. **An owner who has left.** Jason, who owned the recurring invoice for Seaside Florist, has left and his user is no longer active. **Needs attention** shows it as **Owner inactive**, and its next period reads **Not raised**: "This recurring invoice's owner is no longer an active user. Change its owner, then generate the invoice again." Daniel Lim, whose **Invoice** **Edit** is **All records**, selects **Edit**, makes himself the **Owner** and saves, then selects **Generate now** on the period. The draft is raised, and he issues it. ## Common questions - **Does easySales send recurring invoices to the customer automatically?** No. Each period is raised as a draft for a person to check and issue, and easySales never sends an invoice to a customer. Send the PDF yourself once it is issued. - **Why was no draft raised this month?** The recurring invoice may be paused, its automatic drafts may be off, or the period's day passed before automatic drafts started. Look under **Needs attention**: the period shows **Due - for you**, or **Not raised** with the reason. - **How do I stop a recurring invoice?** Select **End** to stop it for good, or **Pause** to stop it for a while and **Resume** later. Issued invoices are not affected. - **Can I skip one month of a recurring invoice?** Yes. Select **Skip** on that period and give a reason if you wish. **Undo skip** brings it back. - **What happens if I delete a recurring invoice's draft?** The period becomes **Due - for you** and is not raised again by the schedule. Select **Generate now** to raise it again, or **Skip** it. - **Who is told when a draft cannot be raised?** The recurring invoice's owner, in their [message centre](https://easysales.work/help/inbox/message-centre/). The period shows **Not raised** with the reason, and the schedule tries again once a day. ## Related - [Recurring invoices (concept)](https://easysales.work/help/concepts/recurring-invoices/) - [Set up a recurring invoice](https://easysales.work/help/invoices/set-up-a-recurring-invoice/) - [Invoices](https://easysales.work/help/invoices/overview/) - [Plan billing stages](https://easysales.work/help/quotations/billing-plan/) --- # Set up a recurring invoice > Set up a recurring invoice in easySales for monthly, quarterly or yearly billing, from scratch, as a copy, or from an issued invoice. Source: https://easysales.work/help/invoices/set-up-a-recurring-invoice/ Set up a recurring invoice when a customer pays the same lines on a schedule. See [Recurring invoices](https://easysales.work/help/concepts/recurring-invoices/) for how they work. ## Before you start You need **Invoice** **Add** and **Edit**. With **Own records only**, you must be the owner. Decide: - what each invoice bills: the lines, prices, tax and currency; - how often a period comes round, and the day the first period starts; - when it ends, if it does; - whether each invoice is raised on the first day of its period, the last day, or a day of the month. The currency, start, frequency and raise day cannot be changed after saving. ## Steps 1. Start it in one of three ways: - on **Recurring invoices**, or an account's **Recurring invoices** tab, select **New recurring invoice**; - open a recurring invoice and select **Copy to a new recurring invoice**, to reuse its customer and lines; - open an issued invoice and choose **Make recurring** in the **···** menu, to start from its customer, currency and lines. 2. Choose the **Contact**; the **Account** follows. The **Currency** and **Payment term** follow the account until you change them. A blank **Payment term** reads *Blank: the customer’s term, else the company default (NET 30)*, with your actual default: each invoice is then raised on the customer's term, or the company default when the customer has none. 3. Choose the **Owner**. 4. Under **Schedule**, set **Repeats every** (a number of weeks, months, quarters or years) and **First period starts**. 5. Choose when it **Ends**: **Never**, **On a date**, or **After a number of periods**. 6. Choose when to **Raise the invoice on**: the first day of each period, the last day, or a day of the month. 7. Leave **Raise each period's draft automatically** on, or turn it off to raise each draft yourself. 8. Add the **Lines repeated every period**, and the tax, terms and remark. A description can use [Month], [Year], [PeriodStart], [PeriodEnd] and [Period n/N], which are filled in on each draft. 9. Select **Create recurring invoice**. ## What happens next The recurring invoice is **Active**. It appears under **Recurring invoices** and on the account's tab, with its periods. With automatic drafts on, each period's draft is raised within the hour of its day; open it, check it and issue it. To change it later, select **Edit**. You can change the contact, owner, payment term, end date (unless it runs for a fixed number of periods), the lines and the automatic drafts switch. A change to the lines affects drafts raised afterwards only. To change the currency, start, frequency or raise day, copy it to a new recurring invoice. ## Rules to know - **Make recurring** is offered on an issued invoice that is not cancelled and was not raised as a stage of a quotation, such as a deposit, a claim or a billing-plan period. It copies the invoice's customer, currency and lines; taxes follow the rates in force on each invoice's date. The form shows what it copies and asks for the schedule; to change the lines, select **Edit** once it is created. The first period starts one step after the invoice's date, because that invoice already billed its own period; you can change the date. - A copy takes the customer, currency, payment term and lines. Its schedule starts blank, and nothing of the original's periods or invoices is carried over. - Automatic drafts start from the day you save or turn them on. A first period already in the past is **Due - for you**: generate or skip it yourself. - Starting from the account's tab fills in the contact only when the account has exactly one contact you can see. - Drafts are never issued or sent automatically. - Changing the owner needs **Invoice** **Edit** at **All records**. - **Repeats every** takes 1 to 12, **Number of periods** 1 to 120, and **Day of the month** 1 to 31. A recurring invoice needs at least one line. - Each period is counted from the first, so a start on 31 January stays at each month's end: 28 or 29 February, then 31 March. A **Day of the month** of 29, 30 or 31 falls on the last day of a shorter month. - With **On a date**, the last period is the one that starts on or before the end date. - On each draft, [Month] and [Year] become the month and year the period starts, such as "October 2026"; [PeriodStart] and [PeriodEnd] its first and last days, such as "1 Oct 2026"; and [Period n/N] "Period 3 of 12", or "Period 3" when it has no fixed number of periods. - A draft is dated its period's planned day, or the day it is raised if that is later. Its payment term is the recurring invoice's own, else the customer's, else your company's default, read when the draft is raised, so a later change of the default applies to periods raised after it. With a term such as **NET 14**, its due date is that many days after the draft's date; **COD** makes it the same day. The term shows on the invoice. Its taxes follow the tax in force on that date. ## Why it works this way **The schedule is the recurring invoice's backbone.** Every period's dates and invoice date are worked out from the start, frequency and raise day, and every period is billed in the same currency. Changing one of them after periods were invoiced would re-date or re-price what the customer has already been billed for, so these four are fixed; a copy gives you a new schedule and leaves the old periods as they were. **A recurring invoice made from an invoice starts one step later.** The invoice you started from has already billed its own period. Starting the schedule on the same day would bill the customer for that period twice. **Taxes follow each draft's date.** A tax that changes between two periods applies from the first draft dated after the change, so each invoice charges the tax in force on its own date, as an invoice typed by hand would. **In advance or in arrears is your choice.** Raising on the first day bills a period before it is used, as a retainer or subscription is billed. Raising on the last day bills it once it has been delivered, as a monthly service is billed in arrears. ## Work faster - **Make an invoice you already issued recurring.** **Make recurring** copies its customer, currency and lines, and suggests the next start date. See [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/). - **Copy for a second site or a new price.** **Copy to a new recurring invoice** keeps the customer, currency, payment term and lines; you set only the new schedule. **End** the old one if the new one replaces it. - **Let the descriptions date themselves.** "Plant styling for [Month] [Year]" saves you editing every draft, and the customer sees which period each invoice covers. - **Start from the customer.** **New recurring invoice** on the account's **Recurring invoices** tab fills in the contact, with its currency and payment term, when the account has only one contact you can see. - **Change one month on its draft.** A period's draft is an ordinary draft invoice: change its quantity before you issue it, and the lines repeated every period stay as they were. ## Examples **A monthly retainer billed in advance.** Lim & Co agrees a plant-styling retainer with Harbour Café from 1 October 2026: SGD 450.00 a month plus GST 9%, on **NET 14**. Mei Tan selects **New recurring invoice** on the café's **Recurring invoices** tab, sets **Repeats every** 1 month(s), **First period starts** 1 October 2026, **Ends** **Never**, and **Raise the invoice on** the first day of each period. Her one line reads "Plant styling for [Month] [Year]". On 1 October the draft is raised: "Plant styling for October 2026", SGD 450.00 plus GST of SGD 40.50 (450.00 × 9%), SGD 490.50 in all, due 15 October. Mei checks it and issues it. **A quarterly refresh made from an invoice.** On 15 September 2026 Lim & Co issued INV-10000315 to Seaside Florist for a window display refresh: SGD 1,200.00 plus GST of SGD 108.00, SGD 1,308.00. The florist wants four more refreshes, one a quarter. Daniel Lim opens the invoice and selects **Make recurring**. With **Repeats every** 1 quarter(s), **First period starts** fills in 15 December 2026, one quarter after the invoice. He sets **Ends** **After a number of periods**, 4, so the drafts fall on 15 December 2026 and 15 March, 15 June and 15 September 2027. He selects **Create recurring invoice**, then **Edit**, and adds "[Period n/N]" to the line's description, so the first draft reads "Period 1 of 4". For the four refreshes the florist pays 4 × SGD 1,308.00 = SGD 5,232.00. ## Common questions - **How do I create a monthly invoice that repeats?** Select **New recurring invoice** under **Recurring invoices**, choose the contact and lines, set **Repeats every** to 1 month(s) and choose the start. easySales raises a draft each month for you to check and issue. - **Can I change how often a recurring invoice repeats?** Not on the same one. The currency, start, frequency and raise day are fixed once saved; select **Copy to a new recurring invoice**, set the new schedule, and end the old one. - **Can I bill a customer in arrears?** Yes. Choose the last day of each period under **Raise the invoice on**, so each draft is raised when the period ends. - **What if the first period starts on the 31st?** It stays at the end of each month: 28 or 29 February, 30 April and so on. - **Why is my first period marked Due - for you?** Its day had already passed when you saved, and automatic drafts only raise periods from that day on. Select **Generate now** to raise it, or skip it. - **Do recurring invoices follow a change in the GST rate?** Yes. Each draft charges the tax in force on its own date. If a tax on the recurring invoice is no longer in force and has nothing to follow to, the period is not raised and the message asks you to change its taxes. ## Related - [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/) - [Recurring invoices (concept)](https://easysales.work/help/concepts/recurring-invoices/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/) --- # Accounting export > Export issued invoices and credit notes from easySales to Xero or QuickBooks Online, as an Excel workbook, or as a ZIP of invoice PDFs. Source: https://easysales.work/help/invoices/accounting-export/ easySales covers selling and receivables; your books and tax returns stay in your accounting software. **Accounting export** downloads the issued invoices and credit notes of a period as files that Xero or QuickBooks Online import, so nobody types them in twice. It can also download them as one Excel workbook, or the invoices as a ZIP of PDFs. ## Before you start - You need the **Bulk export documents** control in your role, and **Invoice** **List** at **All records**. The **Administrator** role has both. Someone who sees only their own invoices cannot export. - Credit notes also need **Credit Note** **List** at **All records**. The customer records need **Account** **List** at **All records**, and their email addresses **Contact** **List** at **All records**. Without them, that part is left out and the page says why. - Exports are made in the browser only. API keys and AI connections cannot export. - For Xero, fill in the **Mapping** tab once before the first export (below). ## Export a period 1. Open **System settings** and select **Accounting export** in the **Data** group. You can also open it from **Invoices**: select **⋯**, then **Export for accounting software…** under **Export**. 2. On the **Export** tab, choose **Export to**: **Xero**, **QuickBooks Online**, **easySales Excel** or **Invoice PDFs**. 3. Choose the **Period**. It opens on last month. Documents are picked by their document date. 4. Under **Include**, tick **Issued invoices**, **Credit notes** and **Contacts** (for QuickBooks Online, **Customers**). 5. Check the **Preview** and the **Summary**. The preview shows each document's **easySales total** beside the **Total in the file**, and why a document is not in the file. 6. Select **Download ZIP**, or **Download Excel** for the workbook. ## Set up the Xero mapping 1. Open the **Mapping** tab. 2. Enter the **Sales account code** and the **Rounding account code** from your Xero chart of accounts, and the **Xero tax rate for no tax**. 3. Under **Tax rates**, enter the **Xero tax rate name** for each easySales tax code the period uses, exactly as Xero shows it, or select **Fill in suggested names** and check them. 4. Select **Save mapping**. QuickBooks Online needs no mapping: you match the tax codes once in its own import screen. ## What each export holds - **Xero** — a ZIP with an invoices file, a credit notes file (amounts negative, as Xero asks), a contacts file and a summary file, at most 500 rows in each invoice or credit note file. Xero imports the documents as drafts for you to approve, and skips an invoice number it already has. Each line carries its own tax, and a **Rounding** line is added where needed, so Xero's total equals the easySales total. - **QuickBooks Online** — a ZIP with invoice files of at most 100 invoices each, a customers file and a summary file. Credit notes, and invoices with a negative line, cannot be imported: they are listed as *Cannot be imported: enter by hand*. QuickBooks calculates the tax itself, so compare its totals with the summary file. - **easySales Excel** — one workbook with five sheets: invoices, invoice lines, credit notes, credit note lines and customers. Cancelled documents are included, with their status. - **Invoice PDFs** — a ZIP with one PDF per issued invoice, as printed. They are prepared one at a time, so a large period takes a minute. ## Rules to know - Drafts are never exported. Cancelled documents are only in the Excel workbook. - The Reversal credit note that cancelled an invoice is an issued credit note, so it is exported like any other, dated the day of the cancellation. - A document whose customer has no account left is listed as *No customer: enter by hand*. - Payments, allocations and refunds are not exported: record them in your accounting software. - Nothing stays in sync after an export. A document changed later in easySales is not sent again. - At most 5,000 documents per export, and at most 50 invoice PDFs per download. Choose a shorter period for more. - QuickBooks Online does not update a customer it already has when you import the customers file again. - A Xero export is refused until the accounts and every tax code the period uses have a saved name; the **Summary** then says *The Xero mapping is not complete.* with **Open Mapping**. - **Fill in suggested names** offers Xero's usual Singapore names, such as *Standard-Rated Supplies* and *Zero-Rated Supplies*. Only names you save are exported, so check each against the tax rates in your Xero organisation. - Each download is recorded in the [audit log](https://easysales.work/help/administration/audit-trail/). - A company whose licence is read-only can still export its records. ## Why it works this way **One handover instead of two sets of books.** Your accountant's ledger, bank reconciliation and tax return live in the accounting software. Sending it the documents you issued, as files, means each sale is typed once and the two systems start from the same figures. **Only issued documents, picked by their own date.** A draft can still change or be deleted; exporting it could book a sale that never happens. An issued document is fixed, and its document date puts it in the tax period it belongs to, whatever day you export. **The file's total is checked against easySales.** Xero rounds each line by itself, so easySales sends each line's tax and, where needed, a **Rounding** line to make the total land on the cent. QuickBooks Online works out the tax itself, so the summary file gives you easySales's figures to compare. **A bulk export needs access to everything it holds.** A file of every invoice leaves easySales with all your customers' figures in it. Asking for the export control and **All records** access, and recording every download in the audit log, keeps that file in the hands of people trusted with all of it. ## Work faster - **Export last month on a fixed day.** The **Period** opens on last month, so a routine export after month end takes a few clicks, and each document is sent once. - **Fill the mapping from suggestions.** **Fill in suggested names** fills in Xero's usual names for the tax codes it recognises; check them against Xero and select **Save mapping**. You do it once, and later exports reuse it. - **Read the preview before you download.** Each document not in the file is listed with its reason, such as *Cannot be imported: enter by hand*, so you know what to type into the accounting software yourself. - **Leave customers out once they are imported.** After the first export, untick **Contacts** or **Customers** unless you have new customers to send. - **Give your accountant the workbook.** **easySales Excel** puts invoices, lines, credit notes and customers in one file, cancelled documents included with their status, ready to review or reconcile. - **Download the PDFs for a period's records.** **Invoice PDFs** saves every issued invoice as printed, up to 50 per download. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). ## Examples **October for Xero.** On 2 November 2026 Priya Nair, who keeps Lim & Co's books, opens **Accounting export**. **Export to** is **Xero**, the **Period** is October 2026, and all three boxes are ticked. The preview lists the month's invoices and credit notes. INV-10000340 reads *Cancelled: not exported*: Mei Tan cancelled it on 20 October, the week it was issued. Its Reversal credit note, dated 20 October, is in the credit notes file. Priya selects **Download ZIP** and imports the files into Xero, where every document arrives as a draft. Because INV-10000340 never reached Xero, she deletes the draft of its Reversal credit note there instead of approving it, and approves the rest. **A cancellation in a later month.** INV-10000318, SGD 1,090.00, was exported with September and is approved in Xero. Mei cancels it on 6 October. October's export carries its Reversal credit note for SGD 1,090.00, dated 6 October, with INV-10000318 as its reference, so approving it in Xero credits the customer the same SGD 1,090.00 there. ## Common questions - **Can I export invoices from easySales to Xero?** Yes. In **Accounting export**, choose **Xero**, choose the **Period** and select **Download ZIP**, then import the files in Xero. Fill in the **Mapping** tab once first. - **Does easySales sync automatically with Xero or QuickBooks Online?** No. Each export is a set of files for one period. A document changed in easySales after you exported it is not sent again. - **Are payments exported to my accounting software?** No. Payments, allocations and refunds are not exported; record them in Xero or QuickBooks Online. - **Why are my credit notes missing from the QuickBooks Online files?** QuickBooks Online cannot import credit notes. The preview lists them as *Cannot be imported: enter by hand*; enter them in QuickBooks yourself. - **Why is there a Rounding line on an invoice in Xero?** Xero rounds each line on its own. The **Rounding** line makes Xero's total equal the easySales total to the cent, and is posted to the **Rounding account code** you set on the **Mapping** tab. - **Can I download all my invoices as PDFs at once?** Yes, up to 50 per download. Choose **Invoice PDFs** and a **Period**; for more invoices, choose a shorter period. - **Who can use the accounting export?** Someone whose role has the **Bulk export documents** control and **Invoice** **List** at **All records**, such as the **Administrator** role. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). ## Related - [Invoices](https://easysales.work/help/invoices/overview/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [Audit and history](https://easysales.work/help/administration/audit-trail/) --- # Payments > How customer payments work in easySales — record receipts, pay several invoices at once, use credit, and keep money that pays no invoice. Source: https://easysales.work/help/payments/overview/ When a customer pays you, record the money as a **receipt**. One receipt can pay one invoice, part of one, or several of the same customer's invoices at once, and any money it does not use stays on the customer's account. ## Where to find it There is no Payments entry in the sidebar. You record and find payments in these places: - **On an invoice** — **Record payment** is the main button at the top of an issued invoice that still owes money. Its **Payments and credits** section lists each payment; the receipt number in the **Document** column opens the receipt. - **On the invoices list** — tick invoices of one account in one currency. The bar above the list shows how many are selected and what they owe, with **Record payment**. - **In the invoices list's ··· menu** — **Record payment…** under **Receipts** starts a receipt for any account you choose. - **On an account** — the **Receipts** tab lists every receipt and refund for that customer, with **Record payment** in its corner. *[Diagram: How the quote-to-cash records connect: an account has contacts and opportunities; an opportunity holds quotations; a quotation is billed on one or more invoices; a receipt pays invoices; a credit note reduces one invoice; a refund pays back unapplied money or remaining credit.]* A receipt belongs to the account and takes one currency. Each invoice it pays gets a payment row, so the invoice's **Paid** grows, its **Balance due** shrinks and its status moves to **Partial Paid** or **Paid**. ## What you can do - [Record a payment](https://easysales.work/help/payments/record-a-payment/) against one invoice or several, using credit the customer already has. - [Record bank charges, write-offs and discounts](https://easysales.work/help/payments/payment-differences/) when a payment does not match the invoice exactly. - [Use unapplied money](https://easysales.work/help/payments/unapplied-money/) — allocate it to a later invoice or refund it. - [Read the exchange gain or loss](https://easysales.work/help/payments/exchange-differences/) on money received in a foreign currency. - [Record a deposit or prepayment](https://easysales.work/help/payments/deposits-and-prepayments/) that pays no invoice yet. - [Forfeit a security deposit](https://easysales.work/help/payments/forfeit-a-deposit/) you keep as compensation. - [Open a receipt](https://easysales.work/help/payments/receipt-pdf/) to download its PDF or void it. - [Remove a payment](https://easysales.work/help/payments/remove-a-payment/) from one invoice. - [Refund a customer](https://easysales.work/help/payments/refund-a-customer/) from a receipt or a credit note. *[Diagram: The two statuses of a receipt and a refund: a saved receipt is Active until it is voided, which takes its payments off the invoices; a recorded refund is Completed until it is voided, which returns the amount to where it came from.]* ## Terms - **Receipt** — one record of money received, numbered from `RCT-` by default. - **Paid** — the payments recorded against one invoice. - **Balance due** — what is still to collect on an invoice, after payments, credit and any write-off. - **Unapplied** — the part of a receipt that pays no invoice. It stays on the account. - **Refund** — money paid back to the customer, numbered from `RF-` by default. ## Common misunderstandings - A credit note is not a payment. It lowers what is owed without money arriving. - A recorded payment cannot be edited. Remove it and record it again, or void the whole receipt. - A receipt is never deleted. A voided receipt keeps its number and shows **Voided**. ## Permissions You need **Invoice** **View** to see payments and receipts, and **Invoice** **Edit** to record, remove them or void receipts. A role set to **Own records only** records payments on the invoices it may edit and sees only the receipts it recorded. Using credit or unapplied money that belongs to the whole account needs **All records**. ## Why it works this way **One receipt for one payment, however many invoices it settles.** Your bank statement shows one transfer of SGD 3,270.00, not two of SGD 1,090.00 and SGD 2,180.00. Recording it as one receipt means your receipts match your bank line for line, and the customer gets one receipt for the one payment they made. **Money that pays no invoice is kept, not forced onto one.** When a customer pays more than they owe, or pays before you invoice, the extra stays on their account as **Unapplied**. It shows on the receipt and on the account until you allocate or refund it, so it is never lost and never silently changes an invoice it was not meant for. **Corrections leave a trail.** A payment is removed, not edited, and a receipt is voided, not deleted. The receipt keeps its number and shows what was reversed and why, so you and your accountant can follow every number in the series and every change to what a customer paid. ## Work faster - **Pay several invoices in one go.** Tick them on the **Invoices** list; the bar shows their **Outstanding** total and **Record payment** opens with that amount split across them. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Record from the invoice you are looking at.** **Record payment** is the main button on any issued invoice that still owes money. See [Invoice details](https://easysales.work/help/invoices/invoice-details/). - **Answer "did they pay?" from the account.** The account's **Receipts** tab lists every receipt with what it allocated and what is unapplied. See [Receipts](https://easysales.work/help/payments/receipt-pdf/). - **Use the customer's credit in the same step.** **Available credits** in the **Record payment** dialog lists credit notes and earlier unapplied money for that account. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). - **Close the month from the registers.** With **Invoice** **View** set to **All records**, the **Invoices** list's **···** holds **Payment differences (CSV)** and the **Exchange differences** register. See [Record payment differences](https://easysales.work/help/payments/payment-differences/). ## Examples Harbour Café Pte Ltd owes Lim & Co on two invoices: INV-10000031 for SGD 1,090.00 and INV-10000035 for SGD 2,180.00. The café pays SGD 3,270.00 in one bank transfer. Mei Tan ticks both invoices on the **Invoices** list. The bar reads "2 selected" and **Outstanding** SGD 3,270.00; she selects **Record payment**. The dialog fills in SGD 3,270.00 and splits it: SGD 1,090.00 to the invoice due first, SGD 2,180.00 to the other. She types the bank reference and saves. Receipt RCT-10000012 now appears on the café's **Receipts** tab, and both invoices read **Paid**, each with a payment row that links back to RCT-10000012. **A part payment.** INV-10000052 to Harbour Café is SGD 2,000.00 plus GST of SGD 180.00: SGD 2,180.00. The café pays SGD 1,000.00 now and the rest at month end. Mei records SGD 1,000.00; the invoice reads **Partial Paid** with a **Balance due** of SGD 2,180.00 − SGD 1,000.00 = SGD 1,180.00. When the SGD 1,180.00 arrives, she records it on a second receipt and the invoice reads **Paid**. ## Common questions - **Where do I see all the payments a customer has made?** Open the account and select its **Receipts** tab. It lists every receipt and refund, with what each allocated and what is unapplied. - **Why is there no Payments page in the sidebar?** Payments always belong to a customer, so you record and find them on the invoice, the **Invoices** list and the account's **Receipts** tab. - **What is the difference between a receipt and a payment?** A receipt is the money that arrived, with its own `RCT-` number. A payment is the part of it applied to one invoice; a receipt that pays three invoices makes three payments. - **Is a credit note a payment?** No. A credit note lowers what the customer owes without money arriving. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - **What happens to money that pays no invoice?** It stays on the receipt as **Unapplied**, as credit on the customer's account, until you allocate or refund it. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). - **Who can record payments?** Anyone whose role has **Invoice** **Edit**. Using credit that belongs to the whole account needs **Invoice** **Edit** set to **All records**. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). ## Related - [Record a payment](https://easysales.work/help/payments/record-a-payment/) - [Receipts](https://easysales.work/help/payments/receipt-pdf/) - [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/) - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) --- # Record a payment > How to record a customer payment in easySales — a full or part payment, one payment for several invoices, credit notes and foreign currency. Source: https://easysales.work/help/payments/record-a-payment/ Use this page when a customer has paid one or more issued invoices. The money is saved as a [receipt](https://easysales.work/help/payments/overview/), which can pay several of the customer's invoices at once. ## Before you start You need **Invoice** **Edit** on each invoice you pay. Only issued invoices that still owe something can take a payment. Have the amount, the date it arrived and the bank or cheque reference to hand. ## Steps *[Diagram: The Record payment dialog in order: enter the payment, tick other invoices if the money pays them too, tick a credit note if one is available, then save. Cash received creates a receipt numbered RCT-; credit alone creates none; money beyond the ticked invoices stays on the account as unapplied.]* 1. Open the invoice and select **Record payment** at the top. The **Record payment** dialog opens with the invoice's outstanding amount in **Amount received**. 2. Change **Amount received** if the customer paid a different amount, check the **Date**, choose a **Method** and type the **Reference**. 3. For a foreign currency, fill in the amount in your base currency, such as **Amount in SGD**: what arrived, as your bank shows it. It starts at today's automatic rate; change it to the bank's figure. 4. If the money also pays other invoices, tick them under **Allocate to invoices**. Change an amount in the **Allocate** column, or select **Oldest first** to split the money again by due date. 5. Under **Available credits**, tick a credit note to use its credit before the cash, or select **Allocate** on an earlier receipt to use the money it left unapplied. 6. If the bank took a fee or a small balance is left, see [payment differences](https://easysales.work/help/payments/payment-differences/). 7. Select **Record payment**. The animation shows the common case: the customer pays one invoice in full, so you choose the **Method**, type the **Reference** and save. ![Animation: on an issued invoice, selecting Record payment, choosing Telegraphic Transfer as the method, entering the transfer reference, scrolling to check that the amount is allocated to the invoice and selecting Record payment; the invoice turns Paid.](../../../assets/help/payments/record-a-payment.en.webp) To start from several invoices, tick them on the **Invoices** list and select **Record payment** in the bar above it, or use **Record payment** on the account's **Receipts** tab. ## What happens next easySales says "Receipt RCT-… recorded." Each invoice gets a payment row: **Paid** grows, **Balance due** shrinks and the status moves to **Partial Paid** or **Paid**. Money that pays no invoice shows as **Unapplied** and stays on the account as [unapplied money](https://easysales.work/help/payments/unapplied-money/). **The unapplied amount is** asks what it is; **Overpayment** is already chosen when the receipt pays an invoice. If you used credit alone and left **Amount received** empty, the credit is applied and no receipt is recorded. If the connection drops while saving, select **Record payment** again: the payment is recorded once however often you try. If you changed something first, the dialog says it was already recorded and offers **Open receipt**. ## Rules to know - The amount must be above zero. To pay money back, [refund the customer](https://easysales.work/help/payments/refund-a-customer/). - One receipt pays one account's invoices in one currency, each no more than it owes. Its date cannot be later than today. - On the **Invoices** list, one receipt takes at most 50 ticked invoices. - **Available credits** appears only for **Invoice** **Edit** set to **All records**; credit notes there also need **Credit Note** **View**, and credit with no cash needs **Credit Note** **Edit**. - A recorded payment cannot be edited. [Remove it](https://easysales.work/help/payments/remove-a-payment/) and record it again. - A foreign-currency receipt cannot be saved without its amount in your base currency. It measures the [exchange gain or loss](https://easysales.work/help/payments/exchange-differences/) the receipt shows. ## Why it works this way **The date is the day the money arrived.** A receipt dated the day it reached your bank matches your bank statement, and the payment rows on each invoice carry the same date. A date later than today would show money you have not received, so it is refused; an earlier date is allowed for a payment you record late. **Cash is split oldest first.** When one payment covers several invoices, easySales fills the invoice due first, then the next. That is the order customers expect and the one that clears overdue invoices before newer ones. You can always change the split if the customer's remittance advice says otherwise. **Credit is used before cash.** A credit note the customer already holds is their money too. Using it first means the cash covers only what is left, so the customer never pays you for something you have already credited. **A save cannot be counted twice.** A dropped connection is common on a phone or a busy network. The dialog sends the same request on every retry, so pressing **Record payment** again never creates a second receipt or doubles what the customer has paid. ## Work faster - **Start from the list when one transfer pays several invoices.** Tick them on the **Invoices** list; the bar shows their **Outstanding** total before you open the dialog. See [Payments](https://easysales.work/help/payments/overview/). - **Type the bank's total and let the dialog split it.** Enter the full amount once; easySales fills the ticked invoices by due date and keeps any surplus as **Unapplied**. - **Record a payment for any account from the Invoices list.** **···** → **Record payment…** under **Receipts** opens the dialog with an **Account** to choose. - **Clear small differences in the same dialog.** Bank charges, rounding and prompt-payment discounts are recorded with the payment, not afterwards. See [Record payment differences](https://easysales.work/help/payments/payment-differences/). - **Spend earlier unapplied money before asking for more.** An earlier receipt with money left shows under **Available credits** with its own **Allocate**. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). ## Examples Harbour Café owes SGD 1,090.00 on INV-10000031 and SGD 545.00 on INV-10000040. It transfers SGD 2,000.00. Mei Tan opens INV-10000031, selects **Record payment**, types 2,000.00 in **Amount received**, and under **Allocate to invoices** ticks INV-10000040. | Invoice | Outstanding | Allocate | |---|---|---| | INV-10000031 | SGD 1,090.00 | SGD 1,090.00 | | INV-10000040 | SGD 545.00 | SGD 545.00 | Below the table, **Allocated** reads SGD 1,635.00 and **Unapplied** SGD 2,000.00 − SGD 1,635.00 = SGD 365.00. **Overpayment** is already chosen for the SGD 365.00. Mei saves: both invoices read **Paid**, and the SGD 365.00 waits on the café's account for its next invoice. **A payment that also uses a credit note.** INV-10000066 to Harbour Café is SGD 1,090.00. The café still has SGD 109.00 **Remaining** on CN-10000060 (SGD 100.00 plus GST of SGD 9.00), issued for an earlier order it had already paid, so it transfers SGD 981.00. Mei opens INV-10000066 and selects **Record payment**; **Amount received** reads 1,090.00. Under **Available credits** she ticks CN-10000060: the credit goes to the invoice first, and **Amount received** follows to what is left, SGD 1,090.00 − SGD 109.00 = SGD 981.00. **Cash received** reads SGD 981.00 and **Credits applied** SGD 109.00. She saves, and the invoice reads **Paid**. ## Common questions - **How do I record a partial payment?** Change **Amount received** to what arrived. The invoice becomes **Partial Paid** and its **Balance due** shows what is still owed. - **How do I record one payment for several invoices?** Tick the invoices on the **Invoices** list and select **Record payment**, or tick them under **Allocate to invoices** in the dialog. One receipt pays them all. - **Can I backdate a payment?** Yes. Choose the day the money arrived as the **Date**. It cannot be later than today. - **Can I edit a payment after recording it?** No. Remove it from the invoice and record it again, or void the whole receipt. See [Remove a payment](https://easysales.work/help/payments/remove-a-payment/). - **What if the customer paid more than the invoice?** Type the full amount. The extra stays on the account as **Unapplied**, to use on a later invoice or refund. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). - **Will pressing Record payment twice create two receipts?** No. The payment is recorded once however often you press it. - **Why don't I see Available credits?** It needs **Invoice** **Edit** set to **All records**, and it appears only when the account has credit notes or unapplied money in the receipt's currency. ## Related - [Payments](https://easysales.work/help/payments/overview/) - [Unapplied money](https://easysales.work/help/payments/unapplied-money/) - [Remove a payment](https://easysales.work/help/payments/remove-a-payment/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) --- # Record payment differences > How to record bank charges, write off a small short payment or rounding difference, and give a prompt-payment discount when a payment does not match. Source: https://easysales.work/help/payments/payment-differences/ When the money that arrives is not exactly what the invoice asked for, settle the difference on the same [receipt](https://easysales.work/help/payments/record-a-payment/), under **Payment differences**. ## Before you start - **Bank charges**: anyone who can record the payment. - **Small write-offs**: **Invoice** **Edit** set to **All records**, and the **Write off small payment differences** permission in your role. - **Prompt-payment discount**: **Credit Note** **Add** and **Edit**, because it issues a credit note. Your administrator sets the **Bank charges limit per receipt** and the **Small write-off limit per invoice** under **System settings** → **Receipts & write-offs**; a limit of 0 turns that difference off. ## Steps 1. In the **Record payment** dialog, enter the payment and tick the invoices it pays. 2. If the bank deducted a fee, type it in **Bank charges**. Keep **Amount received** at what the customer paid; **Net banked** shows what reached your bank. 3. If the payment leaves a balance on an invoice, it appears under **Small balances left**. Tick it and choose **Rounding**, **Short payment** or **Prompt-payment discount**. 4. For a discount, check the credit note the row shows, such as "Credit note 20.00 + tax 1.80 = 21.80". 5. Select **Record payment**. ## What happens next - **Bank charges** leave the invoice settled by the full amount received; the receipt shows the charges and the **Net banked** figure. - A **write-off** clears the balance without a document. The invoice reads **Paid**, its totals show a **Written off** line, and the customer's statement shows an adjustment. - A **prompt-payment discount** issues a credit note for the balance, split across the invoice's tax rates so the GST falls with it, and applies it to the invoice. The receipt lists each difference under **Payment differences**, with who recorded it. ## Undo a difference - A write-off: select **Undo** on it in the receipt, with a reason. The invoice owes it again. - A discount: cancel its credit note on the invoice's page. Until then, the receipt cannot be voided or its payment removed. - Bank charges: void the receipt if the payment was recorded in error. ## Export the differences On the **Invoices** list, open the **···** menu and select **Payment differences (CSV)** under **Export**. Choose the **Period** and select **Download CSV**: every bank charge, write-off and discount in the period, with its receipt, invoice, credit note, who recorded it and any undo. It needs **Invoice** **View** set to **All records**. ## Rules to know - A write-off never changes the GST charged; a discount or a credit note does. - The write-off limit counts every write-off on the invoice together. A balance above it can still be taken as a prompt-payment discount. - A difference over its limit is refused, not sent for approval. - Bank charges must be less than the amount received. On a foreign-currency receipt, the amount in your base currency is what reached the bank after the charges, and it is required. ## Why it works this way **The customer paid the full amount, even if your bank kept some.** When the bank takes a fee, the customer has still sent what the invoice asked. Recording the fee as bank charges settles their invoice in full and shows your real cost, instead of leaving them owing a balance they never caused. **A write-off is not a price cut.** Rounding and small short payments are written off without a document, so the GST you charged stays as it was and the customer's tax invoice still holds. A discount the customer earned does lower the price, so it is a credit note that reduces the GST with it. **Limits keep small things small.** A write-off needs no approval and issues no document, so it is capped per invoice. Anything above the limit has to be a credit note or collected, which keeps real price changes visible to the customer and to your accountant. **Every difference has a name on it.** The receipt and the CSV show who recorded each bank charge, write-off and discount, and any undo. At month end you can reconcile your bank charges account and review write-offs without asking around. ## Work faster - **Let the dialog do the arithmetic.** Type the fee in **Bank charges**; **Net banked** shows the figure to match against your bank statement. - **Clear cents in the same step.** A few cents left by rounding appear under **Small balances left**; tick and choose **Rounding** before you save. - **Check the discount before you save.** The row previews the credit note's net, tax and total, so the GST is right the first time. - **Set the limits once.** Your administrator sets both limits under **System settings** → **Receipts & write-offs**. See [Settings](https://easysales.work/help/administration/settings/). - **Export for your accountant.** **Payment differences (CSV)** lists every difference in a period, ready for your bank charges and write-off accounts. ## Examples Lim & Co's invoice INV-10000050 to Harbour Café is SGD 1,000.00 plus GST of SGD 90.00: SGD 1,090.00. The limits are at their defaults, SGD 50.00 per receipt and SGD 5.00 per invoice. | The café pays | What Mei Tan records | Result | |---|---|---| | SGD 1,090.00, bank takes SGD 15.00 | **Bank charges** 15.00; **Net banked** 1,075.00 | **Paid**; nothing written off | | SGD 1,089.97 | Tick the SGD 0.03 left, **Rounding** | **Paid**; **Written off** SGD 0.03 | | SGD 1,068.20, taking a 2% discount | Tick the SGD 21.80 left, **Prompt-payment discount** | Credit note 20.00 + GST 1.80 = 21.80; **Paid** | SGD 21.80 is over the SGD 5.00 write-off limit, so the row offers only the discount. The credit note takes the discount off both the price and the GST: 21.80 × 100 ÷ 109 = 20.00, and 21.80 × 9 ÷ 109 = 1.80. **Two invoices, one short payment.** Harbour Café owes SGD 545.00 on INV-10000056 and SGD 327.00 on INV-10000057, SGD 872.00 in all, and transfers SGD 868.00. Mei records SGD 868.00 against both. INV-10000056 is due first, so the dialog gives it SGD 545.00 and SGD 868.00 − SGD 545.00 = SGD 323.00 to INV-10000057, leaving SGD 4.00 on it. That is under the SGD 5.00 limit, so she ticks it as **Short payment**. Both invoices read **Paid**, and the CSV for October lists one write-off of SGD 4.00. ## Common questions - **How do I record bank charges on a customer payment?** Type the fee in **Bank charges** in the **Record payment** dialog, and keep **Amount received** at what the customer paid. - **The customer paid a few cents short. What do I do?** Tick the balance under **Small balances left** and choose **Rounding** or **Short payment**. It is written off and the invoice reads **Paid**. - **How do I record an early payment discount?** Tick the balance and choose **Prompt-payment discount**. A credit note for it is issued and applied to the invoice. - **Why can't I write off the balance?** It is over the **Small write-off limit per invoice**, your role lacks **Write off small payment differences**, or the limit is set to 0. Take it as a discount or raise a [credit note](https://easysales.work/help/credit-notes/overview/). - **Does a write-off change the GST on the invoice?** No. Only a discount or a credit note changes it. - **How do I undo a write-off?** Select **Undo** on it in the receipt and give a reason. The invoice owes the amount again. - **Where do I see all bank charges for a month?** Export **Payment differences (CSV)** from the **Invoices** list's **···** menu for that period. ## Related - [Record a payment](https://easysales.work/help/payments/record-a-payment/) - [Receipts](https://easysales.work/help/payments/receipt-pdf/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) --- # Exchange differences > How easySales measures the realised exchange gain or loss when a customer pays a foreign-currency invoice, and where to find it on receipts and reports. Source: https://easysales.work/help/payments/exchange-differences/ When a customer pays a foreign-currency invoice, what reaches your bank in your base currency is rarely exactly what the invoice was worth at its own [exchange rate](https://easysales.work/help/concepts/currencies-and-exchange-rates/). The difference is a realised exchange gain or loss. easySales measures it for your own records; the customer never sees it. ## How it works 1. **Issue.** The invoice's rate is fixed, and its balance is carried in your base currency at that rate. 2. **Payment.** When you [record the payment](https://easysales.work/help/payments/record-a-payment/), you enter what arrived in your base currency, such as **Amount in SGD**. It is required on every foreign-currency receipt, payment and refund. 3. **Measure.** easySales compares the two figures. More money than the invoice rate gives is a gain; less is a loss, shown in brackets, such as SGD (10.00). The same applies when a credit note is applied to an invoice at a different rate, and when a receipt or credit note is refunded. Removing the payment, voiding the receipt or refund, or unapplying or cancelling the credit note marks its difference **Reversed**. ## Where to find it - **On the receipt** — the **Exchange gain/(loss)** section has a line for each invoice it settled, such as "At the invoice rate SGD 2,700.00 · received SGD 2,690.00", a line for each refund, and the **Realised exchange gain/(loss)** total. - **In the statement drawer** — opened with **Statement** at the top of the account page. When the period has any, a notice gives its realised exchange gain or loss on that account. The statement PDF prints no exchange line. - **In the register** — on the **Invoices** list, open the **···** menu and select **Exchange differences** under **Registers**. The **Realised exchange differences** drawer lists every foreign-currency settlement between the dates in **Settled between**, filtered by **Account**, **Currency** and **Show reversed**. Each row shows its **Type**, **Documents**, **Amount**, **Carried**, **Settled** and **Gain/(loss)**. Select **Download CSV** to export it. All three need **Invoice** **View** set to **All records**. ## Good to know - Exchange differences are internal. Receipts, statements and other customer documents show payments and credits at the invoices' rates, and nothing is posted to your accounting software. - A receipt in your base currency has no exchange difference. - Older receipts recorded without their base-currency amount cannot be measured. The receipt says so, and the register lists them under **Not measured**; easySales never estimates them at a rate. ## Terms - **Carried** — the invoice's balance in your base currency at its own rate. - **Settled** — what the money was worth in your base currency when it arrived or was paid back. - **Gain/(loss)** — the difference between the two. ## Common misunderstandings - A loss does not leave a balance on the invoice. The invoice is settled in its own currency. - Changing the amount in your base currency does not change what the customer owes. ## Why it works this way **The bank's figure is the truth.** An automatic rate is an estimate; your bank statement shows what actually arrived. Entering the bank's figure means the gain or loss easySales measures is the one your accountant will find when reconciling the bank. **The customer owes in their currency.** They were invoiced USD 2,000.00 and paid USD 2,000.00, so their invoice is settled whatever the exchange rate did. The gain or loss is yours alone, which is why it never appears on their receipt or statement. **Nothing is estimated.** A receipt recorded without its base-currency amount is listed as **Not measured** rather than guessed at a rate, so every figure in the register comes from a real bank amount. ## Work faster - **Have the bank credit to hand when you record.** **Amount in SGD** starts at today's automatic rate; replace it with the bank's figure before you save. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Review a month at once.** The **Realised exchange differences** register filters by **Settled between**, **Account** and **Currency**, totals the period and downloads as CSV. - **Answer a customer query from the statement drawer.** The notice there gives the period's gain or loss on that account without opening each receipt. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). - **Check the invoice's own rate first.** The rate an invoice carries is fixed when it is issued. See [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/). ## Examples Lim & Co's base currency is SGD. Its invoice INV-10000330 to Pacific Resorts Ltd is USD 2,000.00 at 1 USD = 1.350000 SGD, carried at SGD 2,700.00. The customer pays USD 2,000.00, and the bank credits SGD 2,690.00. Mei Tan records the payment and changes **Amount in SGD** to 2,690.00. The receipt's **Exchange gain/(loss)** section reads "At the invoice rate SGD 2,700.00 · received SGD 2,690.00", and **Realised exchange gain/(loss)** is SGD (10.00): 2,690.00 − 2,700.00 = −10.00. The invoice reads **Paid**. **A gain on a part payment.** INV-10000335 to Pacific Resorts is USD 3,000.00 at 1 USD = 1.340000 SGD, carried at 3,000.00 × 1.34 = SGD 4,020.00. The customer pays USD 1,000.00 first, and the bank credits SGD 1,352.00. That USD 1,000.00 is carried at 1,000.00 × 1.34 = SGD 1,340.00, so the receipt shows a gain of 1,352.00 − 1,340.00 = SGD 12.00. The invoice reads **Partial Paid** with USD 2,000.00 still due; its next payment is measured the same way when it arrives. ## Common questions - **How is the exchange gain or loss calculated?** easySales compares what the money settled at the invoice's own rate with the base-currency amount you entered from your bank. The difference is the gain or loss. - **Does the customer see the exchange loss?** No. Their receipt and statement show payments at the invoice's rate, in the invoice's currency. - **Does an exchange loss leave a balance on the invoice?** No. The invoice is settled in its own currency; the loss is recorded only for your own books. - **Why is Amount in SGD already filled in?** It starts at today's automatic rate so you have a figure to check. Change it to what your bank actually credited. - **Can I correct the SGD amount after recording a receipt?** Not on the receipt: a recorded receipt cannot be edited. Void it and record it again with the bank's figure. See [Receipts](https://easysales.work/help/payments/receipt-pdf/). - **Where can I see all exchange gains and losses for a month?** On the **Invoices** list, **···** → **Exchange differences**, with **Settled between** set to the month. - **Why is a receipt listed under Not measured?** It was recorded without its base-currency amount, so there is nothing to measure against. easySales does not estimate it. ## Related - [Currency and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/) - [Record a payment](https://easysales.work/help/payments/record-a-payment/) - [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/) - [Receipts](https://easysales.work/help/payments/receipt-pdf/) --- # Use unapplied money > How to use a customer's overpayment or credit on account — allocate unapplied money to later invoices, refund it, or void a refund made in error. Source: https://easysales.work/help/payments/unapplied-money/ Money a [receipt](https://easysales.work/help/payments/overview/) did not use on any invoice is **unapplied**. It stays on the customer's account until you allocate it to an invoice or pay it back. This page covers both. ## Before you start Unapplied money comes from a customer paying more than the invoices you ticked, paying before you invoice, or a payment you [removed from an invoice](https://easysales.work/help/payments/remove-a-payment/). The receipt shows it as **Unapplied**, and so does its row on the account's **Receipts** tab. - To allocate it, you need **Invoice** **Edit** set to **All records**. - To refund it, you need **Invoice** **Edit** on the receipt. ## Steps To allocate it to invoices: 1. Open the receipt from the account's **Receipts** tab, or from its number in an invoice's **Payments and credits**. 2. Select **Allocate to invoices** at the top. 3. Check the **Allocation date**. It starts at today; you can move it back as far as the receipt's date. 4. Tick the invoices and adjust the **Allocate** amounts, or select **Oldest first**. 5. Select **Allocate**. You can also allocate it while recording a new payment: the earlier receipt appears under **Available credits** in the **Record payment** dialog, with its own **Allocate**. To refund it: 1. Open the receipt and select **Refund unapplied** in the **···** menu. 2. Enter the **Refund date**, **Method**, **Amount refunded** and **Reference**. For a foreign currency, also fill in what left your bank in your base currency, such as **Amount in SGD**. It starts at today's automatic rate; change it to the bank's figure. The refund cannot be recorded without it. 3. Select **Record refund**. ## What happens next Allocating adds payment rows to the invoices, dated on the allocation date, and they move to **Partial Paid** or **Paid**. No new receipt or number is created, and **Unapplied** on the receipt shrinks. A refund takes its own number, starting `RF-`, and appears under **Refunds** on the receipt and on the account's **Receipts** tab. It has no PDF. A foreign-currency refund also shows its [exchange gain or loss](https://easysales.work/help/payments/exchange-differences/) on the receipt. ## Rules to know - Unapplied money is allocated **or** refunded, never both. Neither can exceed what is left. - A refund is allowed even when the customer still owes on other invoices; you are warned first. - To void a refund recorded in error, select **Void** on it in the receipt's **Refunds** list and give a reason. Its amount returns to the receipt. Money that really came back is a new receipt. - A receipt that has had money refunded cannot be voided until the refund is voided. - If no answer comes back while allocating, close the dialog and check the receipt before allocating again. A refund retried after a dropped connection is recorded once. - A security deposit is used differently — see [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). ## Why it works this way **The money stays on the receipt it arrived on.** Allocating later adds payments to the same receipt rather than creating a new one, because no new money has arrived. Your receipts still match your bank deposits, and the customer's receipt still shows the one payment they made. **The allocation date is when you used the money.** An invoice is paid on the day the credit is put against it, which can be after the money arrived. That is why the date starts at today and can go back only as far as the receipt's own date. **Unapplied money belongs to the whole account.** It can pay any of the customer's invoices in that currency, whoever raised them, so allocating it needs **All records**. A role limited to its own records cannot see every invoice the money could pay. **You decide between using it and paying it back.** A refund is allowed even when the customer still owes on other invoices, because they may have asked for the money back. easySales warns you first, so you do not refund money you could have set against an unpaid invoice by mistake. ## Work faster - **Use it as part of the next payment.** When you record the customer's next payment, the earlier receipt shows under **Available credits**; select **Allocate** there. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Spot customers with money on account.** With **Invoice** **View** set to **All records**, the account's **Invoices** tab shows a note counting unapplied payments and receipts held as customer credit. See [Account details](https://easysales.work/help/accounts/account-details/). - **Let the split follow due dates.** **Oldest first** fills the oldest invoice before the next. - **Pay it back when the customer asks.** [Refund a customer](https://easysales.work/help/payments/refund-a-customer/) covers refunds from receipts and credit notes, and voiding one made in error. ## Examples Harbour Café's receipt RCT-10000014 left SGD 365.00 unapplied. On 12 October Lim & Co issues INV-10000061 to the café for SGD 327.00 (SGD 300.00 plus GST of SGD 27.00). Mei Tan opens RCT-10000014, selects **Allocate to invoices** and keeps today as the **Allocation date**. INV-10000061 is the café's only open invoice, so the dialog gives it SGD 327.00 and **Left unapplied** reads SGD 365.00 − SGD 327.00 = SGD 38.00. She selects **Allocate**: INV-10000061 reads **Paid**. The café then asks for the SGD 38.00 back. Mei selects **Refund unapplied**, enters 38.00 paid by bank transfer, and selects **Record refund**. RF-10000003 appears under **Refunds**, and the receipt has nothing left unapplied. **Credit on account and a new transfer together.** Receipt RCT-10000020 left SGD 145.00 unapplied. Harbour Café's next invoice, INV-10000075, is SGD 545.00 (SGD 500.00 plus GST of SGD 45.00), and the café transfers SGD 400.00 with a note to use the credit for the rest. Mei opens INV-10000075 and selects **Record payment**. Under **Available credits** she selects **Allocate** beside RCT-10000020 and allocates SGD 145.00 to INV-10000075 straight away. Back in the dialog, **Amount received** has followed the new balance: SGD 545.00 − SGD 145.00 = SGD 400.00. She records the SGD 400.00, and the invoice reads **Paid**. ## Common questions - **How do I use an overpayment on the customer's next invoice?** Open the receipt and select **Allocate to invoices**, or select **Allocate** beside it under **Available credits** when you record the next payment. - **Where can I see how much a customer has on account?** Each receipt's row on the account's **Receipts** tab shows its **Unapplied** amount. - **Does unapplied money reduce what the customer owes?** On the account, yes: **Outstanding** counts it as customer credit. Each invoice keeps its **Balance due** until you allocate the money to it. - **Can I choose the date of the allocation?** Yes, from the receipt's date up to today. The payment rows on the invoices take that date. - **Why is Allocate to invoices missing?** It needs **Invoice** **Edit** set to **All records**, and the receipt must be **Active** with money unapplied. A security deposit is allocated with **Allocate deposit to invoices** instead. - **Can I move unapplied money to another customer?** No. It belongs to the account that paid. Refund it, or void the receipt if it was recorded on the wrong account. See [Receipts](https://easysales.work/help/payments/receipt-pdf/). ## Related - [Record a payment](https://easysales.work/help/payments/record-a-payment/) - [Refund a customer](https://easysales.work/help/payments/refund-a-customer/) - [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/) - [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/) --- # Refund a customer > How to refund a customer in easySales — pay back a credit note's remaining credit or a receipt's unapplied money, and void a refund made in error. Source: https://easysales.work/help/payments/refund-a-customer/ When money must go back to a customer, [record a refund](https://easysales.work/help/concepts/fixing-mistakes/) on the day it leaves your bank. A refund pays back either the **Remaining** credit of an issued credit note or the **Unapplied** money on a receipt. ## Before you start You need **Invoice** **Edit**, and for a credit note also **Credit Note** **Edit**. With **Own records only**, that covers credit notes whose **Salesperson** you are and receipts you recorded. The credit note must be issued with **Remaining** above zero, or the receipt must have money **Unapplied**. ## Steps From a credit note: 1. Open the issued credit note: select its number under **Payments and credits** on the invoice, or on the **Credit notes** list. 2. In its **Credit** section, select **Refund**. From a receipt: 1. Open the receipt from the account's **Receipts** tab, or select its `RCT-` number under **Payments and credits** on an invoice. 2. In the **···** menu, select **Refund unapplied**, or **Refund security deposit** for a [deposit](https://easysales.work/help/payments/deposits-and-prepayments/). Then, in the **Refund from …** dialog: 3. Check **Refundable**; **Amount refunded** starts at it. Lower it for a part refund. 4. Enter the **Refund date**, **Method**, **Reference** and any **Remark**. In a foreign currency, also enter what left your bank in your base currency, such as **Amount in SGD**. 5. Read any warning, then select **Record refund**. To void a refund recorded in error, open the credit note or receipt it was paid from, select **Void** beside it under **Refunds**, enter a **Reason** and select **Void refund**. ## What happens next The refund takes its own number, such as `RF-10000004`, with the status **Completed**. The credit note's **Remaining**, or the receipt's **Unapplied**, shrinks by the amount. A refund has no PDF. It is listed under **Refunds** on its credit note or receipt and on the account's **Receipts** tab, with its source (**From CN-…**) and status. > **Caution** > > Voiding cannot be undone. The refund keeps its number, is marked **Voided** with your reason, and its > amount returns to the credit note or receipt. ## Rules to know - The amount cannot exceed **Refundable**, and the date cannot be later than today. - Credit and unapplied money are applied **or** refunded, never both. - Refunds out of an invoice's credit notes cannot exceed what that invoice received. Credit on an unpaid invoice can only be applied. - A refund is allowed while the customer owes on other invoices. With **Invoice** **View** at **All records**, the dialog warns you first. - In a foreign currency, the base-currency amount starts at today's automatic rate and cannot be blank. Its [exchange gain or loss](https://easysales.work/help/payments/exchange-differences/) is recorded with it. - A refunded credit note cannot be [cancelled](https://easysales.work/help/credit-notes/cancel-a-credit-note/), nor a refunded receipt voided, until the refund is voided. - Void only a refund recorded in error. Money that came back is a new receipt. - A receipt with no refund option carries no unapplied money: refund through a credit note on its invoice instead. ## Why it works this way **A refund is cash, so it is recorded when the cash moves.** A credit note says the sale was smaller; a refund says money left your bank. They often happen on different days, so they are separate records: a credit confirmed today and paid next week shows as **Remaining** until then, and your books never show a payment you have not made. **The same money cannot go out twice.** A credit of SGD 218.00 can reduce an invoice by SGD 218.00 or come back as SGD 218.00 cash, or any split of the two, but never both in full. That is why a refund lowers **Remaining**, and why refunds cannot exceed what the invoice actually received. **A void is for mistakes, not for money that came back.** Voiding says the refund never happened, so the credit returns. If the transfer really went out and the customer sends it back, that is new money in, and a new receipt keeps your bank reconciliation true. **Its number never disappears.** A voided refund keeps its `RF-` number and reason on the list, so your accountant can account for every number in the series. ## Work faster - **Apply the credit instead when the customer still owes.** **Apply to invoices** on the credit note settles their open invoices with no money moving. See [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/). - **Use the credit in the next payment.** When you record the customer's next payment, tick the credit under **Available credits**. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Find credits waiting to be paid out.** On the **Credit notes** list, filter **Remaining credit** to **Has remaining credit**. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - **See a customer's refunds in one place.** The account's **Receipts** tab lists every refund under its receipts. See [Payments](https://easysales.work/help/payments/overview/). - **Refund overpayments the same way.** Money a customer overpaid stays **Unapplied** on the receipt until you allocate or refund it. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). ## Examples **A credit note on a paid invoice.** Harbour Café paid INV-10000072 in full: SGD 1,500.00 plus GST SGD 135.00, SGD 1,635.00 in all. Two pendant lights come back, so Mei Tan issues CN-10000064 for SGD 200.00 plus GST SGD 18.00, SGD 218.00 in all. The invoice owed nothing, so the whole SGD 218.00 is **Remaining**. The café has no other open invoices. Mei selects **Refund**; **Refundable** and **Amount refunded** read SGD 218.00. She enters the date of the bank transfer and its reference, and selects **Record refund**. RF-10000004 appears under **Refunds**, and the **Credit** section reads: | **Credit note total** | **Applied** | **Refunded** | **Remaining** | |---|---|---|---| | 218.00 | 0.00 | 218.00 | 0.00 | **A refund while the customer still owes.** Orchid Dental paid SGD 5,000.00 on receipt RCT-10000020 against INV-10000080 for SGD 4,905.00 (SGD 4,500.00 plus GST SGD 405.00), so SGD 95.00 is **Unapplied**. Daniel Lim selects **Refund unapplied**, and the dialog warns that the clinic still owes SGD 763.00 on one open invoice. He cancels and allocates the SGD 95.00 to that invoice instead, which then owes SGD 763.00 − SGD 95.00 = SGD 668.00. **Voiding a refund made in error.** Mei records RF-10000005 for SGD 150.00 out of a receipt, then learns the customer wants to keep it as credit and no transfer was sent. She selects **Void** beside RF-10000005, enters *Transfer not sent; customer keeps the credit* and selects **Void refund**. The SGD 150.00 is **Unapplied** on the receipt again, and RF-10000005 stays on the list, **Voided**. ## Common questions - **How do I refund a customer who paid too much?** Open the receipt and select **Refund unapplied** in its **···** menu. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). - **Can I record a refund as a negative payment?** No. **Record payment** takes only amounts above zero. Record the refund from the credit note or receipt it pays back. - **Can I refund more than the customer paid?** No. A refund cannot exceed the credit note's **Remaining** or the receipt's **Unapplied**, and refunds out of an invoice's credit notes cannot exceed what that invoice received. - **Can I refund a customer who still owes on other invoices?** Yes. If your role sees all invoices, easySales warns you first, but the choice is yours. - **Can I delete a refund?** No. Void it with a reason; it keeps its `RF-` number and shows as **Voided**. - **The refund came back from the bank. Should I void it?** No. Money that left and came back is a new receipt. Void only a refund that was recorded in error. - **Is there a refund PDF to send the customer?** No. A refund has no PDF; its number and reference identify the payment. - **Why can't I cancel a credit note that has been refunded?** The money has left your bank, so the credit cannot be taken back. Void the refund first if it was recorded in error. See [Cancel a credit note](https://easysales.work/help/credit-notes/cancel-a-credit-note/). ## Related - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Use unapplied money](https://easysales.work/help/payments/unapplied-money/) - [Exchange differences](https://easysales.work/help/payments/exchange-differences/) --- # Deposits and prepayments > How to record a customer deposit or advance payment before you invoice — overpayment, prepayment or refundable security deposit — and when GST is due. Source: https://easysales.work/help/payments/deposits-and-prepayments/ When a customer pays before there is an invoice to pay, record a [receipt](https://easysales.work/help/payments/overview/) that pays no invoice, and say what the money is. ## Before you start You need **Invoice** **Edit**. Decide what the money is: - **Overpayment** — money on account, to allocate to invoices later or refund. - **Prepayment** — paid in advance for goods or services not yet invoiced; held like an overpayment. - **Security deposit** — a refundable deposit you hold, such as one on loaned items. It is not customer credit and is left out of the account's balance. ## Steps 1. On the account's **Receipts** tab, select **Record payment**. 2. Enter the **Amount received**, **Date**, **Method** and **Reference**. Tick no invoices or credits. 3. Under **The unapplied amount is**, choose **Overpayment**, **Prepayment** or **Security deposit**. Nothing is chosen for you. 4. If a **Deposit tax invoice** section appears, choose the **Product for the invoice line** and, if the money is for a quotation, pick it under **Against quotation (optional)**; otherwise choose the **Tax**. Check the total shown. 5. Select **Record payment**. ## What happens next A prepayment or overpayment stays on the account as **Unapplied**, ready to [allocate or refund](https://easysales.work/help/payments/unapplied-money/). A security deposit shows as **Security deposit held** on the receipt, and as **Security deposits held** in a note at the top of the account's **Invoices** tab, apart from the balance. The **Deposit tax invoice** section appears when your settings under **System settings** → **Tax** make tax due on receipt — for a GST-registered company in Singapore, on a prepayment. Saving issues a tax invoice dated the receipt date, pays it with this money, and lists it under **Invoices issued with this receipt**. Later invoices of the quotation it names deduct it. Without a quotation, reverse it with a credit note when you invoice the work, and apply that credit to the new invoice. ## Use a security deposit Open the receipt and, in its **···** menu, select one of: - **Allocate deposit to invoices** — pays issued invoices from it, dated today. - **Invoice from deposit** — issues a tax invoice today for the amount you enter, tax included, paid from the deposit. - **Refund security deposit** — pays it back as a refund. - **Forfeit security deposit** — keeps all or part of it as compensation for the customer's breach; see [Forfeit a security deposit](https://easysales.work/help/payments/forfeit-a-deposit/). ## Rules to know - A security deposit needs a receipt of its own. - **Change what it is** on the receipt works while none of the money has been allocated on a later day or refunded. It cannot turn a receipt into a prepayment that needs a deposit tax invoice. - Changing what the money is and using a deposit need **Invoice** **Edit** set to **All records**. A deposit tax invoice also needs **Invoice** **Add**, and forfeiting needs the **Forfeit security deposits** control in your role. - A receipt that issued a deposit tax invoice is voided only after its payment is removed from that invoice and the invoice is cancelled. A receipt with a forfeiture on it is voided only after the forfeiture is reversed. ## Why it works this way **What the money is decides how it is taxed and reported.** An advance payment for work is part of a sale; a refundable deposit is money you hold for the customer. Saying which it is when you record it means the receipt, the account balance and any tax invoice all treat it the right way from the start. **A prepayment can be taxed on the day it arrives.** Under Singapore GST, payment received before you invoice fixes when tax is due on that part of the sale. The deposit tax invoice records that tax on the receipt date, so your GST return picks it up in the right period. Naming the quotation lets the later invoices deduct it, so the customer is not charged twice. **A security deposit is not the customer's credit.** It is held against something they must return or do, so it stays out of what they owe and out of the ageing. When you refund it, use it as payment or forfeit it, each of those leaves its own record. **A deposit needs a receipt of its own.** Keeping it apart from money that pays invoices means its balance, its refund and any forfeiture can always be traced to the one payment that brought it in. ## Work faster - **Record it from the account.** **Record payment** on the account's **Receipts** tab starts with no invoices ticked, which is what a deposit needs. - **Name the quotation on a prepayment.** With **Against quotation (optional)** set, later invoices of that quotation deduct the deposit for you. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Use the deposit as payment when the work is done.** **Allocate deposit to invoices** or **Invoice from deposit** settles the charge without new money moving. - **Correct the type instead of voiding.** **Change what it is** turns an overpayment into a prepayment or back, or either into a security deposit on a receipt that pays no invoice, while none of its money has been used. A security deposit cannot be changed back. - **Check what is held per customer.** The note at the top of the account's **Invoices** tab totals the security deposits held. See [Account details](https://easysales.work/help/accounts/account-details/). ## Examples Lim & Co is GST-registered, and its **Tax** settings say so. On 1 October Harbour Café pays SGD 5,450.00 in advance for half of a SGD 10,000.00 (before tax) fit-out quoted in QN-10000140. Mei Tan records a receipt on the café's account with no invoices ticked and chooses **Prepayment**. The **Deposit tax invoice** section appears. She chooses a "Deposit" service as the product and QN-10000140 as the quotation. The section shows "At 9%: SGD 5,000.00 + tax (GST) 450.00" and "Invoice total SGD 5,450.00", because GST on a payment that includes it is 9/109 of it: 5,450.00 × 9 ÷ 109 = 450.00. Saving issues the invoice, dated 1 October and already **Paid**. The café also leaves a refundable SGD 2,000.00 deposit for display pieces it borrows. Mei records it on a separate receipt as a **Security deposit**; no tax invoice is issued, and the account shows **Security deposits held** SGD 2,000.00. When the pieces come back, she opens that receipt and selects **Refund security deposit**. **A deposit used to pay for damage.** One borrowed piece comes back damaged, and the loan agreement says the café pays for the repair: SGD 300.00 plus GST of SGD 27.00, SGD 327.00 in all. A repair is a service, so Mei does not forfeit anything. She opens the deposit receipt, selects **Invoice from deposit**, enters 327.00 as the amount to invoice, tax included, chooses the product and **GST 9%**, and selects **Issue invoice**. The invoice is issued today and paid from the deposit, which now holds SGD 2,000.00 − SGD 327.00 = SGD 1,673.00. When the other pieces come back, she refunds the SGD 1,673.00. ## Common questions - **Should I record a deposit as a prepayment or a security deposit?** A prepayment is part of the price, paid early. A security deposit is refundable and held against something the customer must return or do. - **Do I have to issue a tax invoice for a prepayment?** Only when your **Tax** settings make tax due on receipt, as for a GST-registered company in Singapore. The **Deposit tax invoice** section then appears in the dialog. See [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/). - **Is a security deposit part of the customer's balance?** No. It is shown apart, as **Security deposits held**, and left out of **Outstanding** and the ageing. - **Can I change a prepayment into an overpayment after recording it?** Yes, with **Change what it is** on the receipt, while none of the money has been allocated on a later day or refunded. - **How do I use a deposit to pay the final invoice?** Open the deposit's receipt and select **Allocate deposit to invoices**, or **Invoice from deposit** to issue the invoice and pay it in one step. - **Can a security deposit share a receipt with invoice payments?** No. Record it on a receipt of its own, with no invoices or credits ticked. ## Related - [Record a payment](https://easysales.work/help/payments/record-a-payment/) - [Use unapplied money](https://easysales.work/help/payments/unapplied-money/) - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Forfeit a security deposit](https://easysales.work/help/payments/forfeit-a-deposit/) - [Deposits and progress claims](https://easysales.work/help/knowledge/deposits-and-progress-claims/) --- # Forfeit a security deposit > How to keep all or part of a customer's security deposit after a breach, send the forfeiture notice, and reverse a forfeiture made in error. Source: https://easysales.work/help/payments/forfeit-a-deposit/ When a customer breaks the agreement a [security deposit](https://easysales.work/help/payments/deposits-and-prepayments/) secured, you may keep all or part of it. This page is for whoever looks after customer deposits. ## Before you start You need **Invoice** **View** and **Edit** set to **All records**, and the **Forfeit security deposits** control in your role. The receipt must still hold a security deposit, and your country must be confirmed under **System settings** → **Tax**. Forfeiting is for compensation only. A deposit that pays for rent, fees, repairs or an invoice is a sale: use **Allocate deposit to invoices** or **Invoice from deposit** instead. ## Steps 1. Open the receipt from the account's **Receipts** tab. 2. In the **···** menu, select **Forfeit security deposit**. If it is greyed out, the line under it says why. 3. Under **Why is the deposit being kept?**, choose the reason, such as **The agreement ended early, as its terms allow the deposit to be kept**. Choosing **It pays for rent, fees, repairs or an invoice** shows **That is not a forfeiture** and offers the two other routes. 4. Check the amount, such as **Amount to forfeit (SGD)**. It starts at the whole deposit held; type less to keep only part of it. 5. Leave **Forfeiture date** blank for today, or choose an earlier day on or after the deposit was received. 6. Add a **Note**. It is required for **Other compensation (describe it below)**. 7. Read the notice below the fields: it states the tax treatment and the condition it rests on. If it shows a red error instead, easySales cannot record this forfeiture and **Forfeit** stays greyed out. 8. Tick **I confirm the deposit is kept as compensation for the customer’s breach, not as payment for goods or services.** and select **Forfeit**. ## What happens next easySales says "Forfeiture DF-… recorded." No invoice is issued and no tax is charged; the amount is recorded as other income. The receipt shows a **Forfeited** figure and a **Forfeitures** section, where the forfeiture's `DF-` number opens the **NOTICE OF FORFEITURE OF SECURITY DEPOSIT** (PDF) to send the customer. Their statement lists the forfeiture in a note, never in the balance. To undo a forfeiture entered in error, select **Reverse** on its row, fill in **Why it was forfeited in error** and select **Reverse forfeiture**. The amount is held again, and the record and its notice are kept, marked reversed. ## Security deposit forfeitures register On the **Invoices** list, open the **···** menu and select **Security deposit forfeitures** under **Registers**. Filter by **Forfeited between**, **Account** and **Show reversed**, read the totals, and select **Download CSV**. It needs **Invoice** **View** set to **All records**. ## Rules to know - Forfeiting is refused for a company registered for tax in Malaysia, New Zealand or Australia, and while your country is not confirmed. A Malaysian company that is not registered but issues e-invoices through MyInvois is warned that the forfeiture needs one, which you submit yourself. - You cannot forfeit more than the deposit still held. - A receipt with a forfeiture on it cannot be voided. Reverse the forfeiture first. ## Why it works this way **Compensation is not a sale.** When you keep a deposit because the customer broke the agreement, you are not supplying them anything in return. That is why easySales records it as other income on its own `DF-` record instead of issuing an invoice, and why it asks you to confirm it is compensation. Money kept to pay for rent, fees or repairs is payment for a supply, so it goes through an invoice. **Your registration on the day decides the tax.** The treatment is judged on your tax registration on the forfeiture date and written onto the record. A later change to your tax settings does not rewrite a forfeiture already made, so last quarter's figures stay as you reported them. **The customer gets a notice, not an invoice.** The notice shows the deposit received, the amount kept and what is still held for them. They can see exactly how their deposit was dealt with, and you have a document to point to if they dispute it. **Kept apart from sales.** The register lists forfeitures as other income, separate from sales, so your accountant can report them correctly at year end. ## Work faster - **Keep only what the agreement allows.** Type the forfeited amount; the rest stays held, ready to refund. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). - **Send the notice straight from the receipt.** The `DF-` number under **Forfeitures** opens the notice in a new tab, ready to save and email. - **Pick the route that fits.** If the money pays for repairs or an invoice, **Invoice from deposit** or **Allocate deposit to invoices** is the right step. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - **Review forfeitures at period end.** The **Security deposit forfeitures** register filters by date and account, totals them, and downloads as CSV for your accountant. ## Examples Harbour Café left a refundable SGD 2,000.00 deposit on RCT-10000016 for display pieces it borrows. It ends the loan early, and the agreement lets Lim & Co keep SGD 500.00. Mei Tan opens RCT-10000016, selects **Forfeit security deposit**, chooses the early-termination reason and types 500.00. The notice reads "No GST is charged on this forfeiture, …". She ticks the confirmation and selects **Forfeit**. DF-10000001 is recorded, and its notice shows: | Line | Amount | |---|---| | Security deposit received | SGD 2,000.00 | | Retained by this notice | SGD 500.00 | | Security deposit still held for you | SGD 1,500.00 | Mei emails the notice, then selects **Refund security deposit** to pay back the SGD 1,500.00. **A forfeiture entered on the wrong receipt.** Daniel Lim forfeits SGD 300.00 from RCT-10000023, a deposit of SGD 1,000.00 from another customer, instead of from Harbour Café's. He opens RCT-10000023, selects **Reverse** on DF-10000002, types *Entered on the wrong customer's deposit* and selects **Reverse forfeiture**. RCT-10000023 again holds SGD 1,000.00, and DF-10000002 stays in the register, marked reversed, when **Show reversed** is on. ## Common questions - **Can I keep a customer's deposit if they cancel?** Yes, when the agreement allows it. Choose the reason that fits, such as the deal being cancelled with nothing supplied, and forfeit the amount the agreement lets you keep. - **Do I charge GST on a forfeited deposit?** Not in Singapore: it is compensation, recorded as other income with no invoice. For a company registered for tax in Malaysia, New Zealand or Australia, easySales refuses the forfeiture. See [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/). - **Can I keep only part of the deposit?** Yes. Type the smaller amount in **Amount to forfeit**; the rest stays held. - **How do I undo a forfeiture?** Select **Reverse** on it in the receipt's **Forfeitures** section and give the reason. The amount is held again. - **Can I forfeit a deposit to pay for repairs?** No. Repairs are a service: use **Invoice from deposit** to charge for them from the deposit. - **Why is Forfeit security deposit greyed out?** The line under it gives the reason. Without the **Forfeit security deposits** control in your role, it does not appear at all. ## Related - [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/) - [Receipts](https://easysales.work/help/payments/receipt-pdf/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) --- # Receipts > How to open a receipt, download an official receipt PDF for your customer, and void a receipt recorded in error in easySales. Source: https://easysales.work/help/payments/receipt-pdf/ Every [payment](https://easysales.work/help/payments/overview/) you record is a receipt with its own number, starting `RCT-`. Open it to see what it paid, to give the customer its PDF, or to void it. ## Before you start You need **Invoice** **View** to open a receipt and download its PDF, and **Invoice** **Edit** to void it. A role set to **Own records only** sees only the receipts it recorded. ## Steps 1. Open the account and select its **Receipts** tab, then select a receipt number. From an invoice, select the receipt number in its **Payments and credits** section instead. 2. Read the receipt: its status beside the number, its **Date** and **Amount received**, and the **Allocation** table of invoices it paid, with **Allocated** and **Unapplied** below it. Any refunds or payment differences follow. A foreign-currency receipt also shows its [exchange gain or loss](https://easysales.work/help/payments/exchange-differences/). 3. Select **Download PDF** at the top. The PDF opens in a new browser tab. 4. Save or print it from the browser, and send it to the customer yourself. To void a receipt recorded in error, select **Void receipt** in the **···** menu, type the **Reason** and select **Void receipt**. > **Caution** > > Voiding a receipt removes every payment it made from its invoices and cannot be undone. To record the > money again, record a new receipt. ## What happens next The PDF is headed **OFFICIAL RECEIPT**, on your company letterhead. It shows who paid, the receipt number, date, currency, method and reference, and a line for each invoice it paid. Below them are **Applied to invoices**, what is held on account, and **Amount received**. Downloading changes nothing. After a void, each invoice's **Paid** and **Balance due** are worked out again, and the receipt shows **Voided** with the date and your reason. It keeps its number. Its PDF then prints **VOID** with the reason and lists no invoices. ## Rules to know - One receipt, one PDF, however many invoices it paid. A refund has no PDF. - In the **Allocation** table, an invoice you are not allowed to open shows as **Another invoice**, with its amount but no number or link. A connected AI app sees it the same way. - A payment removed from an invoice drops off the receipt's PDF; the receipt shows it as **Reversed**. - Credit notes applied with the receipt stay applied when you void it. - A receipt cannot be voided while money refunded from it stands, while a prompt-payment discount it gave stands, while a deposit tax invoice it issued stands, or while a [deposit forfeiture](https://easysales.work/help/payments/forfeit-a-deposit/) on it stands. The message says which to reverse first. - Voiding needs **Invoice** **Edit** on every invoice the receipt paid. ## Why it works this way **One payment, one receipt.** The customer paid once, so they get one receipt that lists every invoice the money settled. Their accounts team can match it to their own payment without piecing together several documents. **A void keeps the number.** Receipts are numbered in one series. A voided receipt stays in it, marked **Voided** with the date and your reason, so your accountant can account for every number and see why any receipt no longer counts. **A voided receipt says so on paper.** If the customer already has the PDF, a new copy prints **VOID** with your reason and lists no invoices. Nobody can use it as proof of a payment you have reversed. **Money that went out must come back first.** A refund, a discount credit note, a deposit tax invoice and a forfeiture each rest on the money this receipt brought in. Voiding the receipt underneath them would leave them standing on nothing, so easySales asks you to reverse them first. ## Work faster - **Find the receipt from either side.** From the account's **Receipts** tab, or from the receipt number on the invoice it paid. See [Payments](https://easysales.work/help/payments/overview/). - **Download the PDF in one click.** **Download PDF** sits at the top of the receipt; on a phone it reads **PDF**. - **Open the receipt you just recorded.** After you record a payment from the account's **Receipts** tab, the new receipt opens on its own, ready for **Download PDF**. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Fix one wrong invoice without voiding everything.** If only the split is wrong, remove that one payment instead. See [Remove a payment](https://easysales.work/help/payments/remove-a-payment/). ## Examples Harbour Café asks for a receipt for its SGD 2,000.00 transfer, RCT-10000014, which paid INV-10000031 and INV-10000040 and left SGD 365.00 on account. Mei Tan opens the café's **Receipts** tab, selects RCT-10000014 and **Download PDF**. The PDF lists the two invoices, SGD 1,090.00 and SGD 545.00, then: | Line | Amount | |---|---| | Applied to invoices | 1,635.00 | | Unapplied (held on account) | 365.00 | | Amount received | 2,000.00 | It also says that SGD 365.00 of the payment is held on account as customer credit. Mei emails the PDF to the café. **A receipt recorded on the wrong account.** Daniel Lim records a SGD 545.00 transfer from Harbour Café on another customer's account as RCT-10000021, which pays no invoice. He opens RCT-10000021, selects **Void receipt** and types *Recorded on the wrong account*. He then records the SGD 545.00 on Harbour Café's account against INV-10000044 as RCT-10000022. RCT-10000021 keeps its number, shows **Voided**, and its PDF now prints **VOID** with his reason. ## Common questions - **How do I give a customer a receipt?** Open the receipt and select **Download PDF**, then save or print it and send it yourself. - **Can I delete a receipt?** No. Void it with a reason; it keeps its `RCT-` number and shows **Voided**. - **Can I get one receipt for several invoices?** Yes. Record the payment against all of them at once and the one receipt lists every invoice it paid. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Can I undo voiding a receipt?** No. Record the money again as a new receipt. - **Why does my receipt PDF say VOID?** The receipt was voided. The PDF prints the reason given and lists no invoices. - **Why does a receipt show Another invoice?** Your role is not allowed to open that invoice, so you see its amount but not its number. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Why can't I void this receipt?** Something rests on its money: a refund, a prompt-payment discount, a deposit tax invoice or a deposit forfeiture. The message says which to reverse first. ## Related - [Record a payment](https://easysales.work/help/payments/record-a-payment/) - [Use unapplied money](https://easysales.work/help/payments/unapplied-money/) - [Remove a payment](https://easysales.work/help/payments/remove-a-payment/) - [Payments](https://easysales.work/help/payments/overview/) --- # Remove a payment > How to remove a payment recorded against the wrong invoice or for the wrong amount, where the money goes, and when to void the receipt instead. Source: https://easysales.work/help/payments/remove-a-payment/ If a [payment](https://easysales.work/help/payments/overview/) landed on the wrong invoice or for the wrong amount, remove it from that invoice. A recorded payment cannot be edited, so you remove it and allocate or record it again. ## Before you start You need **Invoice** **Edit** on the invoice. The invoice must be issued and not cancelled. Decide what went wrong: - **The money went to the wrong invoice, or the split was wrong** — remove the payment here. The money goes back to its receipt, ready to allocate again. - **The money never arrived** — a bounced cheque, a transfer entered twice — [void the whole receipt](https://easysales.work/help/payments/receipt-pdf/) instead. ## Steps 1. Open the invoice and find its **Payments and credits** section. 2. Find the payment row: its **Type** reads **Payment**, and the receipt number under **Document** shows which receipt it came from. 3. Select **Remove** on the row. 4. Read the **Remove payment** confirmation, which shows the amount. 5. Select **Remove**. > **Caution** > > Removing a payment cannot be undone. The money stays on its receipt; allocate it again to put it back. ## What happens next The payment leaves the invoice, and its **Paid**, **Balance due** and status are worked out again. An invoice that was **Paid** can become **Partial Paid** or **Unpaid**. The receipt stays **Active**. In its **Allocation** table the payment is struck through with "Reversed: Payment removed from" and the invoice number, and the amount is added to its **Unapplied** money. From there you can [allocate it to the right invoice or refund it](https://easysales.work/help/payments/unapplied-money/). A payment that a connected AI app recorded on its own, for one invoice, is its own receipt: removing it voids that receipt too. ## Rules to know - The removal is recorded on the invoice's **History** tab, with who removed it and when. - A small write-off recorded with that payment is taken off with it, and the invoice owes that amount again. - A payment that earned a prompt-payment discount cannot be removed while the discount's credit note stands. Cancel that credit note first. - An invoice with payments cannot be cancelled. Remove its payments, or void their receipts, first. ## Why it works this way **The money is still yours, so it stays on the receipt.** Removing a payment says "this money was put on the wrong invoice", not "this money never arrived". Keeping it on the receipt as **Unapplied** means your receipts still add up to what reached your bank, and nothing is lost while you put it right. **A removal is recorded, not erased.** The receipt keeps the reversed line, and the invoice's **History** says who removed it and when. If a customer later asks why an invoice went back to **Unpaid**, the answer is on the record. **Linked adjustments go with the payment.** A small write-off was "what this payment left", so it cannot stand once the payment is gone. A prompt-payment discount is a credit note, a tax document of its own, so it has to be cancelled deliberately before its payment can go. ## Work faster - **Re-allocate straight from the receipt.** Open it from the receipt number in **Payments and credits** and select **Allocate to invoices**. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). - **Void the receipt when the money never came.** One void takes every payment off every invoice it paid, instead of removing them one by one. See [Receipts](https://easysales.work/help/payments/receipt-pdf/). - **Check the split before you remove anything.** The receipt's **Allocation** table shows every invoice it paid and how much, so you can see which row is wrong. See [Receipts](https://easysales.work/help/payments/receipt-pdf/). - **Use the next payment to put it right.** The money left on the receipt appears under **Available credits** the next time you record a payment for that account. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). ## Examples Mei Tan allocated SGD 545.00 from Harbour Café's receipt RCT-10000014 to INV-10000040, but the café meant it for INV-10000044, which is also SGD 545.00. She opens INV-10000040, selects **Remove** on the payment row and confirms. INV-10000040 goes back to **Unpaid** with a **Balance due** of SGD 545.00, and RCT-10000014 now shows SGD 910.00 **Unapplied**: the SGD 365.00 it already had plus SGD 545.00. She opens RCT-10000014, selects **Allocate to invoices**, allocates SGD 545.00 to INV-10000044, and SGD 365.00 stays unapplied as before. **A cheque that bounced.** Harbour Café's cheque for SGD 1,090.00 was recorded as RCT-10000018 and paid INV-10000050. Two days later the bank returns it. The money never arrived, so Mei does not remove the payment: she opens RCT-10000018, selects **Void receipt** in the **···** menu and types the reason *Cheque returned by the bank*. INV-10000050 goes back to **Unpaid** with a **Balance due** of SGD 1,090.00, and RCT-10000018 keeps its number, marked **Voided**. ## Common questions - **How do I move a payment to the right invoice?** Remove it from the wrong invoice, then open its receipt and select **Allocate to invoices** to put the money on the right one. - **Should I remove the payment or void the receipt?** Remove the payment when the money arrived but went to the wrong invoice. Void the receipt when the money never arrived. See [Receipts](https://easysales.work/help/payments/receipt-pdf/). - **Does removing a payment delete the receipt?** No. The receipt stays **Active** and the amount becomes **Unapplied** on it, except for a payment a connected AI app recorded on its own, whose receipt is voided with it. - **Can I undo removing a payment?** Not as such. Allocate the money from the receipt to the invoice again; the new payment row is dated on the allocation date. - **Why can't I remove this payment?** It earned a prompt-payment discount whose credit note still stands. Cancel that credit note on the invoice first. See [Cancel a credit note](https://easysales.work/help/credit-notes/cancel-a-credit-note/). - **Why is there no Remove button?** You need **Invoice** **Edit** on the invoice, and the invoice must be issued and not cancelled. ## Related - [Use unapplied money](https://easysales.work/help/payments/unapplied-money/) - [Receipts](https://easysales.work/help/payments/receipt-pdf/) - [Record a payment](https://easysales.work/help/payments/record-a-payment/) - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) --- # Credit notes > What a credit note is in easySales, when to use one instead of cancelling the invoice, and how its credit is applied, used on payments or refunded. Source: https://easysales.work/help/credit-notes/overview/ A credit note reduces what an issued invoice charges: goods returned, a price agreed lower afterwards, an item billed twice. It keeps its own number, and the invoice stays as it was issued. Credit notes need the **Credit Note** permission, which the **Administrator** role has; an administrator can add it to other roles. The **Viewer** role can view only the credit notes it owns. ## Where to find it Select **Credit notes** in the sidebar. Search by credit note number, invoice number or account name, and filter by **Status**, **Date**, **Account** or **Remaining credit**. If you can approve credit notes, **Approval** → **Awaiting my approval** is there too. Each row shows the **Credit**, **Applied**, **Refunded** and **Remaining** amounts; a draft or cancelled credit note shows none. Select a number to open the credit note; a draft reads **Draft (no number)**. You create a credit note from the invoice it corrects, with **New credit note** in the invoice's **Payments and credits** section or in its **···** menu under **Receivables**, never from this list. ## What you can do - [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/) against an issued invoice. - [Issue it](https://easysales.work/help/credit-notes/issue-a-credit-note/), then apply, unapply or refund its credit. - [Cancel a credit note](https://easysales.work/help/credit-notes/cancel-a-credit-note/), or delete a draft. ## How it works *[Diagram: From an issued invoice to a credit note: create it from the invoice's Payments and credits section, issue it and it is applied to its invoice up to what the invoice still owes; if credit is left over, apply it to other invoices, tick it under Available credits when recording a payment, or refund it up to what the invoice received.]* A credit note starts as a **Draft**, with no number and no effect. When you issue it, it takes its number, by default starting `CN-`, and is applied to its own invoice up to what that invoice still owes. Anything left is **Remaining** credit for the customer: apply it to their other invoices in the same currency, use it when you record their next payment, or refund it. *[Diagram: What a credit note's status can become: a draft is deleted or issued; an issued credit note can be cancelled, which keeps it on record and takes its credit back.]* ## Terms - **Reason** — **Reversal**, **Goods returned**, **Allowance**, **Over-invoiced** or **Other**. - **Credit** — the credit note's total, tax included. - **Applied** — the part used against invoices. - **Remaining** — what is left to apply or refund. ## Common misunderstandings - The limit is not what the invoice still owes. You can credit up to the invoice's total, less credit notes already issued against it, even when it is paid in full. - To cancel a whole invoice, [cancel the invoice](https://easysales.work/help/invoices/void-an-invoice/) instead: easySales then issues a **Reversal** credit note for you. - A credit note does not pay money back by itself. Refunding is a separate step. ## Permissions **Credit Note** **List** and **View** let you find and open credit notes; **Add** and **Edit** let you create and issue them; **Delete** removes a draft. **Own records only** covers the credit notes whose **Salesperson** you are. The **Viewer** role can list and view its own. Applying or refunding credit also needs **Invoice** **Edit**. Approving a credit note held for approval needs **Approve credit notes**. ## Why it works this way **The invoice stays as it was issued.** Your customer has booked the invoice and may have claimed the tax on it. A credit note records the change as a document of its own, with its own number, date and reason, so both sets of books show the original charge and its correction side by side. **Credit is not cash.** Issuing a credit note reduces what the customer owes; no money moves. What is left after its invoice is settled waits as **Remaining** credit, so a refund is recorded only when money actually leaves your bank, and only as much as the invoice received. **The limit is what you sold, not what is unpaid.** A customer who has paid in full can still return goods, so a paid invoice can be credited. Capping all its credit notes together at the invoice's total means the same sale can never be credited twice over. ## Work faster - **Find credit still to be used.** On the **Credit notes** list, choose **Has remaining credit** under **Remaining credit** to see every credit note with credit left to apply or refund. See [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/). - **Use credit when the customer pays.** Tick the credit note under **Available credits** when you record their next payment, and the receipt and the credit settle the invoices together. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Cancel the invoice when none of it should stand.** **Cancel invoice** issues the **Reversal** credit note for the whole amount in one step. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **Approve from the list.** If you approve credit notes, **Awaiting my approval** under **Approval** lists the ones waiting for you. See [Document approval](https://easysales.work/help/quotations/document-approval/). ## Examples Harbour Café's INV-10000322 is for SGD 2,398.00, and the café has paid SGD 2,000.00. It returns a display shelf, and Mei Tan issues a **Goods returned** credit note for SGD 400.00 plus GST 9% of SGD 36.00, SGD 436.00 in all. | | Amount | |---|---| | Invoice still owed before the credit note | 398.00 | | Applied to INV-10000322 on issue | 398.00 | | **Remaining** on the credit note | 38.00 | The invoice now owes nothing and reads **Paid**, because a payment took part. The SGD 38.00 can go against the café's next invoice, or be refunded. **Credit or cancel?** Mei issued INV-10000340 for SGD 1,090.00 to Harbour Café, but the work was for a different customer. None of it should stand and nothing has been paid, so she [cancels the invoice](https://easysales.work/help/invoices/void-an-invoice/), and easySales issues the **Reversal** credit note itself. Had only one line been wrong, she would have issued a credit note for that line and left the rest of the invoice standing. ## Common questions - **What is a credit note?** A numbered document that reduces what an issued invoice charges, in full or in part. The invoice stays unchanged; the credit note records the correction and its reason. - **What is the difference between a credit note and a refund?** A credit note reduces what the customer owes. A refund records money you pay back, out of a credit note's **Remaining** credit or a receipt's unapplied money. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). - **Should I cancel the invoice or issue a credit note?** Cancel the invoice when none of it should stand. Issue a credit note when only part of the charge is wrong, such as returned goods or a lower agreed price. See [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/). - **Can I create a credit note without an invoice?** No. Every credit note is raised from one issued invoice. A draft or cancelled invoice cannot be credited. - **Can I issue a credit note on an invoice that is already paid?** Yes. You can credit up to the invoice's total less earlier credit notes; on a paid invoice the whole credit stays as **Remaining** for the customer. - **Who can create credit notes?** Anyone whose role has **Credit Note** **Add**, **Edit** and **View**. The **Administrator** role has them; an administrator can add them to other roles. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **How do I see how much credit a customer has left?** On the **Credit notes** list, filter by **Account** and choose **Has remaining credit**; the **Remaining** column shows each amount. ## Related - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [Invoices](https://easysales.work/help/invoices/overview/) - [Payments](https://easysales.work/help/payments/overview/) - [Refund a customer](https://easysales.work/help/payments/refund-a-customer/) - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Credit and debit notes](https://easysales.work/help/knowledge/credit-and-debit-notes/) --- # Create a credit note > How to create a credit note in easySales for returned goods, an overcharge or a lower agreed price: start from the invoice, choose a reason and save a draft. Source: https://easysales.work/help/credit-notes/create-a-credit-note/ A [credit note](https://easysales.work/help/credit-notes/overview/) always starts from the invoice it corrects. It needs the **Credit Note** permission, which the **Administrator** role has; an administrator can add it to other roles. ## Before you start You need **Credit Note** **Add**, **Edit** and **View**, and **Invoice** **View** on the invoice. The invoice must be issued: a draft or cancelled invoice has no **New credit note** control. Decide which lines, or which part of them, you are crediting. ## Steps 1. Open the issued invoice. 2. Select **New credit note** in its **Payments and credits** section, or in the **···** menu under **Receivables**. The drawer is titled with the invoice number. 3. Check the **Contact** and **Salesperson**, which start as the invoice's. 4. Choose a **Reason**. A line under it explains each one: **Reversal**, **Goods returned**, **Allowance**, **Over-invoiced** or **Other**. 5. Check the **Credit note date**, which opens on today. 6. If you chose **Other**, describe the reason in the **Remark**; it is required for that reason. 7. Add a line for each item you credit, with its quantity and unit price as positive amounts. 8. Select **Save draft**. ## What happens next The drawer closes and the draft appears under **Payments and credits** on the invoice, with the **Draft** tag, and on the **Credit notes** list as **Draft (no number)**. It has no number yet (**Not issued yet**) and does not change the invoice's balance until you [issue it](https://easysales.work/help/credit-notes/issue-a-credit-note/). Until then you can open it to edit it, open its **PDF** (marked as a draft), or delete it with **Delete** in its **···** menu. ## Rules to know - The **Currency** and **Taxes** come from the invoice and cannot be changed. A line can use only a tax the invoice itself charges, or none. - If your company was not registered for tax on the invoice's date, the credit note carries no tax. - If your company was registered for GST in Singapore on the invoice's date, a line left at "None" is flagged under the lines. Change its tax to a zero-rated, exempt or out-of-scope code before you issue; a credit note with such a line is not issued. - A foreign-currency credit note that carries GST prints the **For Singapore GST Purpose Only** block with its amounts in SGD, at the rate of the invoice it credits, as that invoice does. - Every line names an existing product; you cannot create a product from a credit note line. - The most you can credit is the invoice's total less credit notes already issued against it, not what is still unpaid. You can credit an invoice that is paid in full. The limit is checked when you issue: a draft above it saves, but issuing it is refused with the amount that can still be credited. - A **Reversal** or **Over-invoiced** credit note on a deposit invoice cannot take it below what later invoices have already deducted. ## Why it works this way **A credit note belongs to one invoice.** It corrects a specific sale, so it starts from that invoice and carries its contact and salesperson. Its PDF prints the invoice number and the reason, so your customer can match it to the charge it reduces. **Tax and currency come from the invoice.** A credit note takes back part of a sale already taxed at the invoice's rates, in the invoice's currency. A line from an invoice taxed at 8% is credited at 8% even after the rate has risen, so the tax you reduce is exactly the tax you declared. A credit note is deducted from its invoice without conversion, so the two currencies must match. **Amounts are entered as positive figures.** A credit note reduces the invoice because it is a credit note, not because of a minus sign. One lamp at SGD 180.00 reads the same on screen, on the PDF and to your customer. **A draft changes nothing.** A draft has no number and does not touch the invoice's balance. You can prepare it while returned goods are checked or a price is agreed, and delete it without leaving a gap in your credit note numbers. ## Work faster - **Credit the quantity, not the whole line.** For a part return, enter only the returned quantity at the invoice's unit price; the rest of the invoice stays charged. See [Products and line items](https://easysales.work/help/concepts/products-and-line-items/). - **Let the terms fill themselves.** Mark a **Credit Note** template as the default, and every new credit note starts with it under **Terms and conditions**; **Use a saved template** swaps in another. See [Standard templates](https://easysales.work/help/documents/standard-templates/). - **Cancel the invoice instead of crediting all of it.** When none of the invoice should stand, **Cancel invoice** issues a **Reversal** credit note for the whole amount in one step. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **Check the PDF before you issue.** **PDF** opens the draft's PDF, so you can check the lines and totals while they can still change. ## Examples Harbour Café returns one of two table lamps billed on INV-10000321 at SGD 180.00 each. Mei Tan opens the invoice, selects **New credit note** under **Payments and credits** and chooses **Goods returned**. She adds one line: the lamp product, quantity 1, unit price 180.00. The totals read **Subtotal** SGD 180.00, GST 9% SGD 16.20 and **Total** SGD 196.20. She selects **Save draft**, and the draft waits on the invoice while the café's store checks the lamp. **Hours billed twice.** INV-10000325 charged Harbour Café for 12 hours of site supervision at SGD 85.00, but the team worked 10. Mei chooses **Over-invoiced** and adds one line for the difference: quantity 2, unit price 85.00. The totals read **Subtotal** SGD 170.00, GST 9% SGD 15.30 (170.00 × 9%) and **Total** SGD 185.30; the 10 hours worked stay charged. **A reason that fits no category.** Daniel Lim credits SGD 50.00 of a delivery charge as a goodwill gesture after a late install. He chooses **Other**, and **Save draft** is refused until he writes in the **Remark** why the credit was given. The PDF then prints the reason as "Other" followed by his remark. ## Common questions - **Can I change the tax or currency on a credit note?** No. Both come from the invoice it credits. A line can use only a tax that invoice charges, or none. - **Do I enter negative amounts on a credit note?** No. Enter quantities and prices as positive figures; a negative total is refused. - **Can I credit part of an invoice line?** Yes. Enter a lower quantity, such as 1 of 2 lamps, or the price difference as the unit price. - **Does a draft credit note change what the customer owes?** No. Only issuing it reduces the invoice's balance. A draft has no number and can be deleted. - **Why can't I find New credit note on my invoice?** The invoice is a draft or cancelled, or your role lacks **Credit Note** **Add**, **Edit** or **View**. A draft invoice is corrected by editing it. - **Can I print a credit note before issuing it?** Yes. **PDF** shows the draft's PDF, marked as a draft, with no number; it is not a valid credit note until it is issued. - **How much can I credit on one invoice?** Up to the invoice's total less credit notes already issued against it, even if it has been paid in full. ## Related - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/) - [Cancel a credit note](https://easysales.work/help/credit-notes/cancel-a-credit-note/) - [Invoice details](https://easysales.work/help/invoices/invoice-details/) --- # Issue a credit note > How to issue a credit note in easySales, apply its credit to the invoice and other invoices, unapply it, or refund what is left to the customer. Source: https://easysales.work/help/credit-notes/issue-a-credit-note/ When a [draft credit note](https://easysales.work/help/credit-notes/create-a-credit-note/) is ready, issue it: it takes its number and reduces the invoice it corrects. It needs the **Credit Note** permission, which the **Administrator** role has; an administrator can add it to other roles. ## Before you start You need **Credit Note** **Edit**. The draft needs a **Reason**, a **Remark** if the reason is **Other**, and at least one line. Applying or refunding credit also needs **Invoice** **Edit**. ## Steps 1. Open the draft. Under **Payments and credits** on the invoice it has no number yet, so select the dash beside its **Draft** tag; on the **Credit notes** list, select **Draft (no number)**. 2. Select **Issue**, read the **Issue credit note** dialog and select **Issue credit note**. 3. Open the issued credit note again to see its **Credit** section: **Credit note total**, **Applied**, **Refunded** and **Remaining**, and under **Applied to**, each invoice it went to. 4. To use what remains on other invoices, select **Apply to invoices**. The dialog opens with the credit spread over the account's open invoices, oldest first; change any amount, or select **Oldest first** to spread it again, then select **Apply credit**. 5. To pay it back instead, select **Refund**. Enter the **Refund date**, **Method**, **Amount refunded** and **Reference**, then select **Record refund**. ## What happens next The credit note takes its number, by default starting `CN-`, and is applied to its own invoice at once, up to what the invoice still owes. On a paid invoice nothing is applied there and all the credit remains. An issued credit note cannot be edited or deleted, only [cancelled](https://easysales.work/help/credit-notes/cancel-a-credit-note/). If your company requires approval for credit notes, the dialog also offers a **Note for the approver**, and a credit note its rule holds is submitted instead of issued: it shows **Pending approval**, has no number and changes no balance until an approver selects **Approve and issue**. See [Document approval](https://easysales.work/help/quotations/document-approval/). A refund gets its own number, by default starting `RF-`, and appears under **Refunds** on the credit note and on the account's **Receipts** tab. ## Rules to know - Credit applies only to the same account's issued invoices in the same currency. Credit you apply by hand is dated today; the credit applied on issue takes the **Credit note date**. - You can also use the credit when you [record the customer's next payment](https://easysales.work/help/payments/record-a-payment/), under **Available credits**. - Issuing is refused when the credit note would take the total credited on its invoice above the invoice's total; the message gives the most that can still be credited. - A refund cannot exceed what the original invoice actually received. Credit on an unpaid invoice can only be applied. - If the customer still owes on other invoices, **Refund** warns you but still allows it. - **Unapply** on a line under **Applied to** takes that credit back off the invoice, with a reason. The credit returns to **Remaining** and the invoice owes it again. - **Void** beside a refund, confirmed with a reason and **Void refund**, undoes a refund recorded in error. Its amount returns to the credit note. - The credit note that cancelling an invoice creates cannot be unapplied, refunded or used elsewhere. - If the connection drops, saving again is safe: credit is applied once. - If someone changes the draft at the moment you issue it, for example in another tab or through a connected AI app, nothing is issued and you see *This draft credit note was changed while it was being issued. Review it and issue it again. Nothing was issued.* - Once a credit note is issued, a change or delete still open elsewhere is refused: *This credit note is no longer a draft*, and nothing is changed. ## Why it works this way **Issuing settles its own invoice first.** The credit note was written to reduce that invoice, so on issue it goes there, up to what the invoice still owes. Only what is left over becomes credit for the customer to use elsewhere, and you do not need to apply it by hand to the invoice it was written for. **The number comes at issue, not with the draft.** Drafts are prepared, changed and deleted. Because only an issued credit note takes a `CN-` number, deleted drafts leave no gaps, and a cancelled credit note keeps its number, so your series accounts for every one. **You can refund only money that came in.** Refunds out of an invoice's credit notes are capped at what that invoice received. When an unpaid invoice is credited, the credit settles the invoice instead, so no cash goes out for a sale nobody paid for. **Unapplying keeps a trail.** Taking credit back off an invoice marks the allocation reversed, with your reason, instead of deleting it. You can still see where the credit went, when it moved and why. ## Work faster - **Use leftover credit on the next payment.** Tick the credit note under **Available credits** when you record the customer's payment, and cash and credit settle the invoices together. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Accept the oldest-first split.** **Apply to invoices** opens with the credit already spread over the oldest open invoices; change only the lines you want different. - **Find credit not yet used.** On the **Credit notes** list, choose **Has remaining credit** under **Remaining credit**. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - **Refund the whole remainder in one step.** **Amount refunded** starts at the full remaining credit; lower it only for a part refund. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). - **Approve from the list.** If you approve credit notes, **Awaiting my approval** on the **Credit notes** list shows the ones waiting for you. See [Document approval](https://easysales.work/help/quotations/document-approval/). ## Examples Harbour Café's INV-10000322 for SGD 2,398.00 has been paid SGD 2,000.00. Mei Tan issues a **Goods returned** credit note, CN-10000061, for SGD 436.00. | Step | Invoice owes | **Applied** | **Refunded** | **Remaining** | |---|---|---|---|---| | Before issue | 398.00 | — | — | — | | **Issue** | 0.00 | 398.00 | 0.00 | 38.00 | | **Refund** SGD 38.00 by bank transfer | 0.00 | 398.00 | 38.00 | 0.00 | The café paid SGD 2,000.00 on this invoice, so a refund of SGD 38.00 is allowed. Had the café paid nothing, the whole SGD 436.00 would have gone against the invoice on issue, leaving nothing to refund. **Leftover credit on the next invoice.** Suppose Mei keeps the SGD 38.00 as credit instead. The café's next invoice, INV-10000335 for SGD 545.00, is its only open SGD invoice. Mei opens CN-10000061 and selects **Apply to invoices**; the dialog puts 38.00 against INV-10000335. She selects **Apply credit**: the invoice owes SGD 507.00 (545.00 − 38.00) and reads **Partial Paid**, and CN-10000061's **Remaining** is 0.00. **An allowance on an unpaid invoice.** INV-10000330 charged Harbour Café a design fee of SGD 3,000.00 plus GST 9% of SGD 270.00, SGD 3,270.00 in all, and nothing has been paid. Lim & Co agrees 10% off the fee for a late handover. Mei issues an **Allowance** credit note for SGD 300.00 plus GST SGD 27.00, SGD 327.00 in all. All of it is applied on issue: the invoice owes SGD 2,943.00 (3,270.00 − 327.00) and reads **Partial Paid**, and the credit note has nothing left to refund. ## Common questions - **Does issuing a credit note refund the customer?** No. It reduces what the invoice owes. To pay money back, record a refund from its **Remaining** credit. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). - **Can I edit a credit note after issuing it?** No. Cancel it and issue a new one. See [Cancel a credit note](https://easysales.work/help/credit-notes/cancel-a-credit-note/). - **Why does my invoice say Partial Paid when the customer has not paid?** A credit note reduced what it owes. **Partial Paid** means the invoice owes something but less than its total, whether a payment or a credit made the difference. - **Why does my invoice say Credited instead of Paid?** Credit notes settled it in full and no payment was recorded on it. An invoice settled with any payment on it reads **Paid**. - **Can I use a credit note on a different invoice?** Yes, on the same account's issued invoices in the same currency: use **Apply to invoices** on the credit note, or **Available credits** when you record a payment. - **How do I take credit off the wrong invoice?** Select **Unapply** on that line under **Applied to** and give a reason. The credit returns to **Remaining**, ready to apply elsewhere. - **Why can't I refund the credit?** Refunds out of an invoice's credit notes cannot exceed what that invoice received. On an unpaid invoice, apply the credit to an invoice instead. - **Why does my credit note say Pending approval?** Your company holds some credit notes for approval. It takes its number when an approver selects **Approve and issue**. ## Related - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/) - [Cancel a credit note](https://easysales.work/help/credit-notes/cancel-a-credit-note/) - [Record a payment](https://easysales.work/help/payments/record-a-payment/) - [Refund a customer](https://easysales.work/help/payments/refund-a-customer/) --- # Cancel a credit note > How to cancel or void an issued credit note in easySales, delete a draft one, and what happens to the invoice balance and any refund. Source: https://easysales.work/help/credit-notes/cancel-a-credit-note/ What you can undo depends on whether the [credit note](https://easysales.work/help/credit-notes/overview/) has been issued. It needs the **Credit Note** permission, which the **Administrator** role has; an administrator can add it to other roles. ## Before you start A draft needs **Credit Note** **Delete**; an issued credit note needs **Credit Note** **Edit** to cancel. Cancelling is refused while any of the credit note's money has been refunded: void that refund first. The credit note a [cancelled invoice](https://easysales.work/help/invoices/void-an-invoice/) created cannot be cancelled at all. ## Steps *[Diagram: What a credit note's status can become: a draft is deleted or issued; an issued credit note can be cancelled, which keeps it on record and takes its credit back.]* **A draft:** 1. Open it: under **Payments and credits** on the invoice, select the dash beside its **Draft** tag, or select **Draft (no number)** on the **Credit notes** list. 2. In the **···** menu, select **Delete**, then select **Delete draft** in the **Delete draft** dialog. **An issued credit note:** 1. Open it and, in the **···** menu, select **Cancel credit note**. 2. Read the confirmation, then select **Confirm cancellation**, or **Keep it** to back out. ## What happens next A deleted draft is gone from the invoice. It never had a number and never changed any balance. A cancelled credit note stays on record with its number, marked **Cancelled**. Every amount it applied is taken back, on its own invoice and on any other invoice it was used on, and those invoices owe that amount again. Their statuses follow, so an invoice that read **Credited** can go back to **Unpaid**. > **Caution** > > Cancelling cannot be undone. To credit the invoice again, create and issue a new credit note. ## Rules to know - A cancelled credit note's PDF is marked as cancelled, and it no longer counts towards what has been credited on the invoice. - A prompt-payment discount taken when a payment was recorded is a credit note too; cancelling it is how you undo the discount. See [Payment differences](https://easysales.work/help/payments/payment-differences/). - To take credit off one invoice but keep the credit note, use **Unapply** on the credit note instead; see [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/). - A draft waiting for approval cannot be changed or deleted until its request is withdrawn. See [Document approval](https://easysales.work/help/quotations/document-approval/). ## Why it works this way **A draft can disappear; an issued credit note cannot.** A draft never had a number or moved a balance, so deleting it leaves nothing to explain. An issued credit note has a number your customer may already hold, so cancelling keeps it, marked **Cancelled**, and your series still accounts for every number. **Cancelling takes back all of its credit, wherever it went.** One credit note's credit can settle several invoices. Cancelling releases every one of those amounts, so no invoice keeps a reduction from a credit note that no longer stands. **Money paid out comes first.** If part of the credit was refunded, cancelling would leave the customer holding money with no credit behind it. A refund recorded in error is voided first; money that really left stays covered by its credit note. ## Work faster - **Unapply instead of cancelling.** When the credit is right but landed on the wrong invoice, **Unapply** moves it back to **Remaining** and keeps the credit note. See [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/). - **Clear out unused drafts.** A draft has no number, so deleting one leaves no gap. On the **Credit notes** list, choose **Draft** under **Status** to find them. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - **Reissue from the same invoice.** After cancelling, select **New credit note** on the invoice and enter the correct lines. See [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/). - **Void a refund in the same drawer.** **Void** beside the refund under **Refunds** clears the way to cancel without leaving the credit note. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). ## Examples Mei Tan issued CN-10000062 for SGD 196.20 against Harbour Café's INV-10000321, for a returned lamp. The café's store then finds the lamp was never sent back. INV-10000321 was for SGD 392.40 and nothing had been paid, but the credit left it owing SGD 196.20, so it read **Partial Paid**. Mei opens CN-10000062 and selects **Cancel credit note**, then **Confirm cancellation**. The credit note stays on record as **Cancelled**, and INV-10000321 owes the full SGD 392.40 again, reading **Unpaid**. **A refund in the way.** CN-10000061 credited SGD 436.00 on INV-10000322, a SGD 2,398.00 invoice the café had paid SGD 2,000.00 on: 398.00 was applied there, and the 38.00 left was recorded as refund RF-10000007. The shelf turns out never to have been returned, and the transfer was never made. **Cancel credit note** is refused because the credit note has been refunded. Mei opens CN-10000061, selects **Void** beside RF-10000007, enters a reason and selects **Void refund**; **Remaining** is 38.00 again. She then cancels the credit note: INV-10000322 owes SGD 398.00 (2,398.00 − 2,000.00) again and reads **Partial Paid**. ## Common questions - **Can I delete an issued credit note?** No. Cancel it instead: it keeps its number and is marked **Cancelled**. Only a draft can be deleted. - **Can I undo cancelling a credit note?** No. To credit the invoice again, create and issue a new credit note. - **Why can't I cancel this credit note?** Part of its credit has been refunded, so void the refund first; or it is the **Reversal** credit note a cancelled invoice created, which cannot be cancelled. - **What happens to the invoice when I cancel its credit note?** It owes the credited amount again, and its status follows: **Credited** can become **Unpaid**, and **Paid** can become **Partial Paid**. - **Does a cancelled credit note keep its number?** Yes. It stays on record with its number, and its PDF is marked as cancelled. - **How do I undo a prompt-payment discount?** Cancel the credit note the discount created. The invoice owes the discount amount again. See [Payment differences](https://easysales.work/help/payments/payment-differences/). - **Should I unapply or cancel a credit note?** Unapply when the credit note is right but its credit went to the wrong invoice. Cancel when the credit note should not exist at all. ## Related - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/) - [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/) - [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/) --- # Reports > Open the easySales sales reports — sales by salesperson, quotation win rate, top customers and products, receivables ageing — and export them as CSV. Source: https://easysales.work/help/reports/overview/ **Reports** turns your issued invoices, credit notes and quotations into figures: who sold how much, how many quotations turned into invoices, which customers and products bring in the most, and who owes you money. A report shows only the documents your role lets you see, and every report can be downloaded as a CSV file. ## Where to find it Select **Reports** in the sidebar. The page lists the reports you can open in two groups, **Sales** and **Receivables**. If none is listed, the page says *No reports are available for your role.* ## Open a report 1. Select **Reports** in the sidebar. 2. Select **Open report** on a card, or the card itself. 3. Set the filters at the top of the report. The figures change as you change a filter. 4. To go back, select **Reports** in the breadcrumb. A sales report opens on **This month**; **Receivables ageing** opens on today. A report does not keep your filters: each time you open it, it starts from these again. ## The four reports | Report | Group | What it answers | |---|---|---| | **Sales performance** | Sales | Who sold how much in a period, with credit notes deducted | | **Quotation conversion** | Sales | How many quotations were accepted and turned into invoices | | **Sales by customer or product** | Sales | Which customers or products bring in the most net sales | | **Receivables ageing** | Receivables | Who owes you, and how long overdue, as of a day | What each report counts, and its filters, are in [Report figures](https://easysales.work/help/reports/report-figures/). ## Who can open a report - Every report needs **Report** **View**; without it, **Reports** is not in the sidebar. - **Sales performance** and **Sales by customer or product** also need **Invoice** **List**. **Quotation conversion** needs **Quote** **List**. - If either grant is **Own records only**, the report counts only your own documents — the ones your invoice or quotation list shows you — and carries the tag **Only your records**. Its card on the **Reports** page shows the same tag. - **Receivables ageing** needs **Report** **View**, **Invoice** **List** and **Invoice** **View**, all at **All records**, and **Account** **List**. A customer's balance needs every invoice, payment and credit on it, so the report is not listed for a role limited to its own invoices, and opening its address shows *This report needs company-wide access*. With **Account** **List** at **Own records only**, it shows the customers your account list shows you, each balance in full, under the tag **Only your records**. - The **Salesperson** and **Account owner** filters appear only if your role can list users, and **Team** only if it can view the system settings. ## Export a report 1. Open the report and set the filters. 2. Select **Export CSV**. The file downloads, and a message gives its name and number of rows. The file holds the same rows as the screen, with the same filters and record limits, then a **Total** row. Documents left out of the totals follow at the end, each marked *Not converted*. The file opens in Excel; its column headings are in English, and amounts are exact, without thousands separators. Every export is recorded in the [audit trail](https://easysales.work/help/administration/audit-trail/); opening a report is not. ## Rules to know - A report covers at most 24 months. The **Period** picker offers **This month**, **Last month**, **This quarter** and **This year**, or any start and end day you pick. - Amounts are in your company's base currency, each document converted at its own recorded exchange rate. Choose a **Currency** to see only that currency's documents, in their own amounts. - A document in another currency with no recorded rate is left out of the totals and listed in a message under the table; select **Show the documents** to see which. - Tax is excluded unless you switch **Tax basis** to **Incl. tax**. - More than 50,000 rows cannot be exported: narrow the filters and try again. After many exports in a short time, the message *Too many exports. Wait a moment and try again.* appears. - A report never changes a document. To correct a figure, correct the invoice, quotation or credit note behind it. ## Why it works this way **A report counts only what your customer was billed.** A draft can still change or be deleted, and a cancelled invoice was withdrawn, so neither is a sale. Counting only issued invoices and issued credit notes keeps the figures in line with the documents in your books, your customer's books and your tax return. **Each document keeps the rate it was recorded at.** Converting at today's rate would make last quarter's sales change every day. The recorded rate is the one in your books, so a report agrees with the [customer statement](https://easysales.work/help/accounts/customer-statement/) and the [accounting export](https://easysales.work/help/invoices/accounting-export/). A document with no recorded rate is listed apart, never converted at a guessed rate. **A report shows what your role shows.** A salesperson with **Own records only** sees their own figures, not the whole team's. **Receivables ageing** is withheld from such a role because a balance built from only some of a customer's invoices would look complete and be wrong, and someone could chase a customer who has already paid. **An export is recorded, a look is not.** A CSV file leaves easySales with your sales and your customers' balances in it. The [audit trail](https://easysales.work/help/administration/audit-trail/) shows who exported which report, for which period, and when. ## Work faster - **Pick a preset period.** Open **Period** and choose **This month**, **Last month**, **This quarter** or **This year** instead of typing two dates. See [Report figures](https://easysales.work/help/reports/report-figures/). - **Open reports side by side.** Ctrl-click (Cmd-click on a Mac) **Open report** to open each report in its own browser tab; each keeps its own filters while you compare. - **Go from a balance to the customer.** In **Receivables ageing**, select a customer's name to open the account, then download a [customer statement](https://easysales.work/help/accounts/customer-statement/) to send. - **Narrow to a team or several people.** **Team** and **Salesperson** narrow every sales report; **Salesperson** takes more than one name. Teams are set up in [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). - **Make it part of the week.** Five minutes with **Receivables ageing** and **Quotation conversion** every Monday fits the [weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/). ## Examples **A salesperson who sees her own figures.** At Lim & Co, Mei Tan's role has **Report** **View** and **Quote** **List** at **All records**, and **Invoice** **List** at **Own records only**. Her **Reports** page shows **Sales performance** and **Sales by customer or product** with the tag **Only your records**, and **Quotation conversion** without it. **Receivables ageing** is not listed. For October her **Net sales** is SGD 5,517.50; Daniel Lim, an administrator, sees SGD 8,017.50 for the same month, because his figure includes everyone's invoices. The figures are worked out in [Report figures](https://easysales.work/help/reports/report-figures/). **The month-end file for the accountant.** On 3 November Daniel opens **Sales performance**, chooses **Last month** (1 to 31 October) and selects **Export CSV**. The message reads *sales-performance-2026-10-01-to-2026-10-31.csv downloaded (2 rows).*: one row for each of the two salespeople. The file also has a **Total** row, which the count leaves out. ## Common questions - **Who can see sales reports in easySales?** Anyone whose role has **Report** **View** and **List** on the module the report reads: **Invoice** for the sales reports, **Quote** for **Quotation conversion**. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Can a salesperson see only their own sales?** Yes. Set **Invoice** **List** or **Quote** **List** to **Own records only**; the reports then count only that person's documents and show **Only your records**. - **Why is Receivables ageing missing from my Reports page?** It needs **Report** **View**, **Invoice** **List** and **Invoice** **View** at **All records**, and **Account** **List**. Ask your administrator if you need it. - **Can I export a report to Excel?** Yes. Select **Export CSV**; the file opens in Excel, with the same rows as the screen and a **Total** row. A file of more than 50,000 rows is refused. - **Are report amounts before or after tax?** Before tax, unless you switch **Tax basis** to **Incl. tax**. **Sales by customer or product** is always before tax. - **Why are some invoices missing from the report totals?** They are in another currency and have no recorded exchange rate. Select **Show the documents** under the table to see which; choose their currency under **Currency** to see them in their own amounts. See [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/). - **Does a report remember my filters?** No. Each report opens on **This month**, or on today for **Receivables ageing**, every time. - **Is opening a report recorded in the audit trail?** No. Only an export is recorded, with the report, the period and the number of rows. ## Related - [Report figures](https://easysales.work/help/reports/report-figures/) - [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Accounting export](https://easysales.work/help/invoices/accounting-export/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) --- # Report figures > How easySales works out report figures — net sales, credit notes, quotation win rate, sales by customer or product and receivables ageing buckets. Source: https://easysales.work/help/reports/report-figures/ Every figure in [Reports](https://easysales.work/help/reports/overview/) comes from documents already in easySales, by the same rules as the invoice list and the account statement. This page lists what each report counts and which filters it has. ## Rules for every report - Only **issued** invoices count. Draft and cancelled invoices are left out of every period, and so are the credit notes on them. An invoice that is **Paid**, **Credited** or **Written off** still counts. - An invoice belongs to the period of its **Invoice date**. A credit note is deducted in the period of its own date, not in its invoice's period. It belongs to its invoice: it counts for the invoice's salesperson and customer, at the invoice's exchange rate. Only issued credit notes count. - With **Currency** at **All (converted to** your base currency**)**, each document is converted at its own recorded rate, rounded once to your base currency's smallest unit (the cent, for SGD), and then the converted amounts are added up. A document in another currency with no recorded rate is left out and listed apart. With one currency picked, only that currency's documents count, in their own amounts. - Amounts exclude tax by default. **Tax basis** **Incl. tax** uses what the customer is charged. - A period runs from its first day to its last, both included. **This month**, **This quarter** and **This year** are whole calendar months, quarters and years, so they include days still to come. ## Sales performance - **Filters:** **Period** (by invoice date), **Team**, **Salesperson**, **Currency**, **Tax basis**. - **Figures:** **Net sales**, **Invoiced** and **Invoices issued**, each with the previous period under it, and **Credit notes** with how many were issued; a chart of **Net sales by salesperson** and a **Monthly trend** of invoiced and net amounts. - **Net sales** is **Invoiced** less **Credit notes**. - **Previous period** is the same number of days, ending the day before your period starts. For 1 to 31 October it is 31 August to 30 September. - **Table:** per salesperson, **Invoices**, **Invoiced**, **Credit notes** (how many, then the amount) and **Net**, largest net first, with a **Total** row. Invoices with no salesperson are one row, **No salesperson**. ## Quotation conversion - **Filters:** **Period** (by the day the quotation was created), **Team**, **Salesperson**, **Currency**, **Tax basis**. - **Which quotations:** created in the period and not drafts. A revised quotation counts once, as its latest revision. - **Figures:** **Quotations issued** and **Accepted**, each with its value, **Win rate** and **Invoiced**. - **Win rate** is accepted ÷ (accepted + rejected), to one decimal place. Open quotations are not in it. - **Invoiced** counts quotations with at least one issued invoice raised from them that has not been cancelled, whenever the invoice was issued. - **Table:** per salesperson, **Issued**, **Issued amount**, **Accepted**, **Accepted amount**, **Rejected**, **Open** (with how many are past their expiry date today), **Invoiced**, **Win rate** and **Days to close**: the average number of days from creation to acceptance or rejection. - Quotation amounts are estimates; invoices are the money record. ## Sales by customer or product - **Filters:** **Period** (by invoice date), **Team**, **Salesperson**, **Currency**, **Rank by** (**Customer** or **Product**) and **Show** (**Top 10**, **Top 20** or **Top 50**; it opens on **Top 20**). Always excluding tax. - The documents are the same as in Sales performance, so its total equals that report's net sales. Everything below the top rows is one **Others** line, with how many rows it holds. - **Table:** rank, the customer or product, **Invoices**, **Quantity** (by product only), **Net sales** and **Share** of the total. - **By customer:** the account the invoice is billed to. A credit note counts for its invoice's customer. An account merged into another counts as the account it was merged into. - **By product:** each document's amount is split over its lines in proportion to the line totals. A credit note's lines are subtracted the same way, quantities too. Deduction lines and lines with no product are one row, **Deductions (not allocated to products)**. ## Receivables ageing - **Filters:** **As of** (today unless you pick a day), **Customer** and **Account owner**. - **Figures:** **Outstanding**, **Overdue**, **Over 90 days** and **Customers with a balance**, in your base currency. **Overdue** is everything in **1–30**, **31–60**, **61–90** and **90+**. - **Table:** per customer, their **Account owner**, the balance in **Current**, **1–30**, **31–60**, **61–90** and **90+** days overdue, and the **Balance**, largest first. Each invoice's remaining balance is aged by its due date: on or before the due date it is **Current**. - Each customer's balance is the one their account page shows on the same day: issued invoices less payments, credit notes and write-offs dated up to the **As of** day. Money paid in but not yet applied counts as the customer's credit in **Current**, and a customer who has paid more than they owe shows the tag **Credit**. A customer with no balance is not listed. - With more than 2,000 customers to list, the report does not load; pick an **Account owner** or one **Customer** first. ## Rules to know - The numbers of credit notes in the list of left-out documents need **Credit Note** **List**; without it, the line names no number. - A report never changes a document. To correct a figure, correct the invoice, quotation or credit note. ## Why it works this way **A credit note lowers sales in its own period.** A month you have already reported to your accountant, or put in a tax return, stays as you reported it. A credit note counts on its own date, which opens on today, so the correction appears in the period you made it, as it does in your books. **A credit note follows its invoice.** It reduces the figures of the salesperson and customer the sale belonged to, so a refund on Mei's job does not land on Daniel. It also converts at the invoice's own rate, so a credit for the whole invoice brings it to exactly zero, whatever the rate is today. **A cancelled invoice was never a sale.** Cancelling says the charge was a mistake, so the invoice leaves every period, including the month it was dated. A debt you cannot collect is different: you made the sale, so a [bad-debt write-off](https://easysales.work/help/invoices/write-off-a-bad-debt/) leaves sales alone and lowers only the customer's balance. **Balances are aged by the date payment was due.** What matters for chasing is how long past the agreed date a customer is, not how old the invoice is. Because the ageing uses the same figures as the account page and the [customer statement](https://easysales.work/help/accounts/customer-statement/), everyone quotes the customer the same balance. ## Work faster - **Compare with the period before at a glance.** On **Sales performance**, the **Net sales**, **Invoiced** and **Invoices issued** cards show *Previous period* under the figure, so there is no second report to run. - **See what sells, not only who buys.** On **Sales by customer or product**, switch **Rank by** to **Product** and **Show** to **Top 50** to see your best-selling products and their share. Products are set up in the [product catalogue](https://easysales.work/help/products/overview/). - **Look back at a month end.** Set **As of** on **Receivables ageing** to the last day of a month to see what customers owed that day, for your month-end review with the accountant. - **Check one currency in its own amounts.** Choose that currency under **Currency** to see its documents unconverted, including any left out of the converted totals. See [Currencies and exchange rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/). - **Chase from the oldest column.** Start with **90+** and **61–90** on **Receivables ageing**; [Long-overdue debts](https://easysales.work/help/playbook/long-overdue-debts/) has what to say at each stage. ## Examples **Sales performance for October.** Lim & Co's base currency is SGD. In October: - Mei Tan issues INV-10000320 to Harbour Café on 6 October: SGD 4,000.00 before tax, GST 9% SGD 360.00. - Daniel Lim issues INV-10000321 to Seaview Dental on 9 October for SGD 800.00 and cancels it on 15 October. - Daniel issues INV-10000322 to Seaview Dental on 14 October: SGD 2,500.00 before tax, GST SGD 225.00. - Mei issues INV-10000323 to Batik House in Jakarta on 20 October: USD 1,500.00, zero-rated, at a recorded rate of 1.3450, which is SGD 2,017.50. - On 3 October Mei issues a credit note of SGD 500.00 before tax (GST SGD 45.00) on INV-10000318, her Harbour Café invoice of 26 September. - A draft for SGD 1,200.00, dated 28 October, is still waiting. With **Period** at **This month** and tax excluded, the table reads: | Salesperson | Invoices | Invoiced | Credit notes | Credit notes | Net | |---|---|---|---|---|---| | Mei Tan | 2 | 6,017.50 | 1 | 500.00 | 5,517.50 | | Daniel Lim | 1 | 2,500.00 | 0 | 0.00 | 2,500.00 | | **Total** | 3 | 8,517.50 | 1 | 500.00 | 8,017.50 | Mei's invoiced amount is 4,000.00 + 2,017.50 = 6,017.50. The credit note counts in October, for Mei, although its invoice is dated in September. The cancelled invoice and the draft are not counted. **Net sales** is 8,517.50 − 500.00 = SGD 8,017.50. With **Incl. tax**, the net is 4,360.00 + 2,017.50 + 2,725.00 − 545.00 = SGD 8,557.50. **The same month by customer and by product.** Ranked by **Customer**, Harbour Café shows 4,000.00 − 500.00 = SGD 3,500.00, Seaview Dental SGD 2,500.00 and Batik House SGD 2,017.50; the total is SGD 8,017.50, the same as **Net sales**. Ranked by **Product**, Batik House's invoice is split over its two lines, USD 1,000.00 for design consultation and USD 500.00 for fabric samples: 2,017.50 × 1,000 ÷ 1,500 = SGD 1,345.00 and 2,017.50 × 500 ÷ 1,500 = SGD 672.50. **Quotation conversion for Mei.** In October Mei creates six quotations and finalises five of them. Two are accepted, after 4 and 10 days, and one is rejected after 7 days. Two are still open, and one of those expired on 25 October. One of the accepted quotations has an issued invoice. On 3 November Daniel opens **Quotation conversion** with **Period** at **Last month**. Mei's row shows **Issued** 5, **Accepted** 2, **Rejected** 1, **Open** 2 (1 of which expired) and **Invoiced** 1. Her **Win rate** is 2 ÷ (2 + 1) = 66.7%, and her **Days to close** is (4 + 10 + 7) ÷ 3 = 7. The draft is not counted. **Receivables ageing on 31 October.** Seaview Dental owes SGD 2,725.00 on INV-10000322, dated 14 October with a 30-day term, so due on 13 November, and SGD 1,090.00 on INV-10000290, due on 14 September. Grace Koh, a homeowner, has paid SGD 300.00 that is not yet applied to any invoice. With **As of** 31 October: - Seaview Dental: **Current** 2,725.00 and **31–60** 1,090.00, because 14 September is 47 days before 31 October; **Balance** 3,815.00. - Grace Koh: **Current** −300.00, **Balance** −300.00, with the tag **Credit**. - If these are the only balances, **Outstanding** is 3,815.00 − 300.00 = SGD 3,515.00, **Overdue** is SGD 1,090.00 and **Customers with a balance** is 2. Set **As of** to 30 September and INV-10000322 is not yet there; INV-10000290 is 16 days overdue and sits in **1–30**. ## Common questions - **How is net sales calculated?** Issued invoices dated in the period, less issued credit notes dated in the period, before tax unless you choose **Incl. tax**. Drafts and cancelled invoices are not counted. - **Why did last month's sales figure change?** An invoice dated last month was cancelled, which takes it out of every period, or an invoice or credit note was issued with a date in last month. A credit note counts in the period of its own date, never in its invoice's. - **Does writing off a bad debt reduce net sales?** No. The invoice still counts as a sale; the write-off lowers only the customer's balance in **Receivables ageing**. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). - **What is the previous period in Sales performance?** The same number of days, ending the day before your period starts. For a quarter of 92 days it is the 92 days before it. - **How is the quotation win rate calculated?** Accepted quotations divided by accepted plus rejected ones, for quotations created in the period. Open quotations do not lower it. - **Which date does Receivables ageing use?** Each invoice's due date, compared with the **As of** day. Payments, credit notes and write-offs dated after that day are not taken off. - **Does a revised quotation count twice?** No. It counts once, as its latest revision. See [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/). ## Related - [Reports](https://easysales.work/help/reports/overview/) - [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/) - [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/) - [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) --- # Products > Keep a price list of the goods and services you sell, so picking one on a quotation or invoice line fills in its name, description, unit and price. Source: https://easysales.work/help/products/overview/ A product is something you sell, kept once so you do not retype it on every document. Each product is either **Goods** — a thing you supply, such as a roller blind — or a **Service** — work you do, such as an hour of design consultation. The list and the product's page show the type as a tag: **Goods** in blue with a box, **Service** in green with a tool. When you choose a product on a quotation or invoice line, the line takes its name, description, unit and price from it; see [Products and line items](https://easysales.work/help/concepts/products-and-line-items/). ## Where to find it Select **Products** in the sidebar. The list shows every active product your role allows you to see. The search box finds a product by its name, its category or its manufacturer. To see goods or services only, choose **Goods** or **Service** in the **Type** filter in the list's toolbar; on a smaller screen it is under **Filters**. Column settings work as on the other lists — see [Lists and columns](https://easysales.work/help/getting-started/lists/). ## What you can do - [Create a product](https://easysales.work/help/products/create-a-product/), from the list with **New product**, or straight from a quotation or invoice line while you write it. - Open a product to see its **Details**, **Pricing**, **Description** and **History**, and change it with **Edit** at the top of the page. - Remove a product you no longer sell with **Deactivate product** in the **···** menu, and confirm with **Deactivate**. Documents that already list it are unaffected. - Keep the two lists that group your products tidy — [Categories and makers](https://easysales.work/help/products/categories-and-manufacturers/). Open them from the **···** menu at the top of the list, **Categories & manufacturers**. ## Good to know - easySales does not track stock. A product has no quantity on hand, and issuing an invoice does not reduce one. - A product has no tax field. The tax on a line comes from the document, not from the product. - A product's **List Price** is where a line starts. Change the price on the line when a customer pays something different; the product keeps its list price. - A product has one **Currency** and one **List Price**. - Two active products cannot share a name. The check ignores capital letters. - The list has no **Cost** column. A product's cost appears only on its own page. - Your licence may limit how many products your company can keep. When the limit is reached, easySales refuses a new product with a message saying so. ## Permissions You need **Product** **List** to see the list and **View** to open a product. Creating one needs **Add** and **Edit**, changing one needs **Edit**, and deactivating one needs **Delete**. With **Own records only**, you see and change the products you created. The standard **Viewer** role has no **Product** permission, so the sidebar entry does not appear for a Viewer. ## Why it works this way **One entry, one way of writing it.** When every quotation and invoice picks "Roller blind" from the same list, the name, unit and description read the same on every document, and nobody spells it three different ways. **Deactivate, never delete.** Your issued invoices are records you must keep. Deactivating takes a product off new lines while every document that lists it stays exactly as the customer received it. **Every change has a name against it.** The product's **History** records who created it and who changed its price or details, and when. If a quotation went out at an old price, you can see when the price changed. **Costs stay off the list.** The list is the screen you share in a meeting or show a customer, so it carries list prices but never your cost. ## Work faster - **Search by category or maker.** Type a category name, such as "Blinds", in the search box to see every product filed under it. See [Categories and makers](https://easysales.work/help/products/categories-and-manufacturers/). - **Keep the filter in a bookmark.** The **Type** filter is part of the page address, so a bookmark or the browser's Back button returns to services only. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Choose the columns you need.** **Product List Column Setting** shows, hides and reorders columns such as **Code** and **Manufacturer**. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Create products as you quote.** A name typed on a quotation or invoice line becomes a product when you save. See [Create a product](https://easysales.work/help/products/create-a-product/). - **Load your catalogue from a spreadsheet.** [Data import](https://easysales.work/help/administration/data-import/) brings in products from an .xlsx or .csv file; add any new categories first. ## Examples **Checking the hourly rates.** Before quoting a refurbishment, Mei Tan chooses **Service** in the **Type** filter: the list narrows to Lim & Co's services, including "Design consultation" at a **List Price** of SGD 150.00 per HR. She quotes six hours: 6 × 150.00 = SGD 900.00, plus GST 9% of SGD 81.00, SGD 981.00 in all. **Retiring a product.** Lim & Co stops selling "Bamboo blind". Daniel Lim opens it, selects **Deactivate product** and confirms. INV-10000301, which billed four of them, still shows the line and its SGD 720.00 (4 × 180.00); the product is no longer offered on new lines. ## Common questions - **How do I see only services or only goods?** Choose **Service** or **Goods** in the **Type** filter on the **Products** list. - **Why can't I see Products in the sidebar?** Your role has **No access** to **Product** **List**. The standard **Viewer** role has none; ask an administrator. - **Can I delete a product?** You deactivate it with **Deactivate product**. It leaves the list and new lines, and documents that list it keep it. - **Can I sell a deactivated product again?** Create it again as a new product. Its old name is free, because only active products must have different names. - **Who changed this product's price?** Open the product: its **History** shows each change, who made it and when. See [Audit and history](https://easysales.work/help/administration/audit-trail/). - **Can a product have prices in two currencies?** No. A product has one **Currency** and one **List Price**; type the price on the line when you quote in another currency. - **Can my colleagues see the products I add?** With **All records**, yes. With **Own records only**, each person sees the products they created. ## Related - [Products and line items](https://easysales.work/help/concepts/products-and-line-items/) - [Create a product](https://easysales.work/help/products/create-a-product/) - [Line items](https://easysales.work/help/quotations/line-items/) - [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/) - [Repeat business](https://easysales.work/help/playbook/repeat-business/) --- # Create a product > Add a product or service to your easySales price list with its type, unit, list price, cost, default sales tax, category and manufacturer, from the list or a quotation line. Source: https://easysales.work/help/products/create-a-product/ Use this page to add something you sell to your [products](https://easysales.work/help/products/overview/), so it can be picked on quotation and invoice lines. See [Products and line items](https://easysales.work/help/concepts/products-and-line-items/) for what a line takes from a product. ## Before you start You need **Product** **Add** and **Edit**. Decide the product's type: **Goods** for a thing you supply, **Service** for work you do. ## Steps 1. Select **Products** in the sidebar, then **New product**. 2. Choose the **Type**: **Goods** or **Service**. For a service with no unit yet, easySales fills **Unit** with HR. 3. Enter the **Name**. It is required, and no other active product may have the same name. 4. Enter a **Code** if you use product codes. 5. Type a **Unit**, or pick one from the suggestions. Any text is accepted. 6. Choose a **Category** and a **Manufacturer**. If the one you need is missing, type it and choose **Create new category “…”** or **Create new manufacturer “…”** at the end of the menu. 7. Under **Pricing**, choose the **Currency** and enter the **List Price** and the **Cost**. If your company charges tax, choose a **Default sales tax** too. 8. Add a **Description**; it is copied onto document lines. 9. Select **Create product**. ## What happens next easySales opens the new product's page and says it was saved. The product is now offered on quotation and invoice lines. Changes to it later affect only documents written afterwards. ## Create from a document line While writing a quotation or an invoice, type a name in a line's product box that matches no product and choose **Create new product “…”**. The line is marked **New product**; choose its type on the line. easySales creates the product when you save the document, with the line's description, unit and price in the document's currency. To choose an existing product instead, select the button marked **Search products instead**. This needs **Product** **Add**. ## Rules to know - **List Price** and **Cost** are optional. Leave them empty when the price varies; a line then starts with no price. - **Default sales tax** is optional and lists your company's sales tax choices of today. It is not shown when your company charges no tax. - When a quotation, invoice, recurring invoice or credit note line picks the product, the line takes its **Default sales tax** if the document offers that tax on its date; otherwise the line keeps its tax. A different tax from the document's turns on **Per-line tax rates** by itself. - Changing a product's **Default sales tax** does not change documents already written. - A name that an active product already has is refused, whatever its capital letters, and the form says the name already exists under **Name**. - A new category or manufacturer chosen from the menu is created straight away, and needs **Product** **Add** and **Edit**. - Products can be created from a line on quotations and invoices only. Purchase orders, credit notes and recurring invoices cannot create one. - To remove a product, open it and select **Deactivate product** in the **···** menu. Documents that already list it are unaffected. ## Why it works this way **Names are unique so the right item is picked.** If two active products were both called "Roller blind", whoever writes the next quotation would have to guess. One name per product means the line picker offers exactly one match. **Prices can be left blank.** Bespoke work, such as a custom joinery piece, has no fixed price. An empty **List Price** means the line starts empty and you price it for each customer, rather than starting from a figure that is always wrong. **A product made from a line takes the line's figures.** The first price it carries is the one you have just quoted a real customer, so the catalogue starts from a figure your business has used. **A default tax saves choosing it on every line.** A product you always sell zero-rated, such as an export freight charge, can start every line on that tax. The document still decides: a line takes it only where the document's own tax choices allow it. **The type says what you are selling.** A tag on the list and on the product's page shows at a glance whether it is goods or a service, and the **Type** filter lists one or the other when you review your prices. ## Work faster - **Create it while you quote.** Type the name on the line and choose **Create new product “…”**; the product exists once you save. See [Line items](https://easysales.work/help/quotations/line-items/). - **Add a category without leaving the form.** Type a new name in **Category** and choose **Create new category “…”**. See [Categories and makers](https://easysales.work/help/products/categories-and-manufacturers/). - **Let services fill their own unit.** Choose **Service** before you type a unit, and **Unit** is already HR. - **Bring in a whole price list at once.** [Data import](https://easysales.work/help/administration/data-import/) creates many products from an .xlsx or .csv file. - **Write the description for the customer.** It is copied onto each line, so a clear description here saves editing every quotation. See [Write a clear quotation](https://easysales.work/help/playbook/clear-quotation/). ## Examples **A service with an hourly rate.** Mei Tan selects **New product** and chooses **Service**; **Unit** fills in as HR. She names it "Design consultation", enters the **Code** SVC-01, types "Consulting" in **Category** and chooses **Create new category “Consulting”**. Under **Pricing** she chooses SGD and enters a **List Price** of 150.00 and a **Cost** of 60.00, then selects **Create product**. On her next quotation, eight hours come to SGD 1,200.00 (8 × 150.00), and GST 9% adds SGD 108.00, SGD 1,308.00 in all. **A name that already exists.** Daniel Lim tries to add "design consultation". easySales refuses it under **Name** because the active product "Design consultation" has the same name with different capital letters. He opens the existing product instead. ## Common questions - **How do I add a new product or service?** Select **Products** in the sidebar, then **New product**. Choose **Goods** or **Service**, enter a **Name** and select **Create product**. - **Why does easySales say the product name already exists?** Another active product has the same name, perhaps in different capital letters. Open that product, or choose another name. - **Do I have to enter a price?** No. **List Price** and **Cost** are optional; a line using the product then starts with no price. - **Why is the unit already HR?** You chose **Service** while **Unit** was empty. Type any other unit to replace it. - **Which documents let me create a product from a line?** Quotations and invoices. Purchase orders, credit notes and recurring invoices cannot create one. - **Can a product carry its own tax?** Yes. Choose a **Default sales tax** under **Pricing**. A line that picks the product starts with that tax, and you can still change it on the line. - **Can I change a product from Goods to Service later?** Yes. Open the product, select **Edit**, change the **Type** and save. Documents that already list it do not change. ## Related - [Products](https://easysales.work/help/products/overview/) - [Categories and makers](https://easysales.work/help/products/categories-and-manufacturers/) - [Line items](https://easysales.work/help/quotations/line-items/) - [Products and line items](https://easysales.work/help/concepts/products-and-line-items/) --- # Categories and makers > Add, rename and deactivate the product categories and manufacturers in easySales, so your products are grouped consistently and easy to search. Source: https://easysales.work/help/products/categories-and-manufacturers/ Categories and manufacturers are the two lists you choose from when you set up a [product](https://easysales.work/help/products/overview/). Use this page to keep them short and consistent, so products are easy to group and find. ## Before you start You need **Product** **List** to open the lists. Adding an entry needs **Product** **Add** and **Edit**, renaming one needs **Edit**, and deactivating one needs **Delete**. Without these, the lists are read-only. ## Steps 1. Select **Products** in the sidebar, open the **···** menu at the top of the list and choose **Categories & manufacturers**. The **Product catalogue** page opens, with **Categories** and **Manufacturers** side by side. 2. To add an entry, select **New category** or **New manufacturer**, type the **Name** and select **Add**. 3. To rename one, select **Rename** on its row, change the **Name** and select **Save**. 4. To remove one, select **Deactivate** on its row, read **Deactivate this category?** or **Deactivate this manufacturer?**, and select **Deactivate**. The same page is under **System settings** → **Product catalogue**, in the **Data** group. You can also add a category or manufacturer while you set up a product: type the name in the product's **Category** or **Manufacturer** box and choose **Create new category “…”** or **Create new manufacturer “…”** — see [Create a product](https://easysales.work/help/products/create-a-product/). ## What happens next A new or renamed entry is offered at once on every product form. A rename shows on every product that uses the entry. A deactivated entry disappears from the list and from product forms. Products that used it keep their other details but show no category or manufacturer. ## Rules to know - Two active entries in the same list cannot share a name. easySales refuses the duplicate and says the name already exists. - A name has at most 100 characters. - Deactivating cannot be undone from this page. To use the name again, add it as a new entry, then set it on the products again. - A [data import](https://easysales.work/help/administration/data-import/) of products never creates a category or manufacturer. A row naming one that does not exist here is reported as a problem. - Each addition, rename and deactivation is recorded in your company's [audit log](https://easysales.work/help/administration/audit-trail/). ## Why it works this way **One spelling per group keeps search reliable.** The product list's search finds products by category and manufacturer name. If half your blinds are under "Blinds" and half under "Window blinds", a search for either misses some of them. **Rename once, everywhere.** A product points to its category rather than holding its own copy of the name. Correcting a spelling here corrects every product at once, with no product to edit. **Deactivate rather than delete.** Products that used the entry are left with no category instead of a broken one, and the audit log keeps who removed it and when. **Removing is a separate permission.** Deactivating an entry changes how many products are grouped, so it needs **Delete**, which a role can withhold while still letting people add and rename. ## Work faster - **Add while you set up a product.** Type a new name in **Category** and choose **Create new category “…”**; it is created and selected in one step. See [Create a product](https://easysales.work/help/products/create-a-product/). - **Find every product in a category.** Type the category name in the **Products** search box. See [Products](https://easysales.work/help/products/overview/). - **Set up the lists before you import.** Add every category and manufacturer named in your spreadsheet first, so no product row is held back. See [Data import](https://easysales.work/help/administration/data-import/). - **Move products before you deactivate a duplicate.** Edit each product that uses the duplicate and choose the entry you keep, then deactivate the duplicate, so no product is left without one. See [Products](https://easysales.work/help/products/overview/). - **Rename on a phone.** On a narrow screen, tap an entry's row to rename it. ## Examples **Two spellings, one category.** Lim & Co has 12 products under "Blinds" and 3 under "Window blinds". Daniel Lim edits the 3 products, chooses "Blinds" as their **Category** and saves each. He then deactivates "Window blinds", and renames "Blinds" to "Window blinds & shades". All 15 products now show the new name, and a search for "shades" finds every one of them. **A maker that has closed.** SunShade Co, the maker of three of Lim & Co's products, stops trading. Daniel deactivates the manufacturer. The three products stay in the list with their prices and descriptions and show no manufacturer; quotations and invoices that list them do not change. ## Common questions - **How do I add a product category?** Open the **···** menu on the **Products** list, choose **Categories & manufacturers**, select **New category**, type the name and select **Add**. - **Can I deactivate a category that products still use?** Yes. Those products keep everything else and show no category. - **Can I bring back a deactivated category?** Not from this page. Add it again as a new entry and set it on the products again. - **Why can't I see New category?** Adding and renaming need **Product** **Edit**, and saving a new entry needs **Product** **Add** too. Ask an administrator. - **Does a product import create missing categories?** No. Add them here first; a product row that names an unknown category is reported as a problem. - **Who renamed or removed a category?** The audit log records each change and who made it. See [Audit and history](https://easysales.work/help/administration/audit-trail/). ## Related - [Products](https://easysales.work/help/products/overview/) - [Create a product](https://easysales.work/help/products/create-a-product/) - [Products and line items](https://easysales.work/help/concepts/products-and-line-items/) - [Data import](https://easysales.work/help/administration/data-import/) --- # Company details > Change your company name, address, registration number and phone on quotations and invoices, set the time zone, and print a trading name with the company block. Source: https://easysales.work/help/administration/company-details/ Your company's details are kept in two places: **System settings** → **Company** holds the official record, and the company block in **Document settings** decides what prints at the top of your documents. This page is for whoever keeps those details correct; see [Your licence and users](https://easysales.work/help/concepts/your-licence-and-users/) for what the Licence is. ## Before you start You need **System** **View** to see these details and **System** **Edit** to change them. Decide whether your documents are to print exactly what the company record holds, or a different name or address. ## Steps 1. Select **System settings** in the sidebar, then **Company** under **Organisation**. The **Company details** section shows **Company name**, **Business ID** (if your company has one), **Registration number**, **Office address** and **Document contact line**. 2. Correct the **Company name**, **Registration number**, **Office address** or **Document contact line**, such as a phone number and email address. The bar at the bottom says **Unsaved changes**; select **Save**. The **Business ID** is set by the platform and cannot be changed here. 3. To print something different on documents, select **Document settings** under **Sales**. On the **Letterhead** card, select **Edit company block**. 4. Fill in **Company name**, **Lines**, or both, and select **Save**. The grey text in an empty box shows what the company record prints there. 5. To go back to the company record, open the block again and select **Use Licence record**. ## What happens next **Company settings saved** confirms the change, and a change of company name is recorded in the audit log with the old and new name. Quotations, statements, delivery orders and purchase orders print the current details, even when an older one is downloaded again. An issued invoice, and its credit notes and receipts, keep printing the name, address and numbers your company had when the invoice was issued. A company block from **Document settings** replaces the company details on every document printed from then on, whichever letterhead design you use. An older document downloaded again also prints the current block. ## Rules to know - With the company block blank, documents print the **Company name**, then the **Office address**, **Document contact line** and your registration numbers. - Your tax number is kept under **System settings** → **Tax**; see [Company and tax](https://easysales.work/help/administration/company-and-tax/). - Under **Regional**, choose a **Time zone**, such as Australia/Sydney, so that dates follow daylight saving: today, the date in document numbers and due dates change at local midnight all year. Without one, the **Fixed UTC offset** applies. Dates already on documents stay as they are. - Under **Regional**, your **Country** and **Base currency** are set when your company's account is created and cannot be changed. If either is wrong, contact easySales at support@easysales.work. - Under **Customer numbering & personal details**, **Personal details** set to **Hide** takes gender, date of birth, language, income, marital status and children off contact and personal account forms and the contact list. Values already stored are kept, and **Show** brings them back. The **Customer code prefix** is explained in [Document numbers](https://easysales.work/help/administration/document-numbers/). - The **Licence** page shows the company name, with **Edit company details** to open this page. - **Company name** and **Lines** replace their part of the company record separately. Anything you type in **Lines** replaces all the lines under the name, registration numbers included, so add them there if you still want them printed. The block holds up to eight lines. - Once your country is confirmed under **System settings** → **Tax**, invoices, credit notes and receipts print the registration numbers with labels, such as "GST Reg No.". The **Tax** page's **What prints on your invoices** preview shows them. - The **Company name** is one line of up to 250 characters. To print a trading name on documents only, use the company block. ## Why it works this way **The company record is your legal identity; the block is your letterhead.** Your registered name and registration number belong to your business, not to one document design. Keeping them in one record, and printing a trading name or studio address through the company block, lets you change how documents look without changing who issued them. **An issued invoice keeps the details it was issued with.** Your customer files the invoice as they received it, and a tax auditor may compare their copy with yours years later. A copy downloaded today must match, so an invoice, its credit notes and its receipts keep the name, address and numbers of the day it was issued. Quotations and statements are working documents, so they print your current details. **Country and base currency are fixed.** Every amount in your reports is in the base currency, and the country decides which tax rules apply to each document. Changing either later would change the meaning of every document you have already issued, so they are set once, when your account is created. **The time zone decides what "today" is.** It sets the date a new invoice opens on, the date in your document numbers and when a due date falls. Choosing your own zone means a document created late in the evening carries your local date, not tomorrow's. ## Work faster - **Start from the Dashboard.** An administrator of a new company sees **Get started with easySales** on the [Dashboard](https://easysales.work/help/getting-started/dashboard/); **Open company settings** goes straight to this page. - **Check the printed result straight away.** After saving, open **Document settings** and use **Preview** to see the header as a customer will. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - **See your tax lines without opening an invoice.** **What prints on your invoices** on the **Tax** page shows the registration lines an invoice dated today prints. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **Use the company block for a trading name or branch address.** It changes every document at once and leaves the official record as it is. - **Jump here from the Licence page.** **Edit company details** on [Your Licence](https://easysales.work/help/administration/licence/) opens this page. ## Examples Lim & Co's **Company name** reads "Lim & Co Pte Ltd", at its registered address. The team works from a studio at 12 Harbour Walk and wants that on every quotation. Mei Tan opens **Edit company block**, leaves **Company name** blank, and types the studio address, phone number and "GST Reg No. M2-1234567-8" into **Lines**. The next quotation prints "Lim & Co Pte Ltd" above the studio address; **Company details** still holds the registered address. **Moving office.** Suppose Lim & Co uses no company block, so its documents print the company record. On 1 November it moves its registered office. Mei changes the **Office address** and selects **Save**. Harbour Café asks for a copy of INV-10000312, issued in October: the PDF still prints the old address, as the café received it. A new quotation for Harbour Café prints the new one. **Hiding personal details.** Lim & Co records only work contacts and does not want staff collecting birthdays. Mei sets **Personal details** to **Hide** and saves. Date of birth, gender and the other personal fields disappear from contact forms and the contact list; the three birthdays already recorded are kept and come back if she chooses **Show**. ## Common questions - **Can I change my company's country or base currency?** No. Both are set when your account is created and are shown under **Regional** as fixed values. If either is wrong, contact easySales at support@easysales.work. - **How do I print a trading name or a different address on invoices?** Use the company block: **Document settings** → **Edit company block**. It prints on every document from then on and does not change your official company record. - **Will changing my address change invoices I have already issued?** No. An issued invoice, and its credit notes and receipts, keep the details your company had when the invoice was issued. Quotations and statements print the new address. - **Where do I enter my GST registration number?** Under **System settings** → **Tax**, with **Edit company & tax**. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **Which time zone should my company use?** The zone where your business runs, such as Asia/Singapore. A named zone also follows daylight saving where that place has it. - **How do I stop staff recording dates of birth?** Set **Personal details** to **Hide** under **Customer numbering & personal details**. The fields leave contact and personal account forms; stored values are kept. For the consent rules on contacting people, see [Marketing and consent](https://easysales.work/help/playbook/marketing-consent/). ## Related - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/) - [Your Licence](https://easysales.work/help/administration/licence/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) --- # Company and tax > Set up GST or sales tax in easySales — enter your tax number, record the date you registered or deregistered, and choose the tax codes documents offer. Source: https://easysales.work/help/administration/company-and-tax/ The tax your quotations, invoices and credit notes may charge comes from **System settings** → **Tax**. Its **Company & tax** section holds your country, tax number and registration, and **Tax codes** decides which choices the forms offer. See [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) for how tax is applied. ## Before you start You need **System** **View** to see the page and **System** **Edit** to change it. Your country is set when your company's account is created and cannot be changed here; if it is wrong, contact easySales at support@easysales.work. ## Steps 1. Select **System settings** in the sidebar, then **Tax** under **Finance**. 2. In **Company & tax**, select **Edit company & tax**. Check the **Country** shown, and enter or correct your **Tax registration number**. For Australia or New Zealand, also choose the **Accounting basis**. For Singapore or Malaysia, add any date under **E-invoicing applies from (InvoiceNow)** or **E-invoicing applies from (MyInvois)**, and any **Approvals held**. Select **Save**. 3. Under **Tax registration**, select **Add registration**. Leave **From** blank if the start date is not known, and **To** blank while the registration continues. Enter the **Registration number** if it differs from your company's tax registration number for that period. Malaysia records service tax and sales tax as separate registrations. 4. Under **Tax codes**, read what a document dated today offers, such as "None · Zero-rated (GST) · Standard-rated 9% (GST)". 5. To offer less common codes, such as exempt or out of scope, turn on **Advanced tax codes**. 6. To add a rate of your own, select **Add custom rate** (shown with **Advanced tax codes** on), choose the **Tax code**, enter a **Name** and **Rate**, set the dates, and select **Add custom rate**. ## What happens next **Registration today** reads, for example, "Registered for tax (GST) since" a date, or "Not registered for tax (GST)"; Hong Kong and Brunei read "No sales tax in this country". A document dated inside a registration period may charge tax; one dated outside may not, and its tax picker says why. An issued document keeps the registration that applied on its own date, so changing this page later never changes what an old document says. A custom rate is offered on documents dated between its dates, and its name prints as the tax. ## Rules to know - If issuing an invoice with tax is refused, the message names the tax and the date. Add or correct the registration for that date, or remove the tax from the invoice. - Until your country is confirmed, easySales treats it as Singapore and refuses no tax line. - There is no switch for a company that charges no tax. When you are not registered on a document's date, or your company is in Hong Kong or Brunei, the forms leave the tax field out, and the PDF prints no tax row and no tax number. To compare each country's rules, see [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/). - The section shows your numbers under neutral names with the country's term in brackets, such as **Business registration number (UEN)** and **Tax registration number (GST Reg No.)**. The tax number is changed here, under **Edit company & tax**; the registration number under **System settings** → **Company**; see [Company details](https://easysales.work/help/administration/company-details/). - A document prints the registration number of the period its date falls in. A period with no **Registration number** of its own prints the company's **Tax registration number**. - Where your country lets your company choose how tax is rounded, such as Japan, choose **Tax rounding** under **Edit company & tax**: **Round down**, **Round up** or **Round half up**. Until a method is saved, a document that charges tax cannot be saved or issued. A change applies to documents saved or issued afterwards. - The **Tax registration number** field is left out when it is empty and either your country has no tax number or you have no tax registration. - **What prints on your invoices** shows the registration lines, such as "UEN …" or "GST Reg No. …", printed under your company name. - To record deregistration, select **End** on the period: the **To** date opens on today, and you change it to the last day you were registered. **Remove** is only for a period entered by mistake. - A custom rate's name and rate cannot change once saved; add a new rate instead. Removing one stops it being offered; documents using it keep it. - Registrations from a country you used before appear under **Earlier registrations** and cannot be changed. ## Why it works this way **Tax follows the document's own date.** You may charge GST only for supplies made while you are registered, and each invoice belongs to the tax period of its date. easySales checks every document against the registration in force on that date, so a back-dated invoice from before your registration cannot charge tax by mistake, and your tax return adds up. **Registrations are a history, not a switch.** Recording each period with its start and end keeps your old documents correct: an invoice issued while you were registered keeps its GST after you deregister. That is why **End** closes a period and **Remove** is only for an entry that was never true. **Less common codes stay hidden until you need them.** Exempt, out-of-scope and customer-accounting codes are reported in different boxes of a tax return. Keeping them behind **Advanced tax codes** means a team that does not use them cannot pick one by accident. **A saved custom rate keeps its name and rate.** Documents that used it must keep printing the rate they were issued with. A changed rate is a new rate, so old and new documents each stay correct. ## Work faster - **Check before you issue.** **Offered on a document dated** today, under **Tax codes**, shows exactly what the forms will offer, so you can confirm a new registration has taken effect without opening a draft. - **Record your registration as soon as it is approved, with its real start date.** Drafts dated on or after that day can charge GST straight away; there is nothing to re-enter later. See [Registering for GST](https://easysales.work/help/knowledge/registering-for-gst/). - **Look up your country's rules in one place.** The reference pages, such as [Singapore GST invoices](https://easysales.work/help/reference/tax-singapore/), list what a tax invoice must show and how easySales applies it. - **Settle "None" lines at the draft, not at issue.** When you are registered, the issue dialog asks for zero-rated, exempt or out of scope on every line left at **None**. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) and [Zero-rated and exempt](https://easysales.work/help/knowledge/zero-rated-and-exempt/). ## Examples **Registering for GST.** Lim & Co is registered for GST from 1 November 2026, with the number M2-1234567-8. Mei Tan opens **System settings** → **Tax**. Under **Tax registration** she selects **Add registration**, sets **From** to 1 November 2026, leaves **To** blank and saves. The **Tax registration number** field is offered once a registration is recorded, so she then selects **Edit company & tax**, enters M2-1234567-8 and saves. An invoice dated 31 October for a SGD 3,000.00 design fee offers no tax and totals SGD 3,000.00. An invoice dated 3 November for the same fee offers **Standard-rated 9% (GST)**: GST is SGD 3,000.00 × 9% = SGD 270.00, and the total is SGD 3,270.00. From 1 November, **What prints on your invoices** shows the "GST Reg No." line. **Ending a registration.** Suppose Lim & Co later deregisters, with 30 June 2027 as its last day registered. Mei selects **End** on the period, changes **To** from today's date to 30 June 2027 and saves. Invoices dated 1 July 2027 or later offer no GST; every invoice issued during the period keeps its GST and still prints the registration number. ## Common questions - **How do I record that my company has registered for GST?** Under **System settings** → **Tax**, select **Add registration** and enter the date your registration starts. Add the number under **Edit company & tax** if it is not there yet. - **Why can't I add GST to an invoice?** Your company is not registered for tax on the invoice's date, or your country has no sales tax. Add or correct the registration period that covers that date. - **What do I do when my company deregisters from GST?** Select **End** on the registration period and set **To** to the last day you were registered. **Remove** is only for a period entered by mistake. - **Will changing my tax registration change invoices I have already issued?** No. An issued document keeps the registration that applied on its own date. - **How do I offer exempt or out-of-scope tax codes?** Turn on **Advanced tax codes** under **Tax codes**. Your documents then offer them beside the standard codes. - **Can I add my own tax rate?** Yes, where your country has a tax code that takes one: turn on **Advanced tax codes**, then **Add custom rate**. Its name and rate cannot be changed after saving. - **Where does my GST number print?** Under your company name on invoices, credit notes and receipts. **What prints on your invoices** shows the exact lines. ## Related - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Company details](https://easysales.work/help/administration/company-details/) - [Registering for GST](https://easysales.work/help/knowledge/registering-for-gst/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # Document numbers > Change the invoice, quotation and receipt number format in easySales — prefix, year or month, digits and starting number — and preview the next number. Source: https://easysales.work/help/administration/document-numbers/ Each kind of document has its own number series, such as `INV-` for invoices. The **Document numbers** section decides what those numbers look like. This page is for whoever sets up the company; see [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) for when each number is taken. ## Before you start - You need **System** **View** to see the section and **System** **Edit** to change it. Without **Edit** the section is read-only. - Decide the format first. A change applies from the next document, and numbers already issued never change, so the best time is before the first document of a new year. ## Steps 1. Select **System settings** in the sidebar, then **Company** under **Organisation**. 2. Scroll to **Document numbers**. It has one block per kind: **Quotation**, **Invoice**, **Credit note**, **Receipt**, **Purchase order**, **Delivery order** and **Service contract**. A kind whose module is not switched on for your company has no block. 3. In the block you want, enter the **Prefix**, such as `INV-`. 4. Choose the **Date part**: **None**, **Year** or **Year and month**. 5. Set the **Number of digits**, from 3 to 9. 6. Set the **Starting number**: the first number of a new series. 7. Check **Next number** beside the block. It reads **Checking…** for a moment while easySales works it out. 8. Select **Save** in the bar at the bottom of the page. ## What happens next - The next document of that kind takes the number shown under **Next number**. Documents already issued keep their numbers. - With **Year**, numbers read like `INV-2026-0001`; with **Year and month**, like `INV-202610-0001`. Each new year or month starts a new series at the **Starting number**. - The change is recorded in the **Audit log**, with the old and the new values. ## Rules to know - **Each prefix is its own series**, together with its date part. A series that has already started carries on from the number shown, and the **Starting number** applies to the next new series only. The block then says: *This series has already started and continues from the number shown. The starting number applies to the next new series.* - **Purchase orders and delivery orders always carry on after the highest number** any document of that kind already has under that prefix, so a new series never repeats a number, and saving the settings never starts one early. - **A series that runs out of digits carries on with one more digit.** The prefix and date part stay the same, and the block says: *The series has passed the last number that fits its digits, so its numbers are now longer. The prefix and date part stay the same.* - **A prefix** starts with a letter and has at most 16 characters: letters, the digits 1 to 9 and `-` `/` `.`. It cannot contain 0, because a 0 would be read as part of the number, or `YY`, `MM` or `DD` in capitals, because they are read as a date. With a date part, it cannot end in a capital Y. The field tells you what to change. - **Two kinds cannot share a prefix**, and the customer code prefix counts too. Invoices and draft invoices, and quotations and draft quotations, are kept in the same list, so there neither prefix may begin with the other. A clash stops the save with a message that names the other kind. - **The standard numbers**, such as `INV-10000001`, show as the prefix `INV-1` with seven digits. - **A custom format**: a few companies have a format that cannot be shown as separate fields. Its block shows a **Custom format** tag and the **Format**, and it keeps working as it is. Select **Use standard format** to switch to the fields, or **Keep custom format** to undo that before you save. - **Numbers you cannot set**: draft invoices (proforma), draft quotations, refunds and deposit forfeitures keep their own numbers. - If **Next number** reads **No free number was found.**, choose a different number of digits, date part or prefix. - **Customer codes** are set under **Customer numbering & personal details** on the same page. New customers are numbered with the **Customer code prefix** and five digits, for example `C-00001`. The prefix has up to ten characters: letters and `-` `_` `/` `.`, starting with a letter. ## Why it works this way **Numbers already issued never change.** Your customers, your accountant and the tax authority refer to documents by number. Renumbering an invoice your customer has already filed would break every one of those references, so a new format only applies from the next document. **Two documents never share a number.** A number is taken when a document becomes final — an invoice when it is issued, a receipt when it is recorded — and easySales checks that it is free before using it. Anyone checking your books can then trace each number to one document. It is also why purchase orders and delivery orders skip past any number already in use under the prefix. **Two kinds cannot share a prefix.** If invoices and credit notes both used `INV-`, they would compete for the same numbers and a reader could not tell the kinds apart. Refusing a clash when you save keeps every number pointing to exactly one document. **A date part restarts the count for you.** With **Year** or **Year and month**, each period's documents start again at the **Starting number**, so `INV-2027-0001` is clearly the first invoice of 2027 and nobody has to reset the series by hand. ## Work faster - **Let Next number check your work.** It shows the exact number the next document will take with the values you have typed, before you save, so a typo in the prefix is caught straight away. - **Use a date part instead of resetting each year.** **Year** starts a new series every 1 January with no change on your side. See [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/). - **Change all kinds in one save.** Every block is part of the same page, so you can set invoices, quotations and receipts together and select **Save** once. - **Open the section from the Dashboard.** For a new company's administrator, the **Check your document numbers** step of **Get started with easySales** on the [Dashboard](https://easysales.work/help/getting-started/dashboard/) has **Open document numbers**, which opens this section directly, and **Keep the defaults**, which marks the step done. ## Examples Lim & Co wants its invoice numbers to show the year. Its invoices so far run from `INV-10000001` to `INV-10000042`. 1. Mei Tan opens **System settings** → **Company** and scrolls to **Document numbers**. 2. In the **Invoice** block she changes the **Prefix** to `INV-`, chooses **Year**, sets the **Number of digits** to 4 and leaves the **Starting number** at 1. 3. **Next number** shows `INV-2026-0001`. She selects **Save**. The next invoice Lim & Co issues is `INV-2026-0001`. The 42 earlier invoices keep their numbers. On 1 January the series starts again at `INV-2027-0001`. **Carrying on from your old numbering.** Suppose Lim & Co had invoiced from a spreadsheet until October 2026, and its last invoice there was `LC-2026-0187`. Mei sets the **Invoice** block to **Prefix** `LC-`, **Year**, 4 digits and **Starting number** 188, and **Next number** shows `LC-2026-0188`. After the first invoice is issued, the 2026 series has started, so she sets the **Starting number** back to 1. The block confirms that the series continues, and `LC-2027-0001` will open the new year. **A prefix that clashes.** Mei tries `C-` as the credit note prefix. Lim & Co's customer codes already use `C-`, so **Save** is refused with a message naming the customer code. She uses `CN-` instead. ## Common questions - **Can I change the number of an invoice I have already issued?** No. Issued numbers never change; a new format applies from the next document. See [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/). - **How do I start invoice numbers from a specific number?** Set the **Starting number** for a new series, such as a new prefix or a new year. A series that has already started carries on from its last number. - **How do I put the year in my invoice numbers?** Choose **Year** as the **Date part**. Numbers then read like `INV-2026-0001`, and the count starts again each 1 January. - **Why did my new starting number not take effect?** The series with that prefix and date part has already started, so it continues. The **Starting number** applies to the next new series. - **Can quotations and invoices use the same prefix?** No. Every kind needs its own prefix, and the customer code prefix counts too. - **How do I change the customer code prefix?** Under **Customer numbering & personal details** on the same page, change the **Customer code prefix**. New accounts take it with five digits, such as `C-00001`. - **What happens when my numbers reach the last one that fits the digits?** The series carries on with one more digit, keeping the same prefix and date part. ## Related - [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) - [System settings](https://easysales.work/help/administration/settings/) - [Company details](https://easysales.work/help/administration/company-details/) - [Audit and history](https://easysales.work/help/administration/audit-trail/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) --- # System settings > Find and change your company's settings in easySales — company details, tax, document numbers, templates, currency, custom fields, import and users. Source: https://easysales.work/help/administration/settings/ System settings hold the options that apply to everyone in your company: who you are on documents, how documents look and are numbered, how tax and currency work, who can sign in and what they can see. Each setting has its own page, grouped in a navigation down the left of the screen. ## Where to find it Select **System settings** in the sidebar. The **Overview** lists every page with a one-line description; select a row to open it. Beside every page, the navigation shows the same groups, and **Search settings** at the top of it finds a page by name. On a narrow screen there is no side navigation, and the **Overview** is the menu. A dot beside a page on the **Overview** means it has changes you have not saved. A first-use tip on the **Overview** suggests completing **Company** and **Tax** first, because they are printed on every quotation, invoice and receipt. Your licence is not here: it is under **Licence** in the sidebar, and people's accounts are under **User accounts**. ## What you can do **Organisation** - **Company** — your company name, registration number, office address and document contact line, the **Country** and **Base currency** fixed when your account was created, the **Time zone**, the **Customer code prefix** for new account numbers, **Personal details**, which hides gender, date of birth and similar fields from contact and personal account forms, and **Document numbers**, which sets how each kind of document is numbered. See [Company details](https://easysales.work/help/administration/company-details/) and [Document numbers](https://easysales.work/help/administration/document-numbers/). - **Notifications** — the company's default email rules, the email channel and the system to-do rules. See [Notification settings](https://easysales.work/help/inbox/notification-settings/). - **AI** — the company's switches for connecting AI apps and for the built-in assistant, with its limits and usage. See [AI settings](https://easysales.work/help/administration/ai-assistant-settings/). - **Referral programme** — your company's referral link and the companies that signed up through it. It appears only when the programme is available for your company. **Sales** - **Sales pipeline** — the stages of an opportunity and their win probability. See [Opportunity stages](https://easysales.work/help/sales/opportunity-stages/). - **Activity sub-types** — the purposes your company records under tasks, events and communications. - **Document settings** — the letterhead and the print design of each document. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - **Standard templates** — clauses, notes and email text you insert into documents. See [Standard templates](https://easysales.work/help/documents/standard-templates/). - **Approval** — rules that hold quotations, invoices and credit notes for an approver before they are issued, set per document type and off until you turn them on. See [Document approval](https://easysales.work/help/quotations/document-approval/). **Finance** - **Tax** — your country, tax number, tax registration, the labels printed on documents and the tax codes documents offer. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **Currency & FX** — the **Base currency**, set when your account was created, and each currency's rate against it, its source, when it was last refreshed and whether it is **Fresh** or **Stale**; **Refresh rates** asks for new rates now. See [Currencies and exchange rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/). - **Receipts & write-offs** — a **Payment terms** block with the **Default payment term**, then a **Limits** block with the **Bank charges limit per receipt** and the **Small write-off limit per invoice**. New invoices use the default term when the customer has none of its own, and count the due date from the invoice date; invoices already raised are not changed. Choose from your `PaymentTerm` option set (`COD`, `NET 7`, `NET 14`, `NET 30` and `NET 60` come with easySales) or **None**, and add your own terms, such as `NET 45`, under [Custom fields](https://easysales.work/help/administration/custom-fields/). A difference over a limit is refused when the payment is recorded, and 0 turns that kind of difference off. See [Payment differences](https://easysales.work/help/payments/payment-differences/). **Data** - **Custom fields** — your own fields on records, and the option sets behind drop-downs. See [Custom fields](https://easysales.work/help/administration/custom-fields/). - **Product catalogue** — the categories and manufacturers used to filter products. See [Categories and manufacturers](https://easysales.work/help/products/categories-and-manufacturers/). - **Data import** — load accounts, contacts and products from a spreadsheet, and undo an import. See [Data import](https://easysales.work/help/administration/data-import/). - **Accounting export** — download issued invoices and credit notes for Xero, QuickBooks Online, Excel or PDF. See [Accounting export](https://easysales.work/help/invoices/accounting-export/). **Users & security** - **Users & permissions** — shortcuts to **Manage users** and **Manage roles**, the **Session timeout** and **Concurrent sessions per user**, and the **Two-step verification** rules. See [User accounts](https://easysales.work/help/administration/users/), [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) and [Company security settings](https://easysales.work/help/security/company-security-settings/). - **Sharing & teams** — default access, sharing rules, teams and reporting lines. See [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). - **Audit log** — who changed or viewed records, and when. See [Audit and history](https://easysales.work/help/administration/audit-trail/). On pages with values to fill in — such as **Company**, **Notifications**, **Currency & FX**, **Receipts & write-offs** and **Users & permissions** — a bar at the foot has **Save** and **Cancel**. **Save** stays off until something changes. Pages that list records, such as **Standard templates** and **Custom fields**, save each action as you make it. Leaving with unsaved changes asks **Discard your changes?** ## Permissions You need **System** **View** to open System settings and **System** **Edit** to change them. With **View** only, the page says your role allows viewing but not changing. Some pages need a role control as well, and are left out of the navigation without it: **Manage notification settings** for **Notifications**, **Manage activity sub-types** for **Activity sub-types**, **Manage AI assistant settings** for the assistant on **AI**, **Import data** for **Data import** and **Bulk export documents** for **Accounting export**. **Manage sign-in security** is needed for the **Two-step verification** section. A page that belongs to a module your company does not use is not shown either: **Sales pipeline** goes with opportunities, **Activity sub-types** with activities, and **Receipts & write-offs** and **Accounting export** with invoices. ## Why it works this way **One setting, one place, for everyone.** A tax number, a document number format or a session timeout must be the same for every person in the company, or two people would issue documents that disagree. Keeping company-wide choices here, behind **System** **Edit**, means a few trusted people change them and everyone else works with the result. **Pages you cannot use are left out.** A link that ends in "you are not allowed" wastes time. The navigation shows a page only when your role can open it and your company uses that part of easySales, so what you see is what you can act on. **Unsaved changes are kept per page, and you are asked before they are lost.** Settings such as tax and numbering change every document issued afterwards. A dot on the **Overview** and the **Discard your changes?** question stop a half-finished change from being saved by accident, or forgotten. ## Work faster - **Search instead of scrolling.** **Search settings** matches each page's name and its one-line description, so typing "letterhead" finds **Document settings** and "rates" finds **Currency & FX**. - **Bookmark the pages you use often.** Every settings page has its own address, so a bookmark or a link in your team's notes opens it directly. - **Follow the setup order on the Overview tip.** Complete **Company** and **Tax** first: they print on every document. Then check [Document numbers](https://easysales.work/help/administration/document-numbers/) and your [letterhead](https://easysales.work/help/documents/letterhead-and-designs/). - **Change your own preferences in My profile, not here.** Your language, time zone, date format and personal notification choices are under **My profile** in the user menu. See [Your profile](https://easysales.work/help/getting-started/profile/). - **Check who changed a setting in the Audit log.** Saved changes to pages such as **Company** and **Document numbers** are recorded with who made them and when; a new company name and new document number settings also show the old and new values. See [Audit and history](https://easysales.work/help/administration/audit-trail/). ## Examples **Setting up Lim & Co on its first day.** Mei Tan, who has the **Administrator** role, opens **System settings**. The tip on the **Overview** suggests **Company** and **Tax** first. 1. Under **Company** she checks the company name and office address and adds the phone number to the **Document contact line**, then selects **Save**. 2. Under **Tax** she records Lim & Co's GST registration, so invoices can charge **GST 9%**. 3. She types "letterhead" in **Search settings**, opens **Document settings** and uploads the logo. Her colleague Daniel Lim has a **Custom Role** with **System** **View** only. He can read what Mei filled in, but **Company** and **Tax** tell him his role allows viewing these settings, not changing them. ## Common questions - **Who can change system settings?** Anyone whose role has **System** **Edit**; the **Administrator** role has it. With **System** **View** only, you can read the pages but not save them. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Why can't I see a settings page a colleague can?** Some pages need a role control as well as **System** access, such as **Import data** for **Data import**, and some appear only when your company uses that module. Ask your administrator to check your role. - **Do settings changes apply to everyone?** Yes. Everything under **System settings** applies to the whole company. Your own language, time zone and notification choices are under **My profile**. - **Where do I change the number of users or my plan?** Under **Licence** in the sidebar, not in System settings. See [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/). - **What happens if I leave a settings page without saving?** easySales asks **Discard your changes?** first. Choose to stay and select **Save**, or discard the changes. - **Can I see who changed a setting?** Yes. Saved changes to pages such as **Company** and **Document numbers** are in the **Audit log** with who made them and when. A new company name and new document number settings also show the old and new values. See [Audit and history](https://easysales.work/help/administration/audit-trail/). ## Related - [Company details](https://easysales.work/help/administration/company-details/) - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [Licence](https://easysales.work/help/administration/licence/) - [Documents and templates](https://easysales.work/help/concepts/documents-and-templates/) --- # Custom fields > Add your own fields to accounts, contacts, quotations, invoices, contracts and credit notes in easySales, show them in lists and build drop-down choices. Source: https://easysales.work/help/administration/custom-fields/ When your team needs to record something easySales has no field for, such as a project site or a referral source, add a custom field. This page is for whoever sets up your company's records; see [System settings](https://easysales.work/help/administration/settings/) for the other settings next to it. ## Before you start You need **System** **View** to see the fields and **System** **Edit** to change them. Decide the field's type before you save it: the type cannot be changed later. ## Steps 1. Open **System settings** and select **Custom fields** in the **Data** group. 2. Select the tab for the record: **Account**, **Contact**, **Quotation**, **Invoice**, **Contract** or **Credit note**. The **Contract** tab appears only where service contracts are available. 3. Select **Add field**. 4. Enter the **Label** and choose the **Type**: **Text**, **Long text**, **Number**, **Money**, **Date**, **Yes/No**, **Dropdown**, **Multi-select** or **Record link**. 5. Fill in what the type asks for, such as **Longest value**, **Decimal places**, the **Option set** for a dropdown, or what a record link **Links to**. 6. Tick **Required** if every new record must have a value, and choose **Show in list**, **Filterable** and **Searchable** where the tab offers them. 7. Select **Save**. Use the arrows to change the order in which fields appear. ## What happens next The field appears on that kind of record's form and page for everyone, in the order set on the tab. If you chose **Show in list**, it is also a column the list can show and sort. ## Rules to know - A field is never deleted. Switching it **Off** asks **Switch off** first, then hides it from forms and lists and keeps the values already saved; saved list views that use it are updated. Switch it **On** again to bring the values back. - **Required** applies when a new record is created. Records that already exist are not affected, and can still be saved with the field blank when someone edits them. - Every tab starts with five built-in extra fields, tagged **Legacy**. You can rename them and switch them off, but their type is always text, they are never required and they cannot be deleted. - Only the quotation and invoice lists can filter and search on a custom field. The account, contact and contract lists can show and sort one. Credit notes have no configurable list, so their fields show on the record only. - A **Dropdown** or **Multi-select** field takes its choices from an option set. Manage sets on the **Option sets** section under the fields on the same page: **New set**, then a **Set name**, the **First option** and **Its code**, and **Create set**. Add more with **Add option**, each with a **Label** and a **Code**. **Create a new set…** in a field's **Option set** box takes you there. - An option's code is stored on every record that chooses it and cannot be changed. An option you no longer use is retired, not deleted. Sets marked **Provided** come with easySales. - The stages of your sales pipeline are not here: they are under **Sales pipeline** in the **Sales** group — see [Opportunity stages](https://easysales.work/help/sales/opportunity-stages/). - The built-in invoice design can print a custom field: choose it, with a print label, in the invoice design under [Document settings](https://easysales.work/help/documents/letterhead-and-designs/). A Word template for an invoice or quotation can also use custom fields. Other documents do not print them. - [Data import](https://easysales.work/help/administration/data-import/) can fill account and contact custom fields. A **Record link** cell takes the linked record's name or number. ## Why it works this way **Fields are switched off, never deleted.** A field is the only thing that can show the values your team has typed into it. Deleting it would lose that history for every record at once; switching it off hides it and keeps every value, so a mistake costs one click to undo. **The type is fixed once the field exists.** Values saved as a date or an amount cannot be read reliably as something else. Choosing the type once keeps every stored value meaningful, and a **Money** field keeps amounts exact. **Choices store a code, not the words.** A record keeps the option's code, so you can reword a **Label** — "Walk in" to "Walk-in customer" — without changing what earlier records mean, and reports group them correctly. That is also why a code cannot be changed and an unused option is retired instead of deleted. **Required applies to new records only.** Making a field required on a busy list would otherwise block your team from saving any older record until someone filled it in. New records get the rule straight away, and older ones can be filled in whenever the value is known. ## Work faster - **Prefer a Dropdown to free text for anything you will filter on.** Everyone picks the same spelling, so a filter or a sort finds every match. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Turn on Show in list, Filterable and Searchable together on quotations and invoices.** The field then works as a column, a filter and a search term; save the result as a list view. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Create the option set from the field.** **Create a new set…** in the **Option set** box closes the field and brings **Option sets** into view, where **New set** starts one. - **Fill fields for existing customers by import.** A column mapped to an account or contact custom field in [Data import](https://easysales.work/help/administration/data-import/) fills it as the records are created. - **Print a field on your invoices.** Choose it in the invoice design so customers see, for example, their project site. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). ## Examples **A project site on every quotation.** Lim & Co designs interiors at many sites. Mei Tan opens the **Quotation** tab, selects **Add field**, enters "Project site" as the **Label**, chooses **Text** and sets **Longest value** to 100. She ticks **Show in list**, **Filterable** and **Searchable**, and selects **Save**. Daniel Lim types "Tanjong Pagar" into the quotation list's search box and finds every quotation for that site. **A client source drop-down.** Lim & Co wants to know where each account came from; leads have their own **Source** list, the provided LeadSource set. Under **Option sets** Mei selects **New set**, names it ClientSource, gives the **First option** "Referral" with the code REF and selects **Create set**. She adds "Instagram" (IG) and "Walk-in" (WALKIN) with **Add option**, and on the **Account** tab a **Dropdown** field "Client source" using ClientSource. **Retiring an option.** A year later Lim & Co stops taking walk-in clients. In the ClientSource set Mei turns off the switch beside "Walk-in" and confirms **Retire**. New accounts can no longer choose it, and the 14 accounts that already have it keep "Walk-in". ## Common questions - **Can I delete a custom field?** No. Switch it **Off** instead: it disappears from forms and lists and keeps its saved values, and switching it **On** brings them back. - **Can I change a custom field's type?** No. The type is fixed once the field is saved. Switch the old field off and add a new one with the type you need. - **Can I filter a list by a custom field?** Yes, on the quotation and invoice lists, when the field has **Filterable** on. The account, contact and contract lists can show and sort a custom field. - **What are the fields marked Legacy?** The five built-in extra fields every record type has. You can rename them, reorder them and switch them off; they stay text and are never required. - **Can a custom field print on my invoice PDF?** Yes. Choose it, with a print label, in the invoice design under **Document settings**. A Word template for invoices or quotations can use custom fields too. - **What happens to old records when I make a field required?** Nothing. **Required** applies when a new record is created; an existing record can still be saved with the field blank. - **How do I add a choice to a drop-down field?** Open the field's option set under **Option sets** and select **Add option**, with a **Label** and a **Code**. Every field that uses the set offers it. ## Related - [System settings](https://easysales.work/help/administration/settings/) - [Lists and columns](https://easysales.work/help/getting-started/lists/) - [Data import](https://easysales.work/help/administration/data-import/) - [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/) --- # Data import > Import customers, contacts and products from Excel or CSV into easySales — map the columns, preview every row, import in chunks and undo an import. Source: https://easysales.work/help/administration/data-import/ Use **Data import** to load accounts, contacts and products from an .xlsx or .csv file. You map the columns, preview every row and import in chunks, and you can undo a finished import. It is the quickest way to move your customer list and price list out of spreadsheets; see [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/) for how the records fit together. ## Where to find it Open **System settings** and select **Data import** in the **Data** group, which shows only with **Import data**. **Import history** is on the same page. ## Before you start - You need **Import data**, plus **Add** and **Edit** on the kind of record, and **Delete** to undo. **Administrator** has **Import data**; for a custom role, switch it on under **Role administration** in [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - To update existing records instead of creating them, you need **Edit** on that kind of record, not **Add**; undoing such an import needs **Edit** too. - The file is .xlsx or .csv, up to 5,000 rows and 5 MiB. The first row that is not blank is the header, and blank rows are skipped. An .xlsx file is read from its first sheet only. ## How it works *[Diagram: Download a template if you want one, upload the file and map its columns, preview every row as To create, Duplicates or Needs attention, import in chunks, then find the import in Import history, where you can undo it.]* - **Upload & map.** Your browser reads the file and sends only its rows. Fix unmatched columns with **Import as**; **Template (.xlsx)** downloads a blank file. - **Preview.** Each row is checked by the record's own form rules. Nothing is saved yet. - **Import.** Records are created as you, 200 rows at a time. Keep the page open. ## Steps 1. Select **System settings**, then **Data import** in the **Data** group. 2. Choose a card, such as **Accounts**, then select **Continue with Accounts**. 3. Drop your file on the page, or click to choose it. 4. For each column, choose a field in **Import as**, or **Skip this column**; each **Required** field needs a column. 5. Under **Rows that match an existing record**, keep **Create new records only (a match is a duplicate)**, or choose to update the records your rows match; see Update existing records below. 6. Select **Preview import**. 7. Read the cards and the **To create**, **Duplicates** and **Needs attention** tabs. **Error file (.csv)** downloads the failed rows. 8. Select the import button, such as **Import 34 rows**, and keep the page open until **Import finished** appears. ## Duplicates and errors A row is a duplicate when it matches an existing record or an earlier row of the same file, ignoring capitals: - **Accounts:** the same **Billing country** and the same **Name** or **Registration no.** A blank country matches only a blank one. - **Contacts:** the same **Name** under the same account. - **Products:** the same **Name**, not the code. Duplicates are skipped and listed by row number in your file; nothing about the existing record is shown. A row with an error is not imported; the others still are. **Error file (.csv)** holds those rows with **Field** and **Reason** columns: correct it and upload it again. A row with a warning is still imported. A contact's email that does not look like an email address is left out, and the row shows **Warning** under **To create** and **Needs attention**. A product needs a **Category** that exists in the **Product catalogue**. A missing or unknown category is an error: an import never creates categories. A product's **Sales tax code** column is optional and sets its **Default sales tax**. Write one of your company's sales tax choices of today: its name as the product form lists it, such as GST 9%, or its code, such as SR. One that is not a choice, or that matches more than one, is an error. A blank cell sets none. ## Update existing records Under **Rows that match an existing record**, choose what a row that matches does: - **Create new records only (a match is a duplicate)**: the default. A matching row is skipped as a duplicate. - **Update the records they match, create the rest**: a matching row updates that record, and the other rows are created. - **Update the records they match only**: a matching row updates that record, and a row that matches none is **Skipped**. A row matches by the same rules as a duplicate, among all of the company's records. A row that matches two records, such as one account by name and another by registration number, is an error. An update writes only the cells that have a value: a blank cell leaves that field as it is. A difference in capitals alone in a name, a country or a registration number is not a change. The preview lists each row under **To update** with the fields it changes, such as **Changes: Phone, Website**; it never shows the old or the new values. A row whose values the record already holds is **Skipped**. - **Permissions.** Updating needs **Edit** on that kind of record. With **Own records only** on **Edit**, you update only your own records, and a row that matches someone else's record shows as a duplicate. If your role may not edit a field, such as **Phone**, a row that would change it is an error. - **Owner.** An import never changes a record's owner. Leave **Owner** blank or name the current owner; any other name is an error. - **Changed since the preview.** If someone edits a record after your preview, its row is an error when you import and the record is left as it is. Upload the file again to preview it. - **Plan limits.** With **Update the records they match, create the rest**, your plan's limit stops only the new records; the updates still go ahead. - **Products and custom fields.** A row that updates may leave **Category** or a required custom field blank; a row that would be created still needs them. - **Personal accounts.** A row that matches a personal account, or its contact, is an error. Change those on their own pages. ## Undo an import Select **Undo this import** on the result, or **Undo** beside the import in **Import history**, and confirm with **Undo import**. Undo deletes the records the import created that are unchanged and unused. It keeps any that were edited, are used by other records (such as an activity or a document line) or were deleted since. If your role may not delete some of the records, the message says how many; they stay in the import for someone who may delete them. Undo also gives the records an import updated their previous values back, for the fields it changed, and needs **Edit** for them. A record edited after the import updated it keeps its later values and is listed as kept. > **Caution** > > An undo cannot itself be reversed. Check the import number and file name first. **Import history** lists every import in the company with its status. **Undone** means every record was removed and **Partly undone** that some were kept. **Expired** means the import was not finished within 24 hours of its preview: it shows as soon as the 24 hours pass, and the rows still waiting are **Not imported**. Undo has no time limit. ## Rules to know - **Owners.** A blank **Owner** goes to you. An **Owner** column takes an active user's login, email or name; with **Own records only** on **Add**, only you. Other names are errors. - **Contacts.** **Account name** links a contact to an existing business account you can see; if two share a name, add **Account country**, or the row is an error. Import accounts first. - **Cell values.** **Is customer** and **Is supplier** take yes or no (also y/n, true/false, 1/0). **Salutation** takes Mr., Ms., Mrs., Dr. or Mdm. **Item type** takes goods or service. - **Chunks and stopping.** Each chunk of 200 rows is saved as a unit; a chunk that fails creates none of its rows. **Stop after this chunk** ends the import once the chunk in progress is saved, and a button such as **Continue with 120 rows** resumes it. Records already created stay, also if you leave the page. - **Continue later.** An import you stopped or left shows **In progress** in **Import history**. While it still has rows ready, and within 24 hours of its preview, the person who ran it sees **Continue** there to import the rest. - **Plan limits.** At your plan's limit for that kind of record, **Import stopped at your plan limit** appears, and **Import history** shows **Stopped at limit**. Earlier rows stay; the rest are **Not imported**. - **Custom fields.** Your account and contact [custom fields](https://easysales.work/help/administration/custom-fields/) are listed under **Additional information** in **Import as**, and each value is checked as the form checks it. A **Dropdown** cell takes an option's code or label. A required custom field must be mapped before you can preview, and a row that leaves it blank is an error. A **Record link** cell names the record: an account by its name; a quotation, invoice or credit note by its number; a contact by email or name; a user by login, email or name. Only records you can see are matched, and a cell that matches none, or more than one, is an error. If your role cannot see that kind of record, a required **Record link** field makes every row an error. - **Existing records.** By default an import only creates records, and a row that matches an existing record is skipped as a duplicate. To change existing records, see Update existing records above. ## Why it works this way **You see every row before anything is saved.** A spreadsheet that has grown over years holds typos, repeats and people who have left. The preview checks each row by the same rules as the form, so you fix problems in the file, where it is quick, rather than in hundreds of records afterwards. **Duplicates are skipped, and the existing record stays private.** Importing the same client twice would split their quotations and invoices across two accounts. Skipping the row keeps one record per client. The preview shows only the row number, because the match may be a record your role cannot open. **Undo removes only what nobody has built on.** By the time you notice a wrong import, a colleague may have edited a record or put a product on a quotation. Undo keeps those, so it never deletes someone else's work or leaves a document pointing at a missing record. **Records are created in your name, in chunks.** Each record is created as if you had entered it, under your own permissions, and **Import history** shows who ran each import, so your team can trace where data came from. Saving 200 rows as a unit means a failure never leaves half a chunk behind. ## Work faster - **Start from the template, or keep your own headers.** **Template (.xlsx)** has a column for every field. Your own headers match too: common names such as "Company", "UEN", "Tel", "Handphone" and "Postcode" are matched automatically, in English and in the app's other languages. - **Fix only the failed rows.** **Error file (.csv)** holds just the rows with errors and the reason for each. Correct them and upload that file as a new import; its **Row**, **Field** and **Reason** columns are skipped. - **Use the Needs attention tab.** It lists every error and warning in one place, so you can decide whether to fix the file first or import the valid rows now. - **Import in the right order.** Accounts first, then contacts, which link to accounts by name. Add any missing product categories under **Product catalogue** before importing products. See [Categories and manufacturers](https://easysales.work/help/products/categories-and-manufacturers/). - **Start from the Dashboard.** A new company's administrator finds **Import customers** in **Get started with easySales** on the [Dashboard](https://easysales.work/help/getting-started/dashboard/). ## Examples **Importing a client list.** Lim & Co, a five-person interior design firm, keeps its clients in clients-2026.xlsx: 40 rows under a header of **Name**, **Registration no.**, **Billing country** and **Owner**. Mei Tan opens **Data import**, chooses **Accounts** and drops the file on the page. All four columns match automatically, so she selects **Preview import**. The cards read **To create** 34, **Skipped duplicates** 4, **Errors** 2 and **Total rows** 40. Rows 8 and 15 have the name and country of accounts the company already has. Row 36 has the registration number and country of an existing account under a slightly different name, and row 27 repeats row 9 of the file. The two errors are row 19, which has no name, and row 33, which names Priya Nair as owner, who is no longer an active user. Mei selects **Import 34 rows**, and the rows fit in one chunk. The result reads **34 accounts created, 4 duplicates skipped, 2 rows with errors**, with the duplicates listed as 8, 15, 27, 36. She downloads **Error file (.csv)**, named clients-2026-errors.csv, and adds the missing name and a current owner. She uploads it as a new import, and its **Row**, **Field** and **Reason** columns match no field and are skipped. The preview shows **To create** 2. **Undoing a wrong price list.** Sarah Koh imports supplier-prices.csv as **Products**: 30 rows with **Name**, **Category** and **List price**. The preview shows **To create** 24, **Skipped duplicates** 3 and **Errors** 3. Three product names already exist, and three rows name a **Category** that is not in the **Product catalogue**. Sarah selects **Import 24 rows**, then realises the file is last year's list. Meanwhile Wei Jie Tan has changed the list price of one of the new products, and another has been added to a quotation. In **Import history** Sarah selects **Undo** on that import, then **Undo import**. A message reads **Undo finished: 22 records removed, 2 kept because they were changed or used since.** The import now shows **Partly undone**, with **24 created · 3 duplicates · 3 errors · 2 kept**. **Moving from spreadsheets.** Lim & Co has kept its business in three spreadsheets and moves to easySales in one afternoon. Mei Tan prepares the files first: - clients.xlsx, with the client list on the first sheet: 120 rows under **Company**, **UEN**, **Country**, **Salesperson** and **Phone**. Each salesperson is written as the person's name in easySales, such as Daniel Lim. - people.csv: 260 rows under **Name**, **Company**, **Email** and **Handphone**. - prices.xlsx: 45 rows under **Item**, **Category**, **Price** and **Selling**. The categories are Lighting, Fabrics and Furniture; Furniture is not in the **Product catalogue** yet, so she adds it there first. She imports **Accounts** first. All five columns match automatically: **Company** as **Name**, **UEN** as **Registration no.**, **Country** as **Billing country**, **Salesperson** as **Owner** and **Phone** as **Phone**. The preview shows **To create** 118 and **Skipped duplicates** 2: Harbour Café appears on rows 14 and 87, and another client on rows 30 and 102. She selects **Import 118 rows**. Next come **Contacts**. **Company** matches **Account name** and **Handphone** matches **Mobile**. The preview shows **To create** 257 and **Errors** 3: three rows spell the café "Harbor Cafe", which matches no account. One row's email, "jo@harbourcafe", shows **Warning**: that contact will be created without an email. She selects **Import 257 rows**; the progress reads 200 of 257 created after the first chunk, and the second chunk finishes the import. She corrects the three names in the **Error file (.csv)** and imports it as a new file. Last come **Products**. **Item** matches **Name** and **Price** matches **List price**; **Selling** matches nothing and is skipped. Mei imports the 45 rows, then opens a product and sees that its list price is what Lim & Co pays the supplier. Nothing has used the products yet, so in **Import history** she selects **Undo** and **Undo import**: **Undo finished: 45 records removed, 0 kept because they were changed or used since.** She uploads prices.xlsx again, sets **Price** to **Cost** and **Selling** to **List price** under **Import as**, and imports 45 rows. ## Common questions - **How do I import customers from Excel?** Open **System settings** → **Data import**, choose **Accounts** and drop your .xlsx or .csv file on the page. Check the column mapping, select **Preview import**, then the import button. - **Can I import contacts and their companies in one file?** No. Import the companies as **Accounts** first, then the people as **Contacts**, with an **Account name** column naming each person's company. - **Can I update existing records with an import?** Yes. On the mapping step, under **Rows that match an existing record**, choose **Update the records they match, create the rest** or **Update the records they match only**. Only the cells that have a value are written, and an undo puts the previous values back. - **Can I import custom fields?** Yes, for accounts and contacts. Map the column to the field under **Additional information**. For a **Record link** field, enter the linked record's name or number. - **How do I undo an import?** Select **Undo** beside it in **Import history**, then **Undo import**. Records that were changed or used since are kept. - **What happens if I close the page during an import?** Records already created stay. The import shows **In progress** in **Import history**, and within 24 hours of the preview you can select **Continue** there to import the rest. - **Can I import quotations, invoices or payments?** No. **Data import** loads accounts, contacts and products. To bring in open invoices, create them in easySales; see [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/). - **Why was a row skipped as a duplicate?** It matched an existing record, or an earlier row of the same file, by the rules under Duplicates and errors on this page, such as the same **Name** and **Billing country** for an account. ## Related - [Accounts](https://easysales.work/help/accounts/overview/) - [Contacts](https://easysales.work/help/contacts/overview/) - [Categories and makers](https://easysales.work/help/products/categories-and-manufacturers/) - [Custom fields](https://easysales.work/help/administration/custom-fields/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) --- # Your Licence > Find your easySales licence code, plan, status and period, and check usage limits, included modules, billing and how long history is kept. Source: https://easysales.work/help/administration/licence/ Your Licence is your company's easySales subscription. The **Licence** page shows which plan your company is on and its status, and to whoever looks after system settings, the plan's billing, how much of its limits you have used and which modules it includes. Check it when a new record is refused, a module seems to be missing or a banner mentions your licence. ## Where to find it Select **Licence** in the sidebar. Everyone who signs in has it. When a banner at the top of easySales mentions your licence, its **Licence details** button opens the same page. ## What you can do - Read **Basic information**: the **Company** name, the plan's **Type**, its **Code**, the **Period** and, for a company on a package, the **Package** and its **Status**. Everyone sees this card. - Read **Licence status**, when your licence is not simply active: what the status means, **Since** when, and the **Next change**. The statuses are explained on [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/). - Manage **Billing**, for a plan paid online: the plan and its full seats, the next charge, the payment method, the **Charge history** and any **Credit**. See [Choose a plan](https://easysales.work/help/administration/choose-a-plan/), [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/), [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/) and [Cancel your plan](https://easysales.work/help/administration/cancel-your-plan/). - With **Edit company details**, open **System settings** → **Company** to change the company name and details; see [Company details](https://easysales.work/help/administration/company-details/). - Check **Monthly usage** and **Usage**. Each tile shows how many you have against your limit, such as **User accounts**, **Accounts**, **Contacts** and **Products**, or the quotations created this month, with a bar that turns amber from 80% and red when the limit is reached. A tile reading **Unlimited** has no limit. The date **Monthly usage** starts again is shown under its heading. **File storage** shows how much your company's attached files take up against your plan's limit; when it is full, new uploads are refused. See [Attach files](https://easysales.work/help/documents/attach-files/). - See which **Modules** are switched on, such as **Invoice**, **Opportunity**, **Activities**, **Purchase order**, **Delivery order**, **AI access (MCP)**, **AI assistant** and **Document approval**. Each shows **Enabled** or **Not included**. - Under **Data retention**, see how long easySales keeps **Audit history**, **Record-view history**, **API call records** and **Assistant conversation text**: a number of months, or **Kept without a time limit**. **Older records are removed monthly** shows under a kind only once removal has started for your company. ## Good to know - When a limit is reached, creating another record of that kind is refused with a message such as "Limit reached: your plan allows 500 accounts." or "Monthly limit reached: your plan allows 5 quotations per month." Nothing is saved, and records you already have are unaffected. - **Monthly usage** starts again on the date under its heading. For a plan paid online that is your billing day each month, on a yearly plan too; during a free trial the whole trial is one period; otherwise it is the 1st of each month. - A monthly count only goes up: deleting a draft does not give back the one it used. - On a plan paid online, **User accounts** counts the users who are enabled. Deactivating a user frees a full seat. - A company that easySales bills directly has no payment controls on this page. To change its plan, limits or modules, contact support@easysales.work. - How long history is kept comes with your plan: the longest period among your plan and its add-ons applies, unless easySales has agreed a different period with your company. Nothing is removed until easySales starts removal for your company. - When **Document approval** shows **Not included**, quotations, invoices and credit notes are issued without approval: the **Approval** settings, the approval panel on documents and the **Awaiting my approval** filter are hidden, and roles do not offer the approve permissions. A request that was still waiting is closed the next time its document is issued, saved or deleted. ## Permissions Everyone can open the Licence page and read **Basic information** and **Licence status**. **Billing**, **Monthly usage**, **Usage**, **Modules** and **Data retention** need **System** **View**; **Billing** and **Edit company details** also need **System** **Edit**. While the company is read-only or suspended, **Billing** is shown only to people with the standard **Administrator** role. ## Why it works this way **A limit stops new records, never existing ones.** Reaching a limit refuses the next account or quotation, and nothing you already have is hidden, locked or removed. Your customers, documents and history stay exactly as they were while you decide what to do. **Read-only still lets you open your records.** When changes are switched off, records can still be viewed and documents downloaded, so you can answer a customer or your accountant from the records you are required to keep. See [Keeping records](https://easysales.work/help/knowledge/keeping-records/). **Billing and usage are for the people who manage the company.** Anyone who signs in with a username needs the licence code, so **Basic information** is open to all. Usage, modules and billing belong with those who look after system settings. **History is removed by month, and only once it has started for your company.** The page says when removal applies, so you know how far back the [audit log](https://easysales.work/help/administration/audit-trail/) reaches before you rely on it. ## Work faster - **Copy the licence code from here.** Colleagues who sign in with a username need it, and **Basic information** shows it to everyone. See [Sign in](https://easysales.work/help/getting-started/sign-in/). - **Watch the amber bars.** A tile turns amber from 80% of its limit, which leaves time to tidy up or add room before anything is refused. - **Free a seat before you add one.** Deactivating someone who has left frees a full seat on a plan paid online. See [User accounts](https://easysales.work/help/administration/users/). - **Go straight to the company details.** **Edit company details** opens the company settings without a trip through the menu. See [Company details](https://easysales.work/help/administration/company-details/). - **Change seats from the billing section.** On a plan paid online, the seats and plan change from **Billing**. See [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/). ## Examples Mei Tan's new quotation is refused, and she asks Daniel Lim, who looks after the system settings. He opens **Licence**: under **Monthly usage** the quotations tile is red at its limit, and the date under the heading says when it starts again. He decides whether to wait for that date or change the plan. **An amber tile.** Lim & Co's plan allows 500 **Accounts** and the tile shows 400. That is 400 ÷ 500 = 80% of the limit, so the bar has just turned amber. Daniel asks Mei to [merge duplicate accounts](https://easysales.work/help/accounts/merge-accounts/) and checks whether a larger plan is needed before the tile turns red. **A deleted draft.** Lim & Co's plan allows 5 quotations a month. Mei creates 5, deletes one draft and tries again. The tile still counts 5, because a monthly count only goes up, so the new quotation is refused until **Monthly usage** starts again. ## Common questions - **Where do I find my easySales licence code?** Open **Licence** in the sidebar: **Code** under **Basic information** is your licence code. Everyone who signs in can see it. - **Why does easySales say I have reached a limit?** Your company has used everything its plan allows for that kind of record. Check **Monthly usage** and **Usage** on the Licence page. - **When does Monthly usage reset?** On the date shown under its heading: your billing day for a plan paid online, the end of a free trial, or otherwise the 1st of each month. - **Does deleting a draft give back my monthly allowance?** No. A monthly count is only ever added to. - **What does Read-only mean on the Licence page?** Changes are switched off, but records can still be viewed and documents downloaded. See [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/). - **Why can't I see usage or billing on the Licence page?** They need **System** **View**, and billing also **System** **Edit**. Everyone else sees **Basic information** and **Licence status** only. - **Why is a module missing from my menu?** Check **Modules**: one that reads **Not included** is not part of your plan. A module that is included can still be hidden by your role. ## Related - [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/) - [Licence and users](https://easysales.work/help/concepts/your-licence-and-users/) - [Company details](https://easysales.work/help/administration/company-details/) - [User accounts](https://easysales.work/help/administration/users/) --- # Trial and subscription > How the easySales 30-day free trial becomes a paid subscription, what each licence status allows, and what happens when a payment fails or you cancel. Source: https://easysales.work/help/concepts/trial-and-subscription/ A company that signs up starts on a 30-day free trial. To keep working after it, an administrator chooses a plan and pays on Stripe's secure page; from then on the plan renews each month or year. The licence status tells everyone in the company what easySales currently allows. A paid company's data is kept through every change of status until 180 days after it is closed. ## How it fits together Your company has one **Licence**. A paid plan adds three things to it: - **The plan and its billing period**, **Monthly** or **Annual**, which decide what your company can use. - **Full seats**: how many users can be enabled at once. View-only seats, where your plan has them, are free. - **A payment method** on Stripe, which is charged at each renewal. Each charge comes with a tax invoice from Stripe. Plan, seats and payment are managed in the **Billing** section of the **Licence** page by people with **System** **View** and **Edit**. Card details are entered only on Stripe's page; easySales does not store them. ## How it works *[Diagram: Licence statuses: a Trial becomes Active when you pay with Stripe, or Suspended when it ends without a plan. If Stripe's retries of a payment fail, Active becomes Grace period, then Read-only after 7 days, then Suspended after 30 days. A cancelled plan becomes Suspended at the end of its period. A suspended company is Closed after 30 days.]* - **Trial** and **Active**: everything works. A trial shows **Trial** beside the logo. - When a renewal payment fails, Stripe tries again and a banner asks the administrator to update the payment method. Everything keeps working. - **Grace period**: Stripe's retries have ended. Everything still works for 7 days. - **Read-only**: everyone can sign in, view records and download documents, but nothing can be created or changed. - **Suspended**: only administrators can sign in, and changes are switched off. A trial that ends without a plan, and a cancelled plan at the end of its period, land here. - **Closed**: nobody can sign in. To come back, contact support@easysales.work: the company is moved back to **Suspended**, so an administrator can choose a plan and pay. This is possible for 180 days after the company is closed; after that its data is deleted. The administrators get an e-mail 30 days and 7 days before the data is deleted. Paying the open invoice, or choosing a plan and paying, restores a read-only or suspended company at once. ## Good to know - The trial needs no card, and nothing is charged until you choose a plan. - From seven days before the trial ends, a banner shows the end date and **Choose a plan**. A new company's administrators are also e-mailed seven days before the end and on the last day. - A new company whose trial ends without a plan is suspended, and its data is deleted some time after the trial ends. Choose a plan before then to keep it. - More seats or a higher plan start at once, and the difference for the rest of the period is charged that day. Fewer seats or a lower plan start at the end of the period. - You cannot choose fewer full seats than the full users who are enabled. Deactivate a user first. - Cancelling stops the renewal. The plan keeps working until the end of the period you have paid for. - People without the billing permissions see the banners too, with **Please contact your company administrator**. While the company is read-only or suspended, **Billing** is shown only to people with the standard **Administrator** role. ## Terms - **Plan**: what your company pays for, billed monthly or annually. - **Full seat**: a place for one enabled user who can work in easySales. - **Billing period**: the month or year a charge pays for; it renews on the same date. - **Open invoice**: a charge Stripe has not been able to collect yet. - **Credit**: an amount held for your company and used automatically on the next charge. ## Common misunderstandings - Suspension does not delete anything. Records, documents and settings are kept. - Removing seats does not refund the current period. The lower number applies from the next one. - A **Credit** balance is not cash: it is used on the next charge and cannot be paid out. ## Where to find it Select **Licence** in the sidebar. The status shows under **Basic information** and in **Licence status**; plan and payment are in **Billing**. See [Your Licence](https://easysales.work/help/administration/licence/). ## Why it works this way **A failed payment slows you down before it stops you.** An expired card is no reason to halt a business mid-month. easySales steps down in stages — grace period, read-only, suspended — and until the company is suspended everyone can still read records and download documents. Paying restores everything at once. **You keep what you paid for.** Extra seats and a higher plan start now because you need them now, and you pay only for the rest of the period. Fewer seats and a lower plan wait for the end of the period, so nobody loses access they have already paid for. **Card details stay with Stripe.** Your card is entered, changed and charged only on Stripe's secure page, so easySales never holds the number. Each charge comes with a tax invoice for your own books. **Only the people who can pay can sign in to a suspended company.** Administrators can still sign in to choose a plan or pay the open invoice, while nobody can change records the company is not paying for. ## Work faster - **Choose a plan before the trial ends.** **Choose a plan** in the banner or on the Licence page takes effect as soon as the payment goes through, and all your trial data is kept. See [Choose a plan](https://easysales.work/help/administration/choose-a-plan/). - **Replace a card before it expires.** When the **Payment method** card says the card expires soon, **Manage payment and invoices** updates it on Stripe's page. See [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/). - **Settle a failed charge from the banner.** **Pay now** pays the open invoice and restores a read-only company at once. - **Keep the tax invoices with your accounts.** **Charge history** has **View** and **PDF** for the Stripe tax invoice of each charge. See [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/). - **Use the trial to set up.** Add your colleagues and your first customers while the trial runs, so you start the paid plan ready to work. See [Your first 30 minutes](https://easysales.work/help/getting-started/your-first-30-minutes/). ## Examples Lim & Co signs up on 1 March and enters its five designers during the trial. On 24 March Daniel Lim sees the banner, selects **Choose a plan**, picks a monthly plan with 5 full seats and pays with Stripe. The licence becomes **Active**, and the first renewal falls a month after that payment. In June the company card expires and the renewal fails. Daniel selects **Update payment method** in the banner, adds the new card on Stripe's page and selects **Pay now** to settle the open invoice. The banner goes, and nobody at Lim & Co lost access. **Fewer seats from the next period.** Lim & Co pays monthly for six full seats, renewing on the 24th. A designer leaves on 10 August; Daniel deactivates her account, leaving five enabled users, and lowers the seats from 6 to 5. The picker says the change takes effect on 24 August and nothing is charged that day, so all six seats remain until then and the 24 August charge is for five. ## Common questions - **Do I need a credit card for the free trial?** No. Nothing is charged until an administrator chooses a plan and pays. See [Start a free trial](https://easysales.work/help/getting-started/start-a-free-trial/). - **What happens when the free trial ends?** Without a plan, the company is suspended: only administrators can sign in, and changes are switched off. Choosing a plan and paying restores it at once. A new company's data is deleted some time after an unpaid trial ends. - **Will I lose my data if a payment fails?** No. The company goes through a grace period, read-only and suspended, and its data is kept. It is deleted only 180 days after the company is closed. - **Is GST added to my easySales subscription?** Stripe adds 9% GST for a company in Singapore and none for an overseas company. Each charge has a tax invoice from Stripe with the GST registration number. - **Can I get a refund when I remove seats?** No. Fewer seats apply from the next billing period; the current one keeps the seats you paid for. - **How do I cancel my subscription?** An administrator selects **Manage payment and invoices** on the Licence page and cancels on Stripe's page. The plan keeps working until the end of the paid period, then the company is suspended, and 30 days later closed. See [Cancel your plan](https://easysales.work/help/administration/cancel-your-plan/). - **Can a closed company be reopened?** Yes, within 180 days of closing. Contact support@easysales.work; the company is moved back to **Suspended** so an administrator can choose a plan and pay. ## Related - [Start a free trial](https://easysales.work/help/getting-started/start-a-free-trial/) - [Choose a plan](https://easysales.work/help/administration/choose-a-plan/) - [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/) - [Cancel your plan](https://easysales.work/help/administration/cancel-your-plan/) - [Licence and users](https://easysales.work/help/concepts/your-licence-and-users/) --- # Choose a plan > How to choose an easySales plan, billing period and number of full seats, and pay on Stripe's secure page to end a trial or restore a suspended company. Source: https://easysales.work/help/administration/choose-a-plan/ Use this page to start paying for easySales at the end of a trial, or to restore a suspended company. How a trial becomes a subscription is on [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/). To compare the plans and their prices first, see the [pricing page](/pricing/). ## Before you start - You need **System** **View** and **System** **Edit**. When the company is read-only or suspended, only someone with the standard **Administrator** role can pay. Everyone else sees **Please contact your company administrator**. - Count the colleagues who need to work in easySales. You need at least one full seat for every user who is enabled; deactivate anyone who has left first, see [User accounts](https://easysales.work/help/administration/users/). - Have a payment card ready. You enter it on Stripe's page, not in easySales. ## Steps 1. Select **Licence** in the sidebar. In **Billing**, the card reads **No plan yet**. Select **Choose a plan**. The banner's **Choose a plan** button opens the same panel. 2. Under **Billing period**, choose **Monthly** or **Annual**. 3. Under **Plan**, select a plan. Each one shows its price, excluding GST. A plan that cannot hold your enabled users says so and cannot be selected. 4. Set **Full seats**. The panel shows how many full users are enabled now, which is the lowest number you can choose. Some plans have a fixed number of seats; the panel says so. 5. Check the summary: the price per month or per year, any coupon that has been added for your company, and what is due today. Until Stripe has your company's address, **GST** reads **Calculated at checkout** and the total reads **Due today, before GST**. 6. Select **Pay with Stripe**. Stripe's secure payment page opens in the same window. 7. Enter your billing address and card details and pay. Stripe brings you back to the **Licence** page. ## What happens next - **Payment received. It can take a minute for the new plan to show here.** The Billing section then shows the plan and period, **Full seats** in use, and the next charge date with its breakdown. - The licence becomes **Active**, the trial or suspension banner goes, and all your data is kept. - The billing period starts on the day you pay and renews on the same date each month or year. - The tax invoice for the payment is under **Charge history**; see [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/). - If you leave Stripe's page without paying, you see **The payment was not completed, and nothing was charged.** ## Rules to know - Prices are in Singapore dollars and exclude GST. Stripe adds 9% GST for companies in Singapore and none for overseas companies. The Stripe page shows the final amount. - The plan takes effect as soon as the payment goes through, even in the middle of a trial. The trial's remaining days are not added to the paid period. - A coupon your company was given is applied when you pay; the panel names it before you pay. There is no field for typing a code of your own. - Stripe's tax invoice is made out to your company as it is registered in easySales, not to the person whose card pays. - Payment is made by a person signed in to easySales in a browser. An AI app, a personal token or the built-in assistant cannot open billing. - To change plan or seats later, see [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/). ## Why it works this way **Every enabled user needs a seat.** A full seat is a place for one person who works in easySales. The panel will not let you buy fewer seats than the users who are enabled, so nobody is locked out on the morning the plan starts. Deactivating a leaver first frees their seat, and you pay only for the people who still work with you. **Your billing date is the day you pay.** The period starts when the payment goes through, so the renewal falls on the same date every month or year and is easy to plan for. A trial is free, so its unused days are not carried into the paid period. **Card details stay with Stripe, and so does the tax invoice.** You type your card only on Stripe's secure page, and easySales never sees the number. The same page asks for your billing address, which Stripe needs to work out GST and to issue a tax invoice in your company's name for your own books. **Only an administrator can restore a frozen company.** When a company is read-only or suspended, one clearly defined group of people, the standard **Administrator** role, can pay. They are also the only people who can sign in to a suspended company, so the person who sees the banner is someone who can act on it. Everyone else is told to contact them. ## Work faster - **Start from the banner.** From seven days before the trial ends, the banner's **Choose a plan** opens the plan panel directly. See [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/). - **Tidy the user list before you count seats.** Deactivate people who have left, so the seat count starts from the people who really need easySales. See [User accounts](https://easysales.work/help/administration/users/). - **Check the Licence page's usage first.** **Monthly usage** and **Usage** on the **Licence** page show what your company has used, which helps you pick a plan that fits. See [Your Licence](https://easysales.work/help/administration/licence/). - **Keep the tax invoice with your accounts.** After paying, download the invoice from **Charge history** with **PDF**. See [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/). - **Use the trial to set up.** Add your colleagues and your first customers while the trial runs, so you start the paid plan ready to work. See [Your first 30 minutes](https://easysales.work/help/getting-started/your-first-30-minutes/). ## Examples Lim & Co signs up on 1 March and enters its five designers during the trial. On 24 March Daniel Lim sees the banner, selects **Choose a plan**, chooses **Monthly** and sets **Full seats** to 5, the number of enabled users. He selects **Pay with Stripe**, enters the company's address and card, and pays. Back on the **Licence** page, the plan shows as **Active** with **Full seats: 5 (5 in use)**, and the first renewal falls on 24 April. **A seat count below the users enabled.** Lim & Co's trial company has seven enabled users, but two were interns who have left. Daniel tries to set **Full seats** to 5, and the panel will not go below 7. He deactivates the two interns under **User accounts**; once they are deactivated, the panel lets him choose 5. **Paying for a suspended company.** Lim & Co's trial ended on 31 March without a plan, so the company is suspended. Mei Tan, who does not have the **Administrator** role, cannot sign in. Daniel, who has the **Administrator** role, signs in, selects **Choose a plan** in the banner and pays. The company is restored at once and Mei can sign in again, with every record from the trial still there. ## Common questions - **How much does easySales cost?** The plans and their prices are on the [pricing page](/pricing/). Before you pay, the plan panel on the **Licence** page shows each plan's price excluding GST. - **Can I pay before my free trial ends?** Yes. The plan starts as soon as the payment goes through, and all your trial data is kept. The trial's remaining days are not added to the paid period. - **How many seats do I need?** One full seat for every user who is enabled. The panel starts from that number, and you can add more seats later. See [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/). - **Can I enter a promo code?** There is no field for one. A coupon added for your company is named in the panel and applied when you pay. - **Why can't I see Choose a plan?** You need **System** **View** and **Edit**, and while the company is read-only or suspended, the standard **Administrator** role. Others see **Please contact your company administrator**. - **What if I close Stripe's page without paying?** Nothing is charged. You return to the **Licence** page with **The payment was not completed, and nothing was charged.** and can try again. - **Whose name is on the tax invoice?** Your company's name as it is registered in easySales, not the cardholder's. See [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/). ## Related - [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/) - [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/) - [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/) - [Your Licence](https://easysales.work/help/administration/licence/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) --- # Change plan or seats > How to add or remove seats, change your easySales plan, or switch between monthly and annual billing, and which changes start now and which wait. Source: https://easysales.work/help/administration/change-plan-or-seats/ Use this page when your team grows or shrinks, or when your company needs a different plan. What a plan and a full seat are is on [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/). ## Before you start - You need **System** **View** and **System** **Edit**, and an active paid plan. While a payment is overdue, or the company is read-only or suspended, settle the open invoice first; see [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/). - To go down to fewer seats than the users who are enabled now, deactivate users first; see [User accounts](https://easysales.work/help/administration/users/). ## Steps 1. Select **Licence** in the sidebar. In **Billing**, select **Change plan or seats**. 2. Change the **Billing period**, the **Plan** or the **Full seats**. Your current plan is marked **Current plan**. 3. Read the summary. It says when the change takes effect and what is due: **Due today** for a change that starts now, or **Due on** a date for one that waits, with nothing charged today. 4. Select the button the summary offers: - **Change now** for a change that starts at once. If asked, confirm it's you; see [Confirm it’s you](https://easysales.work/help/security/confirm-its-you/). - **Schedule change** for a change that waits for the end of the period. - **Keep current plan** to drop a change you scheduled earlier. ## What happens next - **Plan changed. Stripe charges the difference now.** The new plan or seats apply at once, and the charge appears under **Charge history**, marked **(prorated)**. - **Change scheduled for** a date: the plan card shows the change as **From** that date, or **At the end of the period**. Until then your current plan and seats stay as they are. - **The scheduled change was dropped.** Nothing changes at the end of the period. ## Rules to know - More seats and higher plans start now, and the difference for the rest of the period is charged today. Fewer seats and lower plans start at the end of the period. - Monthly to annual on the same plan and seats starts a new annual period today. Annual to monthly always waits for the end of the year. When you change more than one thing at once, the summary says which applies. - **Change now** asks you to confirm it's you, unless you did so in the last 15 minutes. - You cannot choose fewer seats than the full users enabled now. A plan that allows fewer users than you have enabled cannot be chosen until you deactivate users. - When every full seat is taken, adding another user is refused with **Limit reached: your plan allows** that number of users. Add a seat first. - While fewer seats are scheduled, adding a user who would not fit in that number is refused. Keep more seats or deactivate a user first. - Card, billing e-mail and cancellation are not changed here; they are on Stripe's page, see [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/). ## Why it works this way **What you need now starts now.** When you hire, the new colleague needs a seat today, so extra seats and a higher plan apply at once. You pay only the difference for the days left in the period, not a full period on top of the one you have paid for. **What you have paid for runs to the end.** Fewer seats and a lower plan wait for the end of the period, so everyone keeps the access the company has already paid for. Annual to monthly waits for the end of the year for the same reason: a year paid in advance is used in full, not turned into a balance. **A charge to the card needs you, not just your session.** **Change now** charges the company card at once, so easySales asks you to confirm it's you unless you did so in the last 15 minutes. Every charge made here follows a recent confirmation by the person making it. **The seats you schedule are the seats you will have.** While a lower seat count is waiting for the end of the period, easySales refuses a new user who would not fit in it. On the change date, every enabled user still has a seat, and nobody is locked out. ## Work faster - **Deactivate before you reduce.** Deactivating a leaver frees their seat at once, so you can schedule the lower seat count straight away. See [User accounts](https://easysales.work/help/administration/users/). - **Add the seat, then the user.** When **Limit reached** stops a new user, add one seat with **Change now** and add the user again. See [User accounts](https://easysales.work/help/administration/users/). - **Read the plan card instead of waiting for the charge.** The card shows the next charge with its **Price**, **GST** and **Due** figures, and any change waiting for the end of the period. See [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/). - **Settle an open invoice first.** While a payment is overdue, **Change plan or seats** is not offered; **Pay now** on the plan card pays the open invoice on Stripe's page. See [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/). ## Examples **Adding a seat mid-month.** Lim & Co pays monthly for five full seats, renewing on the 24th. On 10 June Daniel Lim hires a sixth designer. He opens **Change plan or seats**, sets **Full seats** to 6 and reads the summary: **Takes effect now. The difference for the rest of the period is charged today.** He selects **Change now**, confirms it's him, and sees **Plan changed. Stripe charges the difference now.** The new charge appears under **Charge history**, marked **(prorated)**, and he adds the designer under **User accounts**. **Fewer seats from the next period.** A designer leaves on 10 August. Daniel deactivates her account, leaving five enabled users, and lowers the seats from 6 to 5. The summary says the change takes effect on 24 August and nothing is charged today. He selects **Schedule change**. All six seats remain until then, and the plan card shows **From** 24 August with five full seats. **A change of mind.** By November Lim & Co has six full seats again. Another designer leaves; Daniel deactivates her and schedules a drop from six seats to five. A week later Lim & Co wins a hotel project and hires a replacement, but adding the new user is refused, because the plan drops to five full seats at the end of the period and five users are enabled. Daniel opens **Change plan or seats**, leaves the seats at the current 6 and selects **Keep current plan**: **The scheduled change was dropped.** He then adds the new designer. ## Common questions - **How do I add a seat to my easySales plan?** Select **Change plan or seats** on the **Licence** page, raise **Full seats** and select **Change now**. Only the difference for the rest of the period is charged today. - **When does removing seats take effect?** At the end of the current period. Until then every seat you paid for stays, and nothing is charged today. - **Can I switch from monthly to annual billing?** Yes. On the same plan and seats, a new annual period starts today and is charged today. Annual to monthly waits for the end of the year. - **Can I change my plan while a payment is overdue?** No. **Change plan or seats** is not offered until the open invoice is paid. See [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/). - **How do I undo a change I scheduled?** Open **Change plan or seats**, keep your current plan, period and seats, and select **Keep current plan**. - **Why can't I choose fewer seats?** You cannot have fewer full seats than the users who are enabled. Deactivate users who no longer need easySales, then lower the seats. ## Related - [Choose a plan](https://easysales.work/help/administration/choose-a-plan/) - [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/) - [Cancel your plan](https://easysales.work/help/administration/cancel-your-plan/) - [User accounts](https://easysales.work/help/administration/users/) - [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/) --- # Payment and invoices > How to change the card for your easySales subscription, download Stripe tax invoices, read your credit balance and pay an invoice after a failed payment. Source: https://easysales.work/help/administration/payment-and-invoices/ Use this page to keep your company's payment working and to find the tax invoice for each charge. How payments, renewals and licence statuses fit together is on [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/). ## Before you start You need **System** **View** and **System** **Edit**. When the company is read-only or suspended, only someone with the standard **Administrator** role can open billing. The billing items below are in the **Billing** section of the **Licence** page. ## Steps **Change the card or billing e-mail** 1. Select **Licence** in the sidebar. The **Payment method** card shows the card on file and the **Billing email**. 2. Select **Manage payment and invoices**. Stripe's secure page opens. 3. Add the new card, or change the billing details, then follow Stripe's link back to easySales. **Download a tax invoice** 1. Under **Charge history**, find the charge by its **Date**. 2. Select **PDF** to download Stripe's invoice, or **View** to open it on Stripe's page. Each opens in a new tab. **Pay an open invoice** 1. When a payment has not gone through, the banner and the plan card show **Pay now**. 2. Select **Pay now** and pay on Stripe's page. To pay with a different card, change the card first. ## What happens next - The new card is used for the next charge. Stripe also retries a failed payment with it. - A paid open invoice restores a company in its grace period, read-only or suspended at once, and the banner goes. ## Rules to know - Each row of **Charge history** shows the **Item**, **Amount**, **Coupon**, **Credit**, **GST**, **Paid** and **Status**: **Paid**, **Unpaid**, **Uncollectible** or **Cancelled**. A charge for a change part way through a period is marked **(prorated)**, and a refunded one shows **Refunded** with the amount under its status. - An **Uncollectible** or **Cancelled** charge offers **PDF** only, not **View**. - Each charge has a tax invoice from Stripe with the GST registration number. easySales does not issue billing invoices of its own. - **This card expires soon or has expired** appears under the card in time to replace it. - **Credit**, when your company has some, is used automatically on the next charge. It does not expire and cannot be paid out. The **Credit** table lists each change to the balance. - The plan card's next charge shows the **Price**, any **Coupon**, the **GST**, any **Credit** and the amount **Due**. - easySales never sees or stores your card number; Stripe holds it. ## Why it works this way **The tax invoice comes from whoever collects the money.** Stripe charges the card, so Stripe issues the tax invoice for that charge, with the GST registration number on it. A GST-registered company needs that document to claim the GST it paid, and your accountant can file it with the payment it belongs to. **A failed payment is retried before anything changes.** A card can fail for reasons nobody at your company knows about yet. Stripe tries again and the banner asks the administrator to update the card, while everyone keeps working. Only when the retries end does the company enter its grace period. See [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/). **Credit pays before your card does.** Credit added to your company's billing is used on the next charge automatically, and the card pays only what remains. You never pay a charge by card while a balance is waiting for you. **Your card number stays with Stripe.** You enter and change the card only on Stripe's secure page. easySales shows the brand, the last four digits and the expiry date, and nothing more. ## Work faster - **Update the card straight from the banner.** When a payment fails, the banner's **Update payment method** opens Stripe's page without a detour to the **Licence** page. - **Replace a card before it expires.** **This card expires soon or has expired** under the card is your cue; **Manage payment and invoices** takes you to the page that changes it. - **Pay the open invoice in one step.** **Pay now**, in the banner or on the plan card, opens that invoice on Stripe's page and restores a read-only or suspended company as soon as it is paid. - **Send your accountant the PDFs.** **PDF** in **Charge history** downloads each tax invoice; keep them with your other purchase invoices. See [Keeping records](https://easysales.work/help/knowledge/keeping-records/). - **Check the next charge before it happens.** The plan card shows its date, **GST**, any **Credit** and the amount **Due**. See [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/). ## Examples **A card that is about to expire.** In May, the **Payment method** card at Lim & Co shows **This card expires soon or has expired**. Daniel Lim selects **Manage payment and invoices**, adds the company's new card on Stripe's page and follows the link back. The next charge goes to the new card. **A failed renewal.** In June the renewal does not go through. The banner reads **The latest payment did not go through.** with **Update payment method**. Daniel adds a new card on Stripe's page, and Stripe uses it when it tries again. Nobody at Lim & Co loses access. **Invoices for the accountant.** At the end of the quarter, Lim & Co's accountant asks for the easySales tax invoices. Mei Tan, who has the billing permissions, opens **Charge history**, finds the three charges by **Date** and selects **PDF** for each. ## Common questions - **How do I download my easySales tax invoice?** Open **Licence**, find the charge under **Charge history** and select **PDF**. **View** opens the same invoice on Stripe's page. - **How do I change the card for my subscription?** Select **Manage payment and invoices** on the **Licence** page and add the new card on Stripe's page. It is used for the next charge. - **What happens if my card payment fails?** Stripe tries again, and the banner asks the administrator to update the payment method. Everything keeps working while it retries. - **Does the invoice show a GST registration number?** Yes. Each charge has a tax invoice from Stripe with the GST registration number. - **What is the Credit on my billing page?** An amount held for your company and used automatically on the next charge. It does not expire and cannot be paid out. - **Can I pay an open invoice with a different card?** Yes. Change the card first with **Manage payment and invoices**, then select **Pay now**. - **Why can't I see Billing on the Licence page?** It needs **System** **View** and **Edit**. While the company is read-only or suspended, only the standard **Administrator** role can open it. ## Related - [Choose a plan](https://easysales.work/help/administration/choose-a-plan/) - [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/) - [Cancel your plan](https://easysales.work/help/administration/cancel-your-plan/) - [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) --- # Cancel your plan > How to cancel your easySales subscription on Stripe's page, what happens at the end of the paid period, and how long your company's data is kept. Source: https://easysales.work/help/administration/cancel-your-plan/ Use this page when your company no longer wants to renew easySales. What each licence status allows is on [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/). ## Before you start - You need **System** **View** and **System** **Edit**. - Download anything you want to keep outside easySales, such as invoice PDFs, while everyone can still work in it. - To pay less rather than stop, lower the plan or seats instead; see [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/). ## Steps 1. Select **Licence** in the sidebar. 2. In **Billing**, on the **Payment method** card, select **Manage payment and invoices**. Stripe's secure page opens. 3. Choose to cancel the subscription and confirm on Stripe's page. 4. Follow Stripe's link back to easySales. The **Licence** page shows the end date once Stripe has told easySales, which can take a minute. > **Caution** > > At the end of the period the company is suspended, and only administrators can sign in. ## What happens next - The plan card reads **Ends on** the last day of the period **and does not renew**. Until then everything keeps working, and nothing more is charged. - At the end of the period the company becomes **Suspended**: only administrators can sign in, and changes are switched off. All data is kept. - To come back while suspended, an administrator selects **Choose a plan** and pays; the company is restored at once. - 30 days after the end of the period the company is **Closed**, and nobody can sign in. For 180 days after that, contacting support@easysales.work can still restore it; then its data is deleted. The administrators get an e-mail 30 days and 7 days before the data is deleted. ## Rules to know - Cancellation always takes effect at the end of the period you have paid for. Nothing is refunded automatically for the rest of that period. - Stripe's page is also where you change the card and see invoices; see [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/). - An AI app or a personal token cannot cancel the plan: billing is open only to a person signed in to easySales. ## Why it works this way **You keep what you have paid for.** A cancellation stops the next renewal, not the current period. Your team works normally until the last paid day, which leaves time to finish open jobs, collect payments and download what you need. **Suspended first, closed later.** At the end of the period only administrators can sign in, and nothing can be changed. Your records stay exactly as they were on the last paid day, matching what your customers and your accountant already have. **Your data is not deleted the day you leave.** It is kept until 180 days after the company is closed, and the administrators are e-mailed 30 days and 7 days before it is deleted. Tax authorities can ask for invoices and receipts years after a sale, so keep your own copies for as long as the law requires; see [Keeping records](https://easysales.work/help/knowledge/keeping-records/). **Cancellation sits with the card.** The subscription, the card and the tax invoices all live on Stripe's page, so stopping the renewal happens in the same place that charges you. Only people with the billing permissions can reach it. ## Work faster - **Export your invoices before the last day.** **Accounting export** downloads a period's issued invoices and credit notes for Xero, QuickBooks Online or Excel, or the invoices as a ZIP of PDFs. See [Accounting export](https://easysales.work/help/invoices/accounting-export/). - **Download your billing invoices too.** **Charge history** has **PDF** for every charge, for your own records. See [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/). - **Reduce instead of stopping.** Fewer seats or a lower plan start at the end of the period, with no cancellation. See [Change plan or seats](https://easysales.work/help/administration/change-plan-or-seats/). - **Collect what customers owe before the last day.** Chase open invoices while your team can still record payments in easySales; [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) has a reminder schedule. ## Examples Lim & Co pays monthly, renewing on the 24th. On 3 October the partners decide to stop using easySales. Daniel Lim selects **Manage payment and invoices**, cancels on Stripe's page and returns. A minute later the plan card reads **Ends on** 24 October **and does not renew**. Between 3 and 24 October the team works as usual. Daniel runs **Accounting export** for each month of the year and keeps the files, and downloads the PDF of each easySales charge from **Charge history**. On 24 October the company is suspended: Daniel, who has the **Administrator** role, can still sign in, Mei Tan cannot, and nothing can be changed. On 23 November, 30 days after the end of the period, the company is closed. Its data is kept for 180 days after that, and Daniel receives reminder e-mails 30 days and 7 days before it is deleted. ## Common questions - **Do I get a refund if I cancel in the middle of a period?** No refund is made automatically. The plan keeps working until the end of the period you have paid for. - **Can my team keep working after I cancel?** Yes, until the last day of the paid period. After that only administrators can sign in, and nothing can be changed. - **What happens to my data after I cancel?** It is kept. The company is suspended at the end of the period and closed 30 days later; its data is deleted 180 days after it is closed. - **Will I be warned before my data is deleted?** Yes. The company's administrators get an e-mail 30 days and 7 days before the data is deleted. - **Who can cancel the subscription?** Someone with **System** **View** and **Edit**, from **Manage payment and invoices** on the **Licence** page. - **How do I keep a copy of my invoices?** Use [Accounting export](https://easysales.work/help/invoices/accounting-export/) before the end of the period, and keep the files as long as your tax authority requires. ## Related - [Trial and subscription](https://easysales.work/help/concepts/trial-and-subscription/) - [Payment and invoices](https://easysales.work/help/administration/payment-and-invoices/) - [Accounting export](https://easysales.work/help/invoices/accounting-export/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) - [Your Licence](https://easysales.work/help/administration/licence/) --- # Team management > How a sales manager uses Team management in easySales — each team member's invoiced sales against their monthly target, overdue invoices and open quotations, with shortcuts to team activity, approvals and reports. Source: https://easysales.work/help/team/overview/ **Team management** is where a manager looks after the people they lead: how much each person has invoiced this month against their target, what their customers owe overdue and what they have quoted. It is for team leaders and managers, not only for system administrators. ## Where to find it Select **Team management** in the sidebar. It opens on **Overview**; **Sales targets** is the second tab. The entry appears when someone reports to you, when you lead a team, or when your role can set sales targets. Reporting lines and team leaders are set in **System settings** → **Sharing & teams**; see [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). Your team is everyone who reports to you, at any level, and the members of the teams you lead, sub-teams included. The people above you and the other leaders of your teams are not in it, and neither is anyone deactivated. ## The overview At the top, choose the **Month** and the **Team**: **My team**, one of the teams you lead, or **Whole company** when your role sees the whole company. The table has one row per person, yours marked **Me**, and a **Total** row: | Column | What it shows | |---|---| | **Member** | The person; select the name to open their user account, where your role allows | | **Invoiced (net)** | Issued invoices of the month with that person as **Salesperson**, less their credit notes, before tax | | **Target** | Their target for the month, or *Not set* | | **Achieved** | Invoiced against the target, as a percentage with a bar | | **Overdue** | What their invoices owe past the due date today, with how many documents | | **Open quotations** | Their **Open** quotations still valid today, before tax, with how many | The **Total** row's **Achieved** counts only the people who have a target. Amounts are in your company's base currency. Under the table, **Shortcuts** opens **Team activity**, the quotations, invoices or credit notes awaiting your approval, the **Sales performance report** and **All reports**, each only where your role reaches it. ## What you can do - Compare each person's month with their target, and pick an earlier month to look back. - Set or change monthly targets — see [Sales targets](https://easysales.work/help/team/sales-targets/). - Follow up a team member's overdue invoices, then open the [team view](https://easysales.work/help/my-work/team/) for their activity. ## Permissions You need **Dashboard** **List** at any level. Each figure is read through your own **Invoice** and **Quote** lists, so you see the documents those lists show you; when they show only part of the company, the page says *Figures count only the documents your own lists show.* A column your role cannot list is left out. Setting targets needs **Set sales targets**; see [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). Team management depends on your company's plan; see the [pricing page](/pricing/). ## Why it works this way **Your team comes from the org chart.** The page uses the reporting lines and teams your company already keeps, so a new salesperson appears under their manager as soon as they are added there, with nothing else to set up. **It shows no more than your lists do.** A manager sees their team through the same permissions as everywhere else, so the overview never opens a document your role could not open. **Targets are invoiced sales before tax.** A target is met by sales the customer has been invoiced for, less credit notes, so a quotation that is never billed does not count, and GST is not counted as sales. ## Work faster - **Start the month with targets.** Set next month's targets on **Sales targets** before it begins — see [Sales targets](https://easysales.work/help/team/sales-targets/). - **Check your own progress on the dashboard.** **My target this month** shows your own figure on the [Dashboard](https://easysales.work/help/getting-started/dashboard/). - **See the activity behind the numbers.** **Team activity** opens the [team view](https://easysales.work/help/my-work/team/) with each person's week. - **Drill into a person's sales.** **Sales performance report** filters by **Salesperson** — see [Report figures](https://easysales.work/help/reports/report-figures/). ## Examples **Mid-month check.** On 15 October Daniel Lim, who leads Lim & Co's sales team, opens **Team management**. Mei Tan has invoiced SGD 12,600.00 against a target of SGD 25,000.00, so **Achieved** reads 50%. Kelvin's row shows SGD 4,200.00 against SGD 20,000.00 (21%) and **Overdue** SGD 3,270.00, *2 documents*. Daniel opens **Team activity** to see what Kelvin has planned this week. **The team's total.** In October Mei invoices SGD 27,500.00 against SGD 25,000.00 (110%) and Kelvin SGD 15,000.00 against SGD 20,000.00 (75%). Priya, a new salesperson, has invoiced SGD 3,000.00 and has no target yet. The **Total** row shows invoiced SGD 45,500.00 and target SGD 45,000.00, and its **Achieved** reads 94%: SGD 42,500.00 of SGD 45,000.00, without Priya's sales. ## Common questions - **Why don't I see Team management in the sidebar?** Nobody reports to you, you lead no team, and your role cannot set targets — or your company's plan does not include it. Ask your administrator. - **Who counts as my team?** The people who report to you at any level and the members of the teams you lead, including sub-teams. Your own managers are not included. - **Why is a person's invoiced figure lower than I expected?** Only issued invoices with them as **Salesperson** count, less credit notes, before tax, and only the documents your own lists show. - **Can I see a month that has ended?** Yes. Choose it under **Month**. - **Why does it say "You have no team yet"?** Nobody reports to you and you lead no team. An administrator sets this in **System settings** → **Sharing & teams**. - **Is this the same as the Team page under My work?** No. The team view shows activities and tasks; Team management shows sales against targets. ## Related - [Sales targets](https://easysales.work/help/team/sales-targets/) - [Team view](https://easysales.work/help/my-work/team/) - [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/) - [Dashboard](https://easysales.work/help/getting-started/dashboard/) --- # Sales targets > How to set each salesperson's monthly sales target in easySales on Team management, who may set whose target, and how progress is measured on invoiced sales before tax. Source: https://easysales.work/help/team/sales-targets/ A sales target is the amount a person should invoice in a month. Set it on [Team management](https://easysales.work/help/team/overview/); each person then sees their progress on their dashboard, and their manager sees the whole team's. ## Before you start - Your role needs **Set sales targets**. At **My team** you set the targets of the people who report to you and the members of the teams you lead, but never your own. At **Whole company** you set anyone's. The standard **Administrator** role has **Whole company**; any other role has it only when an administrator turns it on — see [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - Without it you can still open **Sales targets** and read your team's targets. - A target is in your company's base currency, before tax. ## Steps 1. Select **Team management** in the sidebar, then the **Sales targets** tab. 2. Choose the **Month**. 3. Choose the **Team**: **My team**, one of your teams, or **Whole company**. 4. In the target column, such as **Target (SGD)**, type each person's amount, such as 25000. Leave a box empty for no target. 5. Select **Save targets**. A message says how many targets were saved. **Cancel** drops your unsaved changes. ## What happens next Each person's **My target this month** card on the [Dashboard](https://easysales.work/help/getting-started/dashboard/) and the **Target** and **Achieved** columns on the overview use the new amounts straight away. Progress is the person's issued invoices of the month with them as **Salesperson**, less their credit notes, before tax. The save is recorded in the audit log with each old and new amount. ## Rules to know - An amount is 0 or more with at most 2 decimal places; otherwise the page says *Enter an amount of 0 or more, with at most 2 decimal places.* and **Save targets** stays off. - Clearing a box removes that person's target: they read *Not set* and their dashboard reads *No target*. - Each month has its own targets. A new month starts empty until someone sets it. - A save is all or nothing. If one entry cannot be saved, none is, and the page says why. - If someone saved the same month at the same time, your save is refused; reload and enter it again. - A target saved before your company changed its base currency is not compared. **Note** shows *Saved earlier as* the old amount; enter it again in the current currency. ## Why it works this way **A manager cannot set their own target.** At **My team** a target is set from above: your manager, or someone with **Whole company**, sets yours. That keeps targets honest and agreed. **Targets count invoiced sales, not quotes.** An invoice is a sale the customer has been billed for. Measuring targets on invoices less credit notes means a sale cancelled with a credit note comes off the person's progress too. **Before tax, in one currency.** GST is collected for the tax authority, so it is not sales. Keeping every target in the base currency lets the team's total add up. ## Work faster - **Set the whole team at once.** Type every amount, then save once — see [Team management](https://easysales.work/help/team/overview/). - **Copy last month's amounts.** Choose last month under **Month** to read them, then switch to the new month and type them in. - **Give a target-setter the right level.** A team leader needs **My team**; a sales director or administrator **Whole company** — see [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Watch progress daily.** Each person's **My target this month** card shows where they stand on the [Dashboard](https://easysales.work/help/getting-started/dashboard/). ## Examples **Setting November's targets.** On 28 October Daniel Lim, who leads Lim & Co's sales team, opens **Sales targets**, chooses November and **My team**. He types 25000 for Mei Tan, 20000 for Kelvin and 8000 for Priya, who has just joined, and selects **Save targets**. The message reads *3 targets saved*. His own row is read-only: his target is set by the managing director. **Measuring progress.** In November Mei issues invoices of SGD 27,250.00 before GST and a credit note of SGD 1,250.00. Her progress is SGD 26,000.00, so **Achieved** reads 104% and her dashboard card shows *SGD 26,000.00 of SGD 25,000.00*. ## Common questions - **Can I set a target for myself?** Only with **Whole company**. At **My team** your own row is read-only. - **Does a quotation count towards a target?** No. Only issued invoices count, less credit notes. - **Is the target before or after GST?** Before tax, in your company's base currency. - **What happens to a target when someone leaves?** A deactivated user no longer appears on the page. The targets already saved for them are kept, and the audit log records every change. - **Why can't I type a target?** Your role does not have **Set sales targets**, or the row is your own at **My team**. - **Do targets carry over to the next month?** No. Each month starts empty. ## Related - [Team management](https://easysales.work/help/team/overview/) - [Dashboard](https://easysales.work/help/getting-started/dashboard/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [Report figures](https://easysales.work/help/reports/report-figures/) --- # User accounts > Add a user in easySales, give them a role, reset a forgotten password or two-step verification, and deactivate a staff member who has left. Source: https://easysales.work/help/administration/users/ User accounts are the people in your company who sign in to easySales. Each account has one role, which decides what that person can see and do. See [Your licence and users](https://easysales.work/help/concepts/your-licence-and-users/) for how accounts relate to your plan. ## Where to find it Select **User accounts** in the sidebar. The page has two tabs: **Users**, the list of accounts, and **Roles**, described in [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). Open a user to see **Account**, **Contact** and **Preferences**, a **History** tab and, where AI access is available, an **AI access** tab. The header shows the username, role, email and the last sign-in, or **Never signed in**. Where two-step verification is available, the **Users** list also has a **Two-step verification** column. It shows **App**, **Email**, **Passkey**, **Off**, **Required – not set up**, **Grace until** a date, or **Passkey unusable – recovery codes only, re-enrol**. You cannot remove this column in **List Column Setting**. ## What you can do - To add a user, select **New user**, fill in **Name**, **Username** and **Email**, choose the **Role** under **Standard roles** or **Custom roles**, and select **Create user**. Tick **Salesperson** to list the person in salesperson pickers and sales reports. - A new account has no password, so nobody can sign in as that user yet. To give them one, or when someone has forgotten theirs, open the user and select **Reset password** in the header (on a phone, in the **···** menu), then confirm with **Reset password**. Select **Copy** to copy the temporary password, pass it on to the user yourself, then select **Done**. - Select **Edit** to change the name, contact details, **Team (text)**, **Timezone**, **Date format** or avatar colour, or to move the user to another role. - To choose the colour of the user's avatar, set **Background** and **Text** under **Preferences**. The same colours are used wherever easySales shows the user; with none set, easySales picks a fixed colour for each person. The user cannot change them in **My profile**. - To change which columns the list shows, select **List Column Setting** at the right of the toolbar; see [Lists and columns](https://easysales.work/help/getting-started/lists/). **For everyone** also needs **System** **Edit**. - When someone has lost every way to complete two-step verification, select **Reset two-step verification** in the **···** menu and confirm with **Reset**. See [Reset two-step verification](#reset-two-step-verification). - To move what a user owns to a colleague, select **Transfer records** in the **···** menu; see [Transfer records](https://easysales.work/help/administration/transfer-records/). - To deactivate a user who has left, select **Deactivate user** in the **···** menu and confirm with **Deactivate**. You stay on their page, which now carries a **Deactivated** tag and can no longer be edited. If they still own records, a banner says what, with **Transfer records** beside it. - The **AI access** tab lists the user's **Connected apps** and **Personal tokens**. Select **Disconnect** beside one to stop it at once; see [Company AI access](https://easysales.work/help/ai-access/company-ai-access/). > **Caution** > > Deactivating cannot be undone from any screen. The user is signed out of every session at once, > their AI apps and personal tokens are disconnected, and they cannot sign in again. The records they > own stay theirs until you transfer them. The user is then hidden from the list; set **Status** to > **Deactivated** to find them again. ## Reset password - easySales generates a 14-character temporary password of letters and digits. It is shown once and never emailed; if you lose it before passing it on, reset again. - It works for 72 hours. After that, signing in with it shows "This temporary password has expired. Ask your administrator to reset your password again." Reset it again. - At their next sign-in, after the two-step code if they use one, the user sees **Choose a new password** and cannot do anything else until they select **Save and sign in**. - A reset signs the user out of every device and disconnects their AI apps and personal tokens. - You cannot reset your own password here; change it on the **Sign-in & security** page of [My profile](https://easysales.work/help/getting-started/profile/). ## Reset two-step verification - It removes the user’s authenticator app or email codes, recovery codes, trusted devices and passkeys, signs them out of every device, disconnects their AI apps and personal tokens, and emails them a notice. Their password stays. - At their next sign-in they set up two-step verification again, with no grace period, if your company requires it. - The menu item can be selected when the user’s **Two-step verification** shows **App**, **Email**, **Passkey** or **Passkey unusable – recovery codes only, re-enrol**. Otherwise it is greyed out with *This user has no two-step verification to reset*. You cannot reset your own. - Only an Administrator can reset another Administrator. - The reset is recorded on the user’s **History** tab. - If the user needs it because they lost their phone, check first that they cannot use a recovery code or a passkey — see [Get back in](https://easysales.work/help/security/locked-out/). - Changing the **Email** of someone who uses email codes stops their codes until they confirm the new address; the form warns you before you save. See [Use email codes](https://easysales.work/help/security/email-codes/). ## Confirm it’s you Before you change another user’s **Email**, reset their password or reset their two-step verification, easySales asks you to [confirm it’s you](https://easysales.work/help/security/confirm-its-you/). One confirmation lasts 15 minutes in the same sign-in. ## Good to know - You cannot change your own role or deactivate your own account; ask another administrator. - Only an Administrator can give someone the Administrator role or change another Administrator. Someone on a custom role can assign only roles that grant no more than their own. - The last active Administrator cannot be deactivated. - The list shows active users. Set **Status** to **Deactivated** or **All** to see deactivated users, who carry a **Deactivated** tag. A deactivated user's page is read-only; **Transfer records** in the **···** menu is the one action left on it. - A password reset through **Forgot your password?** also disconnects the user's AI apps and personal tokens. - **Team (text)** is a free-text label. It is not one of the teams in [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/) and does not change who sees what. - Each username and each email address belongs to one user only. - Each active user counts towards the **User accounts** limit on your [Licence](https://easysales.work/help/administration/licence/). When every seat is in use, creating a user is refused and nothing is saved. ## Permissions You need **User** **List** and **View** to see accounts, **Add** at **All records** to create one, **Edit** to change details, reset passwords, reset two-step verification or transfer records, and **Delete** to deactivate. Who can do what with sign-in security is in the matrix on [Company security settings](https://easysales.work/help/security/company-security-settings/#who-can-do-what). Choosing or changing a role also needs the **Assign roles** control in your role. ## Why it works this way **Nobody types another person's password.** easySales generates the temporary password and the user replaces it at once, so only they know the password they keep. Everything done under their name is then theirs, which is what makes the [audit log](https://easysales.work/help/administration/audit-trail/) worth reading. **The temporary password is shown once and never emailed.** A password sitting in an inbox can be found long after it was sent. Shown once and valid for 72 hours, it is useful only for the hand-over you are doing now. **Resets and deactivation sign the person out everywhere.** A phone left logged in, or an AI app still connected, would otherwise keep working after you acted. Ending every session at once means your decision takes effect on every device straight away. **People are deactivated, not deleted.** Quotations, invoices and history keep the name of whoever created or issued them, so your records still show who dealt with the customer after that person has left. ## Work faster - **Search the list by name, username, email or team.** The search box also matches **Team (text)**, so typing a team label lists everyone who carries it. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Follow the prompt for a new user.** For someone who has never signed in, **Reset password** is the main button on their page, with a tip that it is the next step. - **Read the temporary password out.** It uses no look-alike characters such as 0 and O or 1 and l, so you can pass it on by phone without spelling it twice. - **Hand over straight after you deactivate.** The page stays open after **Deactivate**, and its banner shows what the person still owns; select **Transfer records** there. See [Transfer records](https://easysales.work/help/administration/transfer-records/). - **Let colleagues reset their own password.** **Forgot your password?** on the sign-in page sends them a link, so you do not have to. See [Reset your password](https://easysales.work/help/getting-started/reset-your-password/). ## Examples Lim & Co hires a designer, Aisyah Rahman. Mei Tan selects **New user**, enters her name, the username aisyah.rahman and her work email, chooses the custom role "Designer", ticks **Salesperson** and selects **Create user**. On Aisyah's page, **Reset password** is the main button. Mei confirms, selects **Copy** and reads the temporary password to Aisyah over the phone. Aisyah signs in, sees **Choose a new password**, chooses her own and selects **Save and sign in**. **A temporary password that expired.** Mei resets Daniel Lim's password on Monday at 10:00, but Daniel is travelling and tries it on Thursday at 11:00. That is 73 hours later, past the 72-hour limit, so sign-in tells him the password has expired. Mei resets it again and gives him the new one. **A full licence.** Lim & Co's plan has five **User accounts**, and all five are in use when Mei tries to add a sixth person, so creating the user is refused. Farid Rahman left last week: Mei transfers his records and deactivates him, which leaves four active users, and the sixth person becomes the fifth. See [Your Licence](https://easysales.work/help/administration/licence/). ## Common questions - **How do I reset a user's password in easySales?** Open the user on **User accounts**, select **Reset password** and pass the temporary password on to them. They choose their own at their next sign-in. - **Why can't a new user sign in?** A new account has no password. Reset the password on their page and give them the temporary one. - **What if the temporary password has expired?** Reset the password again. A temporary password works for 72 hours and is shown only once. - **Can I see a user's password?** No. easySales never shows a password the user chose; you can only reset it. - **Why can't I add another user?** Every seat on your licence is in use. Deactivate someone who no longer needs access, or add seats; see [Your Licence](https://easysales.work/help/administration/licence/). - **Where do deactivated users go?** They are hidden from the list. Set **Status** to **Deactivated** (or **All**) and open the user: their page is read-only, and **Transfer records** moves what they still own. - **Can two users share one email address?** No. Each email address and each username belongs to one user, so the save is refused if another user already has it. - **A colleague lost their phone and cannot sign in. What do I do?** If they have no recovery code or passkey left, select **Reset two-step verification** on their page. See [Get back in](https://easysales.work/help/security/locked-out/). ## Related - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [Transfer records](https://easysales.work/help/administration/transfer-records/) - [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/) - [Your licence and users](https://easysales.work/help/concepts/your-licence-and-users/) --- # Roles and permissions > Set up user roles and permissions in easySales - use Administrator and Viewer, create custom roles, and choose No access, All records or Own records only. Source: https://easysales.work/help/administration/roles-and-permissions/ A role decides what its users may do in each module of easySales, and on whose records. This page is for whoever sets up access for colleagues; see [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/) for how roles and sharing work together. ## Before you start You need the **Manage custom roles** control in your role to open the **Roles** tab, and **Assign roles** to give a role to a user. Every company has two standard roles, which cannot be changed: - **Administrator** — every permission at **All records**, including every **Role administration** control. - **Viewer** — **List** and **View** at **Own records only** on accounts, contacts, quotations, invoices and credit notes, plus reading the activities on the records it can see, and nothing else. A Viewer sees no dashboard tiles. ## Steps 1. Select **User accounts** in the sidebar, then the **Roles** tab. Open a standard role to read what it grants. 2. Select **New role** and enter a **Name**. 3. Under **Copy from**, choose a custom role to start from, or **Start with no access**. 4. Under **Permissions**, set each module's **List**, **View**, **Add**, **Edit** and **Delete** to **No access**, **All records** or **Own records only**. 5. On the **Activities** row, choose **No access**, **View** or **View and post**, and turn on **Manage others’ activities** if the role may change activities other people wrote. 6. Turn on **Transfer Records** if the role may transfer any record in your company. 7. Under **Role administration**, turn on the controls the role needs: **Manage custom roles**, **Assign roles**, **Write off small payment differences**, **Write off bad debts**, **Forfeit security deposits**, **Manage sign-in security**, **Manage notification settings**, **Manage activity sub-types**, **Manage AI assistant settings**, **Approve quotations**, **Approve invoices**, **Approve credit notes**, **Import data** and **Bulk export documents**. **Export lists to Excel** takes a level — **No access**, **All records** or **Own records only** — for the lists' **Export to Excel**; see [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/). **Manage sign-in security** lets the role change the [company security settings](https://easysales.work/help/security/company-security-settings/); **Manage AI assistant settings** opens [AI settings](https://easysales.work/help/administration/ai-assistant-settings/). 8. Under **Team management**, where your plan includes it, set **Set sales targets** to **No access**, **My team** or **Whole company** — see [Sales targets](https://easysales.work/help/team/sales-targets/). 9. Under **AI assistant**, turn on **Use the AI assistant** if the role may ask [@easy](https://easysales.work/help/activities/ask-easy/), and **Use AI chat** if it may use the private [AI chat](https://easysales.work/help/activities/ai-chat/) panel. Both are off for every role until you turn them on. **Use the AI assistant** needs **View and post** on **Activities**; **Use AI chat** needs nothing on **Activities**. 10. Select **Create role**, then give it to users on their [user accounts](https://easysales.work/help/administration/users/). ## What happens next The role appears on the **Roles** tab as a **Custom Role**, with the number of users on it. Its permissions apply to everyone assigned to it. To change it, open it, make your changes and select **Save changes**; everyone on the role is affected. ## Rules to know - **No access** hides the module. **All records** reaches every record in your company. **Own records only** reaches the records the user owns, plus those that [sharing](https://easysales.work/help/administration/sharing-and-teams/) opens to them. - **System** takes only **No access** or **All records**, and the **Role administration** controls work tenant-wide only. - A control keeps the permissions it depends on switched on, shown under **Required permissions are kept on**. For example, **Write off bad debts** and **Forfeit security deposits** keep **Invoice** **View** and **Edit** on. Forfeiting also needs both at **All records**. - Some switches appear only when your plan includes the module: the approve controls with **Document approval**, and the **AI assistant** section and **Manage AI assistant settings** with the AI assistant. See [Your Licence](https://easysales.work/help/administration/licence/). - Someone who is not an Administrator can create, edit or assign only roles that grant no more than their own, and cannot edit the role that gives them their own access. - Below the module grid, a section titled **Activities** holds the **Activities** row, with its own three levels: **No access** hides activities, **View** lets the user read them, and **View and post** lets them post and reply as well. Beside it, the **Manage others’ activities** switch lets the holder edit or delete other people's activities, restore deleted ones and manage space membership; it works only with **View and post** and opens no members-only space. Turning on **Use the AI assistant** raises the row to **View and post**. Which activities users read still depends on the records and spaces they can see — see [Who can see activities](https://easysales.work/help/activities/who-can-see/). - Once your company's old Task, Event, Note and Call log permissions have been converted to this row, the grid no longer shows **Task**, **Note**, **Event**, **Call Log**, **Email**, **SMS** and **Appointment**. A banner at the top of the **Roles** screen, **Please review the activities permissions**, says so and lists the custom roles that received an **Activities** setting. Open each one and check it. The banner stays until someone who can manage roles selects **Dismiss**. - Turn a custom role **Off** to stop it being assigned. A role still in use cannot be turned off: move its users to another role first. ## Why it works this way **Each person gets what their job needs, and no more.** A designer who handles their own customers does not need to see every invoice in the company. Keeping access to the job protects your customers' details and keeps commission-sensitive figures with the people who own them. **Standard roles never change.** **Administrator** always holds everything and **Viewer** always reads only its own core records, so you have two fixed reference points. Anything else your company needs is a custom role that you can read and change. **Nobody can hand out more than they hold.** A manager who may assign roles cannot create or give a role that reaches further than their own, and cannot widen the role they are on. Access can grow only through someone who already has it, so a single account cannot raise itself to full control. **Money controls are separate from record access.** Writing off a bad debt or forfeiting a deposit changes what your books say a customer owes. These are switches of their own, so being able to edit invoices never brings them with it by accident. ## Work faster - **Start from a role you already have.** **Copy from** fills the new role with a custom role's permissions; change the few that differ and select **Create role**. - **Find a role by name.** On a long **Roles** list, type in **Search roles** instead of scrolling. - **Let managers see their team without All records.** Set **Reports to** under [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). With **Grant Access Using Hierarchies** on, as it is until you turn it off, a role at **Own records only** also reaches the records of the people who report to them. - **Check a key before you assign it.** The [Permissions reference](https://easysales.work/help/reference/permissions/) lists what each module, action and control allows. - **Retire a role in two moves.** Move its users to another role on their [user accounts](https://easysales.work/help/administration/users/), then turn the role **Off**. ## Examples Lim & Co wants its designers to handle their own customers. Mei Tan creates "Designer" with **Start with no access**, then sets **Account**, **Contact**, **Quote** and **Invoice** to **Own records only** for all five actions, **Product** **List** and **View** to **All records**, and **Activities** to **View and post**. A designer can now see the whole product list but only their own customers and documents, and post activities on them. **A bookkeeper who exports invoices.** Lim & Co's part-time bookkeeper, Grace Ong, needs every invoice and credit note but does no selling. Mei creates "Bookkeeper" with **Start with no access**, sets **Account**, **Contact**, **Invoice** and **Credit Note** **List** and **View** to **All records**, and turns on **Bulk export documents**. The export needs company-wide access to the documents, and to accounts and contacts for the customer details on them. Grace can now download the month's documents for the accounts system, but cannot create, change or delete anything. See [Accounting export](https://easysales.work/help/invoices/accounting-export/). **An office manager who settles small differences.** Daniel Lim wants the office manager to clear rounding left on invoices. He opens "Office manager", turns on **Write off small payment differences**, and sees **Edit invoices** listed under **Required permissions are kept on**: the control cannot work without it. ## Common questions - **How do I let staff see only their own customers?** Give them a custom role with **Account**, **Contact** and the document modules at **Own records only**. They then reach only the records they own, plus any that sharing opens to them. - **Can I edit the Administrator role?** No. Standard roles cannot be changed. Create a custom role with the permissions you want instead. - **Why can't I turn a permission off in a role?** A control that the role has switched on depends on it. Turn that control off first; the permission is then free to change. - **Why can't I switch a role off?** Someone is still on it. Move those users to another role, then turn it **Off**. - **Can a manager give someone more access than they have?** No. Someone who is not an Administrator can create or assign only roles that grant no more than their own. - **Why can't a user ask @easy after I turned on the AI assistant?** Check that their role has **Use the AI assistant** on: lowering **Activities** below **View and post** turns it off. The **AI assistant for your company** switch in [AI settings](https://easysales.work/help/administration/ai-assistant-settings/) must be on too. See [Ask @easy](https://easysales.work/help/activities/ask-easy/). - **Does a change to a role apply straight away?** Yes. easySales checks permissions on every request, so after you select **Save changes** everyone on the role works under the new settings from their next action. ## Related - [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/) - [User accounts](https://easysales.work/help/administration/users/) - [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/) - [Permissions reference](https://easysales.work/help/reference/permissions/) - [Sensitive fields](https://easysales.work/help/administration/sensitive-fields/) --- # Sensitive fields > How to limit who can see and change e-mail addresses, phone numbers, addresses, personal details and cost and margin in easySales, with the Sensitive fields section of a custom role. Source: https://easysales.work/help/administration/sensitive-fields/ A role can let someone work with a record and still keep some of its fields from them: a customer's mobile number, a contact's date of birth, the cost behind a quotation. This page is for whoever sets up [roles](https://easysales.work/help/administration/roles-and-permissions/); the fields are set per role, not per user. ## Before you start You need the **Manage custom roles** control to change a role. The **Sensitive fields** section is part of a custom role; standard roles cannot be changed. It depends on your plan: where your plan does not include it, the section is not shown and everyone who can open a record sees all its fields. ## Steps 1. Select **User accounts** in the sidebar, then the **Roles** tab, and open a custom role, or select **New role**. 2. Scroll to **Sensitive fields**. Each row is one group of fields, with a **View** and an **Edit** level. 3. For each group, set **View** to **No access**, **All records** or **Own records only**. **Cost and margin** offers only **No access** and **All records**. 4. Set **Edit** the same way. **Edit** is never wider than **View**: with **View** at **No access**, **Edit** is off too. 5. Select **Save changes**, or **Create role** for a new one. The five groups are: | Field | What it covers | |---|---| | **E-mail addresses** | E-mail addresses of contacts and leads | | **Phone numbers** | Phone, mobile and fax of accounts, contacts and leads | | **Addresses** | Street, city, state and postcode of accounts, contacts and leads; the country is not restricted | | **Personal details** | Gender, date of birth, language, income, marital status and children of contacts | | **Cost and margin** | Product cost, quotation line cost, and the cost, profit and margin of quotations and opportunities | ## What happens next The change applies the next time each user of the role opens a record. Where they may not view a group: - an e-mail address shows only its first letter and domain, such as `a***@acme.sg`; - a phone number hides its last four digits, such as `9123 ****`; - an address line shows `****`; - personal details and cost are left out, and the form shows **Hidden**. Where they may view a group but not edit it, the field is read-only and says **Your role cannot change this.** ## Rules to know - **Own records only** applies the level to records the user owns; on other records the group is masked or hidden. - Searching, sorting and filtering by a group needs **View** at **All records**. - The same limits apply in lists, **Export to Excel**, AI chat, @easy and connected AI apps. - Quotation, invoice and credit note PDFs are not affected: a document prints what the customer needs. - A new role starts with every group at **All records**, so nothing is hidden until you change it. ## Why it works this way **Access to a record is not access to everything on it.** A salesperson needs a customer's account to quote, but not necessarily their home address or the margin on the deal. Masking keeps enough to recognise the right line, such as the e-mail domain, without giving the detail away. **The rule follows the data, not the screen.** The same limits hold wherever the record is read, including exports and AI tools, so a field hidden on the form cannot be read another way. **Documents stay whole.** A PDF goes to the customer, who needs your address and theirs in full, so sensitive fields never change what prints. ## Work faster - **Start from a role you already have.** **Copy from** on a new role copies its sensitive fields too. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Keep cost with the people who price.** Set **Cost and margin** to **No access** for roles that sell but do not set prices. See [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/). - **Check a key before you assign it.** The [Permissions reference](https://easysales.work/help/reference/permissions/) lists every permission by name. ## Examples **Lim & Co keeps cost with the directors.** Mei Tan sells for Lim & Co and quotes every day. Her role, Sales, has **Quote** at **All records**, but **Cost and margin** at **No access**. On a quotation she sees each line's price and the total, while each line's cost and the quotation's cost read **Hidden**. Daniel Lim, a director, keeps **All records** and sees both. **Own customers only.** The part-time role at Lim & Co has **Phone numbers** **View** at **Own records only**. On Harbour Café's contact, which she owns, the mobile reads 9123 4567. On a colleague's contact it reads 9876 ****, and she cannot search contacts by phone number. ## Common questions - **Does hiding a field delete it?** No. The value stays on the record; people whose role may view it still see it in full. - **Why is the Sensitive fields section missing?** Your plan does not include it, or you are looking at a standard role, which cannot be changed. - **Does a hidden field still print on the PDF?** Yes. Sensitive fields do not change what a quotation, invoice or credit note PDF prints. - **Why can't I search by phone number?** Searching by a group needs **View** at **All records** in your role. - **Does the AI assistant see hidden fields?** No. AI chat, @easy and connected AI apps read records with the same limits as the person using them. - **Why does a field say Your role cannot change this?** Your role may view that group but not edit it. Ask an administrator to change **Edit** for it. ## Related - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/) - [Permissions reference](https://easysales.work/help/reference/permissions/) - [User accounts](https://easysales.work/help/administration/users/) --- # Sharing and teams > Control who sees whose customers in easySales - set default access per record type, reporting lines, teams and sharing rules for staff on Own records only. Source: https://easysales.work/help/administration/sharing-and-teams/ Sharing settings decide whose records a person can reach when their role gives them **Own records only**. Use them to keep records private, open them to a team, or share them with the whole company. See [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/) for the ideas behind them. ## Before you start You need **System** **View** to see these settings and **System** **Edit** to change them. They affect only people whose role is at **Own records only** for the action: **All records** already reaches everything, and **No access** reaches nothing. ## Steps *[Diagram: Who sees a record: the role's level for the action decides first. No access shows no records, All records shows every record in your company, and Own records only shows the records you own plus those the sharing settings add through Default access, Sharing rules, Teams and Reports to.]* 1. Open **System settings** and select **Sharing & teams** in the **Users & security** group. 2. On **Reports to**, choose who each user reports to. 3. On **Teams**, select **New team**, enter a **Name** and, if it sits under another team, a **Parent Team**. Select **Manage members**, add people with **Add member**, and mark any **Team Leader**. 4. On **Default access**, choose the **Default access** for each record type, switch **Grant Access Using Hierarchies** on or off, then select **Save** at the foot of the page and confirm **Save default access?**. 5. On **Sharing rules**, select **New sharing rule**. Choose the **Object**, the team whose records are shared under **Records owned by**, the team under **Shared with**, and the **Access**: **Read Only** or **Read/Write**. Select **Save**. ## What happens next A change on **Reports to** is saved as soon as you make it. Changes on **Default access** are saved when you select **Save** and confirm, because they decide which records colleagues can open; teams and rules are saved when you select **Save** in their dialogs. People see the new reach the next time they open a list or record. A reporting line that loops back on itself is refused. ## Rules to know - **Private**: only the owner and the people above them. **Private + Alert** is the same, but someone creating or searching for a record that already exists sees its name and owner, without opening it. - **Team**: everyone on the same team as the owner can see and edit the record. Team leaders also reach the teams below theirs. - **Public Read Only**: everyone can see; only the owner and those above them can edit. **Public Read/Write**: everyone can see and edit; a red warning under the choice says so. - **Controlled by Parent** (contacts only): whoever can see the account can see its contacts. **Not set (current behaviour)** keeps the contact list following the account's owner. - The **Result** column beside each record type says in one sentence what its current setting does. - **Grant Access Using Hierarchies** is on until you turn it off: people above the owner in **Reports to** get the same access as the owner. - A **Team Leader** reaches the records of everyone in the teams they lead and in the teams below. - A sharing rule opens one team's records to another team. A rule from a team to itself is refused: a team already sees its own records. - Sharing never exceeds the role: seeing a record needs **View**, and changing it needs **Edit**. - A team or rule switched **Off** stops sharing; neither is deleted. ## Why it works this way **Customers belong to the person who looks after them.** Starting from the owner keeps each salesperson's contacts, prices and pipeline with them, which protects your customers' details and avoids two people chasing the same lead. You then open access on purpose, never by accident. **Managers see through the reporting line, not through a bigger role.** With **Reports to** and hierarchies on, a manager reaches their team's records while staying at **Own records only**. They can coach and cover for their team without also seeing every other team in the company. **Rules work team to team.** People join and leave; teams last longer. A rule written for a team keeps working when a new designer joins it, with no rule to rewrite. **A change to default access asks first.** It changes what everyone at **Own records only** can open at once, so easySales asks you to confirm before it saves. ## Work faster - **Set the reporting line once.** Choose each user's manager on **Reports to**; with hierarchies on, managers need no wider role. See [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/). - **Read the Result column before you save.** It says in plain words what each setting will do, so you can check the effect without testing it on a colleague's account. - **Use Private + Alert to stop duplicates.** Staff who search for a customer that exists under a colleague see its name and owner, so they ask instead of creating it again. See [Duplicate alerts](https://easysales.work/help/contacts/duplicates/). - **Make the team leader the manager.** A **Team Leader** reaches every member's records and the teams below, with no extra rule. - **Switch a rule off instead of deleting it.** **Off** keeps the rule ready for the next project that needs the same opening. ## Examples Lim & Co's designers are on a role at **Own records only**. Mei Tan sets **Account** to **Private** and records that Ahmad and Priya report to her. Ahmad sees only his own accounts; Mei sees hers, Ahmad's and Priya's. To let the "Studio B" team read the quotations of the "Studio A" team, she adds a sharing rule on **Quotation** from "Studio A" to "Studio B" with **Read Only**. **How many accounts a manager sees.** Mei owns 20 accounts, Ahmad 12 and Priya 9. With **Grant Access Using Hierarchies** on, Mei's list shows 20 + 12 + 9 = 41 accounts. Ahmad's shows his 12, and Priya's her 9. If Mei turns hierarchies off for **Account**, her list drops back to her own 20. **A customer that already exists.** **Account** is set to **Private + Alert**. Ahmad starts to create Harbour Café, which Mei already owns. easySales shows him the name and that Mei owns it, but he cannot open it, so he asks Mei to add him to the **Account Team** instead of creating a duplicate. See [Duplicate alerts](https://easysales.work/help/contacts/duplicates/). ## Common questions - **How do I let a whole team see each other's customers?** Set **Account** to **Team** on **Default access**, and put the people in the same team on **Teams**. Everyone on the team can then see and edit the team's accounts. - **What does Private + Alert mean?** Records stay private to the owner and those above them, but someone creating or searching for an existing record sees its name and owner. They cannot open it. - **Does a sharing rule let people delete records?** Only if their role allows it. Sharing never goes beyond the role: **Read/Write** lets people edit only if their role has **Edit**, and delete only if it has **Delete**. **Read Only** never lets them change or delete anything. - **Why did a sharing change make no difference for some users?** Their role is at **All records**, which already reaches every record, or at **No access**, which reaches none. Sharing affects only **Own records only**. - **Can I share records with one person only?** Rules work between teams. Make a team for that person, or add them to an [account team](https://easysales.work/help/accounts/account-details/) on the customers they need. - **What happens when I switch a team off?** It stops sharing, and its members lose the access it gave. The team is kept, so you can switch it on again. ## Related - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/) - [Transfer records](https://easysales.work/help/administration/transfer-records/) - [User accounts](https://easysales.work/help/administration/users/) --- # Transfer records > Hand a leaver's customers, quotations and invoices to a colleague in easySales, choose what moves with the accounts, or change the owner of one record. Source: https://easysales.work/help/administration/transfer-records/ When someone leaves or changes job, move the records they own to a colleague, so their customers are still followed up and their documents have an owner. This page is for administrators and managers; see [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/) for what an owner is. ## Before you start You need **User** **View** to open the transfer page and **User** **Edit** to transfer, with **Edit** on each kind of record that moves. You also need one of these: - **Transfer Records** in your role, which reaches any record in your company; - to be above the user in **Reports to**, where that module's **Grant Access Using Hierarchies** is on; - to be moving your own records. The colleague who receives the records must be active and have **View** on every kind of record that moves. You can transfer before or after you deactivate someone. A deactivated user is hidden from the **User accounts** list until you set **Status** to **Deactivated**. See [User accounts](https://easysales.work/help/administration/users/). ## Steps 1. Open **User accounts** and the user whose records are to move. If the user is already deactivated, set **Status** to **Deactivated** first to list them. 2. In the **···** menu, select **Transfer records**. The **Mass transfer records** page opens and counts what the user owns under **Records owned by**. 3. Under **Record types**, keep the kinds of record to move, and pick an **Account** to move only that customer's records. 4. Under **Recipient**, choose the colleague in **Transfer to**. 5. Tick or clear what else moves with the accounts: **Open opportunities**, **Open quotations**, **Open documents (drafts)** and **Open activities** are ticked; **Issued invoices, credit notes, purchase orders and delivery orders, and closed quotations** is not; **Keep the account team** is ticked. 6. Read the summary on the bar at the foot of the page and select **Transfer records**. 7. Confirm with **Transfer records** in the dialog that asks **Transfer these records to** the colleague. ## What happens next The records now belong to the colleague. The **Transferred** section lists each move with when it ran, what moved and to whom, and **Records moved** names every record. Each record's **Owner history** and **History** show the change. > **Caution** > > A transfer cannot be undone. To move records back, run another transfer the other way. ## Rules to know - Contacts always move with their account. - Recurring invoices move with the invoices: active and paused ones with **Open documents (drafts)**, ended ones with the issued documents. - Issued invoices, credit notes, purchase orders, delivery orders and closed quotations stay with the original salesperson unless you tick that option, so commission and history stay where they are. - Notes, communications and replies keep their writer. **Open activities** moves the user's open tasks, sub-tasks included, and the events they organise that have not ended, to the colleague, who becomes their assignee or organiser. With no **Account** chosen it moves all of them; with an account chosen, only those linked to the records that move. - A task or event in a members-only space moves only if the colleague is a member of the space or already named in it. Otherwise it is skipped and the **Transferred** section says how many were: ask the space's owner to add the colleague, then transfer again. The page also counts, without naming them, the open tasks and events in members-only spaces you cannot read. - One move takes at most 2,000 records. The page splits a larger transfer into several moves by record type; if one is still too large, it is refused and named, so narrow it by **Account** and repeat. - If a quotation, invoice or credit note in the move is awaiting approval, that move is refused and nothing in it moves. Withdraw the request, or ask an approver to decide, then transfer again. - The move is refused if the colleague is deactivated or their role has no access to a kind of record that moves. - Deactivating a user moves nothing by itself. - To change the owner of one record, use **Change Owner** in its **···** menu; see [Change the owner](https://easysales.work/help/accounts/ownership/). On an account it offers the same choices as above. ## Why it works this way **Deactivating and transferring are separate decisions.** Someone may leave while their accounts go to two different colleagues, or to nobody yet. Keeping the two steps apart means nothing is handed to the wrong person by default; you choose who takes what. **Issued documents stay with whoever made the sale.** An issued invoice records who sold it, and commission and sales reports follow that name. Leaving issued documents in place keeps last quarter's figures as they were, while the open work moves on to the person who will finish it. **Open work cannot wait.** A recurring invoice raises its drafts in its owner's name, and stops while the owner is no longer an active user. Moving open documents and plans promptly keeps the monthly invoices going out. **Every move is recorded.** Each record's **Owner history** shows who moved it, when and to whom, so anyone can later see why a customer changed hands. ## Work faster - **Hand over one customer at a time.** Pick an **Account** under **Record types** to move that customer with its contacts, open quotations and drafts in one go. - **Use Change Owner for a single record.** For one quotation or one account, **Change Owner** in the record's **···** menu is quicker. See [Change the owner](https://easysales.work/help/accounts/ownership/). - **Let managers do it.** With **Reports to** set and hierarchies on, a manager who has **User** **Edit** can move their own team's records without **Transfer Records**. See [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). - **Clear pending approvals first.** Ask approvers to decide on the leaver's waiting documents before you start, so no move is refused. See [Document approval](https://easysales.work/help/quotations/document-approval/). - **Check the result in one list.** **Records moved** names each record that changed owner, which is the list to send the colleague who takes over. ## Examples Farid Rahman is leaving Lim & Co. Before deactivating him, Daniel Lim opens Farid's user account and selects **Transfer records**. **Records owned by** counts what the default options would move: 14 accounts, 23 contacts, 6 quotations and 2 invoices, the open quotations and draft invoices. Daniel chooses Mei Tan under **Transfer to** and keeps the default options. The move takes 14 + 23 + 6 + 2 = 45 records, with Farid's open tasks. The 31 invoices Farid has already issued are not counted and stay under his name. Daniel then deactivates Farid. **Two colleagues share the work.** Farid's biggest customer, Harbour Café, is to go to Ahmad and the rest to Mei. Daniel first picks Harbour Café under **Account** and transfers it to Ahmad, then clears the account and transfers everything left to Mei. **A quotation waiting for approval.** One of Farid's open quotations is awaiting approval, so the transfer is refused and none of the 45 records moves. Daniel approves the quotation and runs the transfer again. ## Common questions - **How do I move a leaver's customers to another salesperson?** Open the leaver on **User accounts**, select **Transfer records**, choose the colleague under **Transfer to** and select **Transfer records**. You can do it before or after you deactivate them; to find someone already deactivated, set **Status** to **Deactivated** on the list. - **Do issued invoices move to the new owner?** Not unless you tick **Issued invoices, credit notes, purchase orders and delivery orders, and closed quotations**. They stay with the original salesperson by default. - **Can I undo a transfer?** No. Run another transfer back to the original owner while they are still active, or use **Change Owner** on single records. - **Why was my transfer refused?** A document in it is awaiting approval, the colleague is deactivated or cannot view one of the record types, or one move is over 2,000 records. - **Do the leaver's tasks move too?** Their open tasks and the events they organise that have not ended move when **Open activities** is ticked. Completed tasks, past events and notes keep their writer. - **Does deactivating a user transfer their records?** No. Their records stay theirs until you transfer them. ## Related - [User accounts](https://easysales.work/help/administration/users/) - [Change the owner](https://easysales.work/help/accounts/ownership/) - [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/) - [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/) --- # Audit and history > Use the easySales audit log to find who changed what and when, see who opened which records, and read a single record's History tab. Source: https://easysales.work/help/administration/audit-trail/ The audit log answers "who changed this, and when?" without asking around: every edit, transfer, lifecycle step and permission change is listed with the person and the time. This page is for administrators; see [Audit trail](https://easysales.work/help/concepts/audit-trail/) for what is recorded and why. ## Before you start You need **System** **View** to open the audit log. A record's own **History** tab needs only access to that record. At **Own records only**, the audit log lists only your own actions. ## Steps 1. Open **System settings**, then select **Audit log** in the **Users & security** group. 2. Stay on **Changes**, or select **Record views** to see who opened records. 3. Narrow the list with the record-type box (**All record types**), the person box (**Anyone**; it filters by **Changed by**, or by **Viewed by** on **Record views**) and the **Date** range. Select **Clear filters** to see everything again. 4. On **Changes**, select the icon beside a change to open it. Each **Field** is listed with its value **Before** and **After**. 5. Select **Load more** at the foot of the list to read further back. 6. To follow one record instead, open it and select its **History** tab. ## What happens next The list shows the **Date**, **Changed by**, **Object** and **Change** of each event, newest first, and how many items are shown so far. Entries cannot be edited or deleted. On a phone, each change is one row: what changed, then who, when and which record. A record's **History** tab is one timeline, newest first. Each change shows what happened in a sentence, a button for the fields that changed, and **Changed by** underneath. Each time someone opened the record appears in the same timeline as **Viewed by** and the person's name. When an AI acted for the person, a tag beside the name says which: **Internal AI assistant**, or **Third-party AI · OAuth connection** or **Third-party AI · Personal token** followed by the connection's own name. Every kind of event has its own icon and colour, so you can tell a creation, an edit, a transfer, an issue and a view apart at a glance. ## Rules to know - **Changes** covers record edits, owner transfers, lifecycle steps such as issuing, cancelling or voiding, and changes to settings, roles and sharing. Settings, roles and sharing have no record of their own, so this page is the only place to read their changes. - **Record views** lists opening an account, contact, quotation, invoice or credit note, once per person per record in each half hour. Opening other kinds of record is not listed. - On a record's **History** tab, the **Viewed by** entries are shown only to an administrator — a role with **System** **View** at **All records** — and to the record's current owner. Everyone else sees no view entries and no hint that there are any. When the owner changes, the new owner sees the earlier views and the previous owner no longer does. - Views are not counted in the number on the **History** tab, which counts changes only. - The people in the person box come from the user list, so it is empty for a role without **User** **List**. The other filters still work. - Your plan decides how long audit history is kept; see **Data retention** on the [Licence page](https://easysales.work/help/administration/licence/). Once easySales removes older records for your company, **Changes** opens with a note such as "Records before 1 January 2026 have been removed", and the document events in activity timelines and the "Amended after sent" mark on purchase orders go with them. The audit log keeps an entry for each removal, with how many records went and the cut-off date, but not their content. - Dates and times follow your own time zone and date format. - There is no export: read the audit log on screen. ## Why it works this way **Nobody can edit or delete an entry.** A log that an administrator could tidy up would prove nothing. Because entries only accumulate, you, your accountant or an auditor can rely on what it says about who changed a price, a role or a sharing setting. **Views are kept out of most people's sight.** Knowing who opened a customer is useful when you need to check access, but it is also information about your colleagues. Only administrators and the record's owner see view entries, which answers the owner's question without making everyone's reading visible to everyone else. **A view is recorded once per half hour.** Someone who opens the same invoice ten times while working on it appears once in that half hour, so the list shows who looked, not every click. **Changes to access are recorded like any other change.** A new permission can matter as much as a changed price. Roles and sharing appear in the same log, with the same before and after values. ## Work faster - **Keep a filtered view as a link.** The filters are saved in the page address, so a bookmark or a link you send a colleague opens the audit log with the same tab, record type, person and dates. - **Start from the record.** To check one invoice or one customer, its **History** tab is quicker than searching the whole log. See [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/). - **Filter by person for a hand-over.** Choose the person under **Anyone** to see everything one user changed, for example before you [transfer their records](https://easysales.work/help/administration/transfer-records/). - **Narrow the dates before you load more.** A short **Date** range keeps the list to the period you care about instead of paging back with **Load more**. - **Keep the records you are required to keep.** The audit log shows who changed what; your documents themselves are the records tax rules ask you to keep. See [Keeping records](https://easysales.work/help/knowledge/keeping-records/). ## Examples A customer queries the payment term on quotation QN-10000233. Mei Tan opens the quotation's **History** tab and sees that Ahmad changed it on 14 October. She selects the button on that entry to read the field's value before and after. **A permission that changed.** Ahmad can suddenly open every invoice. Daniel Lim opens the **Audit log**, keeps **All record types**, and sets the **Date** range to the past week. Among the entries he finds Mei's change to the "Designer" role, opens it, and reads which permissions changed. **Who opened a customer.** Before a staff member leaves, Daniel selects **Record views**, chooses that person under **Anyone** and sets the last month. The list shows each account, contact, quotation, invoice and credit note they opened, at most once per record in each half hour. ## Common questions - **How do I see every change one user made?** Open the **Audit log**, choose the person in the **Anyone** box, and set a **Date** range if you need one. - **How far back does the audit log go?** As far as your plan keeps audit history. **Data retention** on the [Licence page](https://easysales.work/help/administration/licence/) shows how long that is. - **Are changes to roles and sharing recorded?** Yes. They appear under **Changes**, and this page is the only place to read them because they belong to no record. - **Why is the person list empty?** The list of people needs **User** **List** in your role. You can still filter by record type and date. - **Why does the number on the History tab not match what I see?** The number counts changes only. Views appear in the timeline but are not counted. - **Can I read the audit log on my phone?** Yes. Each change is shown as one row with who, when and which record, and the field button opens the before and after values. ## Related - [Audit trail](https://easysales.work/help/concepts/audit-trail/) - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) --- # Documents > Print or download quotations, invoices, credit notes, receipts, statements, purchase orders and delivery orders as PDFs, and find the button for each. Source: https://easysales.work/help/documents/overview/ A document is the PDF your customer or supplier receives: a quotation, an invoice, a credit note, a receipt, a statement of account, a purchase order or a delivery order. easySales makes each one fresh from the record at the moment you ask for it, on your company's letterhead, so the PDF always matches what the record says now. See [Documents and templates](https://easysales.work/help/concepts/documents-and-templates/) for how letterhead, designs and saved wording fit together. ## How it works Each document has a button on the screen where you work with its record. The PDF opens in a new browser tab; save or print it there and send it to the customer yourself. | Document | Where | Button | |---|---|---| | Quotation | The quotation's page | **PDF** | | Invoice | The invoice's page | **PDF** | | Credit note | The credit note, opened from its invoice or the **Credit notes** list | **PDF** | | Receipt | The receipt, opened from the account's **Receipts** tab or an invoice's payment | **Download PDF** | | Statement of account | The account's page, **Statement**, after you choose a **Period** | **PDF** | | Purchase order | The purchase order's page | **PDF** | | Delivery order | The delivery order's page | **PDF** | Invoices, quotations, purchase orders and delivery orders follow the designs chosen under **Document settings**. Credit notes, receipts and statements use the built-in design, with your letterhead. Asking for a PDF changes nothing on the record. You can preview a document as often as you like. ## Good to know - **A draft invoice prints as a proforma**, headed **PROFORMA INVOICE**. It becomes a tax invoice only when you issue it; see [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - **Only issued documents belong with the customer.** A draft credit note prints across its face that it is not issued and not valid; a cancelled one prints that it has been voided. - **A cancelled invoice has no PDF.** Its Reversal credit note records the cancellation. - On a quotation, **PDF** appears only to roles with **Quote** **Add**, and only when the quotation has a value. - **PDF** on a quotation, an invoice, a credit note or a statement opens a window with the document, **Download**, **Open in a new tab** for printing, **Share** where the device can share files, and **Sent to the customer**, which [marks it as sent](https://easysales.work/help/quotations/mark-as-sent/) and records it on the timeline. The tick is offered on an **Open** quotation, an issued invoice or credit note, and a statement. - easySales produces PDF only. A Word file is something you can upload as a design; the documents it produces are still PDFs. - Printed dates follow your company's time zone, not your own. ## Terms - **Letterhead** — the header and footer printed on every document: your logo, company name, address and registration numbers. - **Design** — the layout of an invoice, quotation, purchase order or delivery order: built-in, filled in on a form, or a Word file you upload. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - **Standard template** — saved wording, such as terms and conditions, that you apply to a document's text. See [Standard templates](https://easysales.work/help/documents/standard-templates/). ## Common misunderstandings - *Previewing a draft invoice issues it.* It does not. A draft stays a draft, and its PDF stays a proforma, until you select **Issue**. - *easySales emails the PDF.* It does not send documents by email. Download the PDF and send it from your own email. ## Where to find it The buttons are on each record, as in the table above. Designs and letterhead are under **System settings** → **Document settings**; saved wording is under **System settings** → **Standard templates**. ## Why it works this way **A draft never looks like a bill.** A customer can pay, and claim tax, on what a document says. A draft invoice therefore prints as a proforma, and a draft or cancelled credit note says on its face that it is not in force, so a piece of paper you have not issued cannot pass for one you have. **Dates follow your company, not the person printing.** A colleague printing an invoice while travelling gets the same dates as one printed in the office. The customer, your accountant and your tax return all see one date for each piece of business. **You send it yourself.** You choose who receives the PDF and what your message says, and the email stays in your own sent folder. If a customer says it never arrived, you can show when you sent it. ## Work faster - **Open the PDF in its own tab.** **Open in a new tab** in the PDF window keeps the record open beside the PDF, and is the way to print it. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - **Mark the quotation as sent as you download it.** Tick **Sent to the customer** in the same window, and easySales can remind you to follow up. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). - **Jump to any document by its number.** Press **/** outside a text box and type the number, such as INV-10000318. See [The workspace](https://easysales.work/help/getting-started/workspace/). - **Send one statement instead of a pile of invoices.** **Statement** on the account gives one PDF of what was invoiced, paid and credited in the **Period**. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). - **Check a new design before a customer sees it.** **Preview** on each card under **Document settings** shows the design with sample data. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). ## Examples **A statement for the month.** Harbour Café's accounts clerk asks Lim & Co what is still owed for September. Mei Tan opens the café's account, selects **Statement** and chooses the period 1–30 September 2026. The statement shows an **Opening balance** of SGD 0.00, **Invoiced** SGD 3,270.00 (SGD 2,180.00 + SGD 1,090.00), **Payments** SGD 2,180.00 and a **Closing balance** of SGD 1,090.00 (3,270.00 − 2,180.00). She selects **PDF**, downloads the file and attaches it to her reply. **From proforma to tax invoice.** The café asks for a document to approve a SGD 5,000.00 job before it is confirmed. Mei previews the draft: it is headed **PROFORMA INVOICE** and shows SGD 5,000.00, GST 9% SGD 450.00 and SGD 5,450.00 in all. Once the café confirms, she issues the invoice and previews it again. Lim & Co is registered for GST and its invoice title is on **Automatic (by tax registration)**, so the PDF is now headed TAX INVOICE and carries its invoice number. ## Common questions - **Can I print a delivery order?** Yes. Open the delivery order and select **PDF**. Its layout is the **Delivery order** design under **Document settings**. See [Delivery orders](https://easysales.work/help/purchasing-delivery/delivery-orders/). - **Can I send a purchase order to my supplier as a PDF?** Yes. Select **PDF** on the purchase order's page and send the file yourself. See [Purchase orders](https://easysales.work/help/purchasing-delivery/purchase-orders/). - **Where does easySales save my PDFs?** It does not keep a file: each PDF is made when you ask and opens in a new browser tab. Save it from there to your computer or phone. - **Does the PDF use my time zone or my company's?** Your company's. Everyone who prints the same document gets the same dates on it. - **Why is there a notice across my credit note PDF?** The credit note is a draft, which is not yet valid, or it has been cancelled and its amount returned to the invoice. Only an issued credit note prints without a notice. - **How do I give a customer a receipt for a payment?** Open the receipt from the account's **Receipts** tab, or from the payment on the invoice, and select **Download PDF**. See [Receipts](https://easysales.work/help/payments/receipt-pdf/). ## Related - [Documents and templates](https://easysales.work/help/concepts/documents-and-templates/) - [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/) - [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/) - [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) --- # Letterhead and designs > Set up your letterhead and logo, and design invoice, quotation, purchase order and delivery order PDFs with the built-in design, a form or a Word file. Source: https://easysales.work/help/documents/letterhead-and-designs/ **Document settings** decide how your PDFs look: the letterhead printed on every document, and the design of your invoices, quotations, purchase orders and delivery orders. See [Documents and templates](https://easysales.work/help/concepts/documents-and-templates/) for how designs, letterhead and saved wording fit together. This page is for whoever looks after your company's documents. ## Before you start - **System** **View** opens the page and shows what is in use. **Change**, **Preview**, **Restore** and **Edit company block** need **System** **Edit**; without it the page is read-only. - Decide how each design is made: **Use the built-in design** (nothing to fill in), **Design it in a form** (labels and options; the layout is done for you) or **Upload a Word file**. - For a logo on a form letterhead, have a PNG or JPEG file of at most 200 KB. ## What the page shows Select **System settings** in the sidebar, then **Document settings** in the **Sales** group. The **Letterhead** card comes first; under **Document templates** are **Invoice**, **Quotation**, **Purchase order** and **Delivery order** cards. The **Purchase order** and **Delivery order** cards appear only when your company has those modules. Each card shows what is **In use** — **Built-in design**, **Form design** or **Word file** with its name — and when it was saved or uploaded, and by whom. A document card also says what it **Prints as**, such as *Prints as: the built-in PDF layout.* ## Steps 1. On the card, select **Change**. On the **Letterhead** card the button reads **Set up letterhead** until you have one, then **Change letterhead**. 2. Under **How it is made**, choose one of the three ways and select **Next**. 3. For a form, fill in the fields. For a Word file, select **Download a sample** to start from one, edit it in Word, then drop the .docx file on the upload box or click the box to choose it. Select **Next**. 4. Select **Preview**. The PDF opens in a new tab, filled with sample data. 5. Select **Use this**. For a Word file, **Use this** stays off until you have previewed it. 6. If the design you are replacing was made another way, confirm **Replace your current design?** with **Use this**. Going back to the built-in design asks **Go back to the built-in design?**; confirm with **Use the built-in design**. Until you select **Use this**, nothing changes: the flow says *Nothing has changed yet* and the design in use stays in use. ## What a form design sets - **Letterhead**: **Logo**, **Footer text**, and **Letterhead on** — every page or the first page only. The company lines come from the company block (below). - **Invoice**: the title of an issued invoice, the labels of each line and total, **Amount format**, **Always show subtotal and tax**, **Stamp CANCELLED**, **Show tax-currency block**, and **Payment rows in the totals** (**Amount paid**, **Balance due**). - **Quotation**: **Heading**, the labels, an **Intro line** and **Print the payment schedule (billing plan)**. - **Purchase order** and **Delivery order**: **Heading**, the labels, and for a delivery order a receipt block with **Print the receipt block** for the customer's signature. - On every document form: **Header lines** to switch lines off and, except on orders, **Items table columns** to choose the columns. An invoice can also **Print a custom field**. - On the **Invoice** and **Quotation** forms, **Upload a Word file to pre-fill** fills the labels in from a Word file you already use. ## Restore an earlier version Every design you put into use is kept. Select **Version history** on the card to see each version, how it was made, when and by whom, and whether it is **In use**, **Not in use** or **Not previewed**. Select **Restore** on a version to put it back into use; for a Word file, **Download** gets the file. ## Edit the company block On the **Letterhead** card, select **Edit company block**. Type the **Company name** and **Lines** to print on every document, whichever letterhead you use, and select **Save**. Left blank, they come from your Licence record; **Use Licence record** clears what you typed. See [Company details](https://easysales.work/help/administration/company-details/). ## What happens next The new design is used for every PDF printed from then on, reprints of older documents included. An issued invoice still prints its own number, lines, amounts, title and the name and address it was issued with. Credit notes and receipts keep the built-in design: a Word letterhead prints on them in full, and a form letterhead prints its logo and company block. ## Rules to know - On the **Invoice** form, a draft always prints PROFORMA INVOICE. For an issued invoice choose **Automatic (by tax registration)** or **My own text**. Automatic prints TAX INVOICE when your company is registered on the invoice date in Singapore (and the invoice has a standard- or zero-rated line) or in Australia, and INVOICE otherwise. The title is fixed when the invoice is issued, so invoices issued earlier keep theirs. - When your company's country is confirmed under **System settings** → **Tax**, issuing an invoice checks the title of its design. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - A logo larger than 200 KB is refused with a message giving the file's size. - The document number and date always print; **Header lines** switches only the others. - On the **Invoice** form, **Header lines** includes **Payment term**: it prints a *Payment Terms* line after the due date (in a Japanese PDF, 支払条件), only when the invoice has a term. A design your company saved earlier keeps its own choice of lines, so **Payment term** stays off until you switch it on; its label is set in **Payment term label**. - Custom fields and payment rows print on real documents only, not on the sample preview. - A Word invoice that carries its own header and footer prints them instead of the letterhead; the **Letterhead** card then says *Not used on Invoice*. - When an invoice's amount payable differs from its printed total, a Word invoice design needs a Rounding row to show the difference. easySales warns you when it has none. - The page has no **Done** or **Save** button for designs; each change is made by **Use this** or **Restore**. ## Why it works this way **One design for every salesperson.** Each quotation and invoice carries the same letterhead and layout, whoever prepares it, so your customers deal with one business. You set it once here, not document by document. **Nothing changes while you work on it.** You can upload a file, fill in half a form or close the drawer without affecting a single PDF. Customers see a new design only after you have previewed it and chosen **Use this**. **The invoice title follows your tax registration.** A tax invoice may carry that title only while you are registered. **Automatic (by tax registration)** prints the right one for the invoice date and fixes it at issue, so last year's invoices still read as they did when you issued them. **Every version is kept, with a name against it.** **Version history** shows who saved or uploaded each design, and when. If a new design goes wrong, you restore the previous one in a click instead of rebuilding it. ## Work faster - **Start a Word design from the sample.** **Download a sample** gives you a ready-made Word file to edit, rather than building one from nothing. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - **Reuse the invoice you already have.** **Upload a Word file to pre-fill** reads your current Word invoice into the form; a logo and footer text found there are offered to the letterhead too. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - **Use the company block for a trading name or branch.** It changes the company lines on every document printed from then on, while an issued invoice keeps the block it was issued with, and it leaves your official company details as they are. See [Company details](https://easysales.work/help/administration/company-details/). - **Leave off the lines you never use.** Untick them under **Header lines**, such as the sales person on a quotation. See [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/). - **Print your own field on invoices.** Add an invoice field under **Custom fields**, then choose it under **Print a custom field**. See [Custom fields](https://easysales.work/help/administration/custom-fields/). ## Examples **A first letterhead.** Daniel Lim selects **Set up letterhead** and **Design it in a form**. His logo file is 340 KB, so easySales refuses it with *Logo must be at most 200 KB — this file is 340 KB.* He saves a smaller 150 KB PNG, types the footer text "Lim & Co · 12 Harbour Walk" and chooses the first page only under **Letterhead on**. He previews, selects **Use this**, and the card now shows **Form design**, saved by Daniel Lim. **A Word invoice, and a way back.** Lim & Co's accountant sends a Word invoice layout. Mei Tan uploads it on the **Invoice** card; **Use this** stays greyed out, with the tip *Preview this file first*, until she previews it. A week later the accountant asks for the old layout. Daniel opens **Version history** on the **Invoice** card and selects **Restore** on the earlier **Form design**. **The right title on each invoice.** Lim & Co is registered for GST and its **Invoice** form is on **Automatic (by tax registration)**. An invoice for a SGD 1,000.00 design fee at **GST 9%** — SGD 1,090.00 in all — prints TAX INVOICE once issued. While it was a draft it printed PROFORMA INVOICE. ## Common questions - **How do I add my logo to invoices and quotations?** On the **Letterhead** card select **Set up letterhead** or **Change letterhead**, choose **Design it in a form** and add the **Logo** (PNG or JPEG, at most 200 KB). Preview it and select **Use this**. - **Why is the Use this button greyed out?** A Word file must be previewed first. On the built-in design, it is off because that design is already the one in use. - **Can the letterhead print on the first page only?** Yes. On a form letterhead, choose the first page only under **Letterhead on**. - **How do I make my invoices say Tax Invoice?** On the **Invoice** card's form, choose **Automatic (by tax registration)**. It prints TAX INVOICE when your registration calls for it, and INVOICE otherwise. See [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/). - **Why can't I see the Change button?** Changing designs needs **System** **Edit**. Ask an administrator to change your role, or to make the change for you. - **Why doesn't the preview show my custom fields?** The preview uses sample data. Custom fields and payment rows print on real documents; preview a real invoice to check them. - **Where do I change the address printed on my documents?** Under **Edit company block** on the **Letterhead** card, or in your company details if the registered address itself has changed. See [Company details](https://easysales.work/help/administration/company-details/). ## Related - [Documents](https://easysales.work/help/documents/overview/) - [Documents and templates](https://easysales.work/help/concepts/documents-and-templates/) - [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/) - [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/) - [Registering for GST](https://easysales.work/help/knowledge/registering-for-gst/) --- # Standard templates > Save terms and conditions once and reuse them on quotations, invoices, delivery orders, purchase orders and credit notes, with defaults and placeholders. Source: https://easysales.work/help/documents/standard-templates/ A standard template is wording you save once and reuse, such as payment instructions or terms and conditions. It is wording, not a layout; see [Documents and templates](https://easysales.work/help/concepts/documents-and-templates/) for how it differs from a design. This page is for whoever looks after your company's wording. ## Before you start - **System** **View** opens the page. **New template** needs **System** **Add**, and **Edit** and **Delete** need **System** **Edit**. Without them the buttons are not shown. - Decide which document the wording is for: **Quotation**, **Invoice**, **Email**, **SMS**, **Delivery Order**, **Purchase Order** or **Credit Note**. ## Steps 1. Select **System settings** in the sidebar, then **Standard templates** in the **Sales** group. 2. Select **New template**. 3. Under **Used on**, choose the kind of document. Enter a **Name** — it is required. 4. Type the wording in **Text**. To add a placeholder, select **Insert placeholder** and choose one from **Company**, **Tax and currency** or **Terms and dates**. 5. Select **Add template**. To change one, select **Edit** on its row, change the fields and select **Save**. To remove one, select **Delete** on its row and confirm **Delete this template?** with **Delete**. ## Set a default For a **Quotation**, **Invoice**, **Delivery Order**, **Purchase Order** or **Credit Note** template, tick **Use as the default for new documents of this type** before you save it. The list marks it **Default**. - A new document of that kind then starts with this text in its terms box. It can still be changed, and it is saved as shown. - Each kind has one default at most. Documents already saved keep their own text. ## What happens next The list shows each template's number, name, the start of its text and what it is **Used on**. On a quotation, an invoice, a delivery order, a purchase order or a credit note, the link **Use a saved template** under the terms box lists the templates for that document. Choosing one replaces the text in the box; if the box already had text, **Undo** puts it back. Placeholders are replaced with real values when the PDF is printed. They work on quotation and invoice templates only: **[FullName]**, **[TaxName]**, **[Currency]** and **[PaymentTerm]** on both, and **[ExpiryDate]** on a quotation. On an invoice, **[PaymentTerm]** prints the invoice's own payment term. On the other kinds the text is used exactly as written. ## Rules to know - A name has at most 200 characters, a text at most 20,000, and your company can keep at most 200 templates. At the limit, **New template** is off and the page says *This company has reached the limit on saved templates. Delete one before adding another.* - The text is plain: no bold, fonts or colours. - Until your company saves its own, the page says *These are the platform’s default templates, not this company’s.* The first change copies them into your company's own settings; after that they stop following the platform defaults. - Deleting or editing a template does not change documents that already used it, because the text was copied into them when it was applied. - Applying a template needs **Add** or **Edit** on that document's own module, such as **Quote** for a quotation; it does not need **System**. - Email and SMS templates can be saved here, but no document form offers them. - On an invoice, **[PaymentTerm]** prints the invoice's own payment term, and nothing when the invoice has none. **[ExpiryDate]** prints nothing on an invoice, so **Insert placeholder** does not offer it there. - A tag beside **Used on** means only people whose **Team (text)** matches see that template on a document. - If the list changed while you had the page open, saving says so. Reload the page and make the change again. ## Why it works this way **One wording for the whole team.** Your customers get the same payment, warranty and cancellation terms whoever writes the quotation. If a customer later disputes a term, there is one wording to point to, not five versions typed from memory. **The library is administration; using it is not.** Changing saved wording needs **System** permission, while anyone who can write the document can apply it. Salespeople use the approved terms without being able to rewrite them for everyone. **Applied text is a copy.** The terms a customer accepted stay on that quotation even after you improve the template. What you agreed with each customer is always the text on their own document. **Placeholders cannot drift.** **[ExpiryDate]** prints the quotation's own expiry date, so the terms never promise a different validity date from the one in the quotation's header. ## Work faster - **Make your usual terms the default.** Each new quotation then starts with them, and nobody has to remember to add them. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - **Swap wording on the document in one click.** **Use a saved template** under the terms box replaces the text, and **Undo** brings the earlier text back. See [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/). - **Use a placeholder instead of typing a date.** **[ExpiryDate]** keeps the terms in step with **Expires** when you change it. See [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/). - **Keep one template per situation.** Short names such as "Deposit terms" and "Maintenance terms" make the right one easy to pick from the list. See [Write a clear quotation](https://easysales.work/help/playbook/clear-quotation/). - **Give credit notes standard wording too.** A default **Credit Note** template saves retyping the same explanation each time. See [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/). ## Examples **Terms with a validity date.** Daniel Lim saves a **Quotation** template named "Standard terms": "This quotation is valid until [ExpiryDate]. Prices exclude [TaxName]. 50% deposit on acceptance." He ticks **Use as the default for new documents of this type**. Mei Tan's next quotation for Harbour Café, with **Expires** set to 31 December 2026, starts with that text, and its PDF prints "valid until 31-Dec-2026" and "Prices exclude GST". The quotation is SGD 8,000.00 plus GST 9% of SGD 720.00, so SGD 8,720.00 in all, and the deposit is SGD 4,360.00 (50% of 8,720.00). **A placeholder an invoice cannot fill.** Daniel copies the same text into an **Invoice** template. **Insert placeholder** there does not offer **[ExpiryDate]**, and the **[ExpiryDate]** he pasted would print as nothing. He changes the first sentence to "Payment is due within 30 days of the invoice date" and saves. ## Common questions - **How do I add the same terms and conditions to every quotation?** Save a **Quotation** template with **Use as the default for new documents of this type** ticked. Each new quotation starts with that text. - **Can salespeople change the standard templates?** Only with **System** **Add** or **Edit**. Without it they can still apply a template to a document they are allowed to add or edit. - **Why don't I see Use a saved template on my quotation?** No template is saved for that kind of document yet, or your role cannot add or edit it. An administrator adds templates under **System settings** → **Standard templates**. - **Which placeholders can I use?** **[FullName]**, **[TaxName]**, **[Currency]** and **[PaymentTerm]** on quotations and invoices, and **[ExpiryDate]** on quotations only. Other kinds print the text exactly as written. - **Can I make part of the text bold?** No. A template is plain text and is placed in the document's terms box as written. - **What happens to old quotations when I delete a template?** Nothing. Each quotation keeps the text that was copied into it. - **How many templates can I save?** Up to 200, each with a name of up to 200 characters and up to 20,000 characters of text. ## Related - [Documents and templates](https://easysales.work/help/concepts/documents-and-templates/) - [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/) - [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/) - [Write a clear quotation](https://easysales.work/help/playbook/clear-quotation/) --- # Japanese documents > Which easySales documents print in Japanese for a company in Japan, the titles and labels they use, and what your own template text and issued documents keep. Source: https://easysales.work/help/documents/japanese-documents/ When your company's tax country is Japan, easySales prints quotations, invoices and credit notes in Japanese. For what a qualified invoice must show, see [Japan qualified invoices](https://easysales.work/help/reference/tax-japan/). ## When a document prints in Japanese | Situation | Language of the PDF | |---|---| | Your company's tax country is Japan | Japanese | | Any other country, or no country confirmed yet | English | | An issued document | The language of the country it was issued under, even if the country changes later | | Receipts, statements, purchase orders and delivery orders | English | Your tax country is set when your company signs up and is shown under **System settings** → **Tax**. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). ## Document titles | Document | Title on the PDF | |---|---| | Quotation | 見積書 | | Invoice | 請求書 | | Draft invoice | 請求書（下書き）, with the stamp 下書き | | Cancelled document | The stamp 取消 | | Issued credit note from a registered qualified invoice issuer, with the tax per rate | 適格返還請求書 | | Any other credit note | クレジットノート | ## Labels and dates | On the PDF | Japanese wording | |---|---| | Invoice number, invoice date, due date | 請求書番号, 請求日, お支払期限 | | Payment term, customer PO number, currency | 支払条件, 注文番号, 通貨 | | Quotation number, quotation date, salesperson | 見積番号, 見積日, 担当者 | | Attention line | ご担当： | | Totals | 小計, 合計, 入金済額, 請求残高 | | Quotation opening line | 下記のとおりお見積り申し上げます。 | | Dates | Western years in Japanese form, such as 2026年10月21日 | ## What stays the same - **Your own words win.** A title or label you typed yourself in a document design or standard template prints exactly as you wrote it. Only the wording easySales supplies is translated. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - **Amounts and tax details.** Figures, the tax per rate, the 登録番号 T registration number and the ※ reduced-rate mark print as described in [Japan qualified invoices](https://easysales.work/help/reference/tax-japan/). - **The app itself.** The language each person uses easySales in is their own choice under [My profile](https://easysales.work/help/getting-started/profile/), and does not change the PDF. - **Documents of other countries** print in English, as before. ## Related - [Japan qualified invoices](https://easysales.work/help/reference/tax-japan/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) - [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/) - [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/) --- # Attach files > How to upload, open, download and remove files on a customer account, quotation or invoice in easySales — file types, size limits, who can see them and your company's file storage. Source: https://easysales.work/help/documents/attach-files/ Keep the papers that belong to a deal with the record itself: a customer's signed contract or registration, the drawings behind a quotation, the purchase order a customer sent for an invoice. The **Files** tab on an account, a quotation and an invoice holds them for everyone who works on it. ## Before you start - To see and download files you need **View** on the record: **Account**, **Quote** or **Invoice**. To upload and remove them you need **Edit**. At **Own records only** this covers the records you can open. - A file can be a PDF, a picture (PNG, JPEG, GIF, WebP, HEIC, TIFF), a Word, Excel or PowerPoint file, or a CSV, up to 25 MB each. The file's name must end as its type does, such as .pdf for a PDF. - A record holds at most 20 files. ## Steps 1. Open the account, quotation or invoice and select the **Files** tab, next to **History**. 2. Select **Upload files** and choose one or more files. 3. Wait for *File uploaded*, or how many files were uploaded. Each file shows its size, when it was uploaded and who uploaded it. 4. To open a file, select its name. A PDF or a picture opens in a window, with **Open in a new tab** and **Download**; any other file is downloaded. 5. To remove a file, select its bin icon and confirm **Remove**. ## What happens next The file stays with the record, and uploading or removing one is recorded on the record's **History**. A file never prints on the document's PDF and is never sent to the customer. ## Rules to know - An issued invoice still takes and loses files. A cancelled invoice keeps its files, read-only. - A quotation's revision starts with the previous version's files, marked *From the previous version*. The old version keeps its own. - An invoice raised from a quotation shows that quotation's files under *From quotation* and its number, read-only. Add the invoice's own files above them. - An account shows only its own files, not those of its quotations or invoices. - Merging two accounts moves the duplicate's files to the account you keep. - Every attachment in your company counts towards its **File storage**, shown on the **Licence** page, including files on activities, supplier invoices and delivery orders. When it is full, new uploads are refused and nothing stored is touched. A removed file, or one on a deleted record, still counts for now. - A file of the wrong type, over 25 MB or over the 20-file limit is turned away with its name and the reason; the other files you chose still upload. ## Why it works this way **The paper sits with the deal.** When the contract is on the account and the PO on the invoice, the next person who opens the record finds them, without searching email. **Files follow the work.** A revised quotation keeps its drawings and the invoice shows the quotation's files, so nothing has to be uploaded twice. **Only real documents are accepted.** Files are checked for their type and opened only as downloads or previews, which keeps harmful files out of your customers' records. ## Work faster - **Upload several at once.** Choose all the files in one go under **Upload files**. - **Keep the PO on the invoice.** Attach the customer's purchase order and type its number in **Customer PO number** — see [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/). - **Attach to a note for context.** A note on the **Activities** tab can carry files with a comment — see [Notes](https://easysales.work/help/activities/notes/). - **Watch your storage.** **File storage** on the [Licence](https://easysales.work/help/administration/licence/) page shows what is used against your plan's limit. ## Examples **A signed quotation.** Kelvin Ong signs Lim & Co's quotation QN-10000123 and emails a scan. Mei Tan opens the quotation, selects **Files** → **Upload files** and adds *QN-10000123-signed.pdf*. When she converts the quotation, the invoice shows the scan under *From quotation QN-10000123*. **A customer's documents.** Harbour Café sends its business registration and a floor plan. Mei uploads both on the Harbour Café account. A colleague who later takes over the account finds them on its **Files** tab. ## Common questions - **Can I attach a file to a quotation?** Yes. Open the quotation and use the **Files** tab. Accounts and invoices have one too. - **What is the largest file I can attach?** 25 MB per file, and up to 20 files on one record. - **Which file types can I attach?** PDF, pictures, Word, Excel, PowerPoint and CSV files. - **Does the customer see attached files?** No. Files stay inside easySales and do not print on the PDF. - **Can I attach files to a contact?** Not directly. Attach them to the contact's account, or to a note on the contact. - **Why was my upload refused?** The file is not an accepted type, its name does not end as its type does, it is over 25 MB, the record already holds 20 files, or your company's storage is full. - **Do files move with a revised quotation?** Yes. The revision starts with the previous version's files. ## Related - [Account details](https://easysales.work/help/accounts/account-details/) - [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/) - [Invoice details](https://easysales.work/help/invoices/invoice-details/) - [Your Licence](https://easysales.work/help/administration/licence/) --- # Activities > Activities in easySales — notes, tasks, events and calls logged on a customer, deal or document — where to find them and who can post or read them. Source: https://easysales.work/help/activities/overview/ Activities are the follow-up around your customers and deals: what was said, what still has to be done and what is booked. You post an activity on the record it is about, or in a space, so the people who need it find it there, in their message centre and in **My work**. ## How it fits together *[Diagram: An activity is posted on a record — an account, contact, lead, opportunity, quotation or invoice — or in a space. Replies, @ mentions and # links belong to the activity, and a mention notifies the colleague in their message centre.]* There are four kinds of activity: | Kind | Use it for | What it adds | |---|---|---| | Note | Something worth remembering — what was agreed, a customer's preference | Text, files and images | | Task | Work someone must finish | An assignee, a due date, sub-tasks, and **Waiting** while it is held up | | Event | Time booked — a meeting, a site visit | Start and end, colleagues attending, and an outcome once it is over | | Communication | Being in touch — by phone, video, in person, by message, by email or otherwise | Channel, direction and length, and an optional next-step task | You post an activity on an account, contact, lead, opportunity, quotation or invoice, or in a [space](https://easysales.work/help/spaces/overview/). Colleagues reply underneath it. Type **@** to mention a colleague and **#** to link another record, so the activity is found from both places. A task, event or communication can also carry a sub-type, such as a site visit, from the list your company keeps under **System settings** → **Activity sub-types**. ## Where to find it - **On a record.** Open the account, contact, lead, opportunity, quotation or invoice and select its **Activities** tab. At the top are four buttons: **Write a note**, **New task**, **Schedule event** and **Log communication**; **Log activity** in the record's header offers the same four. Below, the activities and the record's document events (created, issued, paid and so on) are listed newest first: with **Show** on **All**, **Upcoming** holds the open tasks and future events, followed by **Today**, **This week** and **Earlier**. **Show** narrows the list to **All**, **Activities only**, **Notes**, **Tasks**, **Events** or **Communications**, and the sub-type filter, which reads **All sub-types** until you choose, narrows it further; **Show older** loads more. An account's tab also gathers the activities on its contacts, opportunities and documents. - **In a space.** Select **Spaces** in the sidebar and choose the space. - **Your own work.** The sidebar group has **My work**, **Calendar**, **Team**, **Spaces** and **Message centre**. Your tasks and events are gathered in [My work](https://easysales.work/help/my-work/overview/), and what colleagues send you arrives in the [message centre](https://easysales.work/help/inbox/message-centre/) behind the bell. ## What you can do - [Write an activity](https://easysales.work/help/activities/activities-tab/), mention a colleague and link records. - [Track a task](https://easysales.work/help/activities/tasks/) with sub-tasks and **Waiting**. - [Keep a note](https://easysales.work/help/activities/notes/). - [Book an event or log a communication](https://easysales.work/help/activities/events-and-call-logs/), and record how it went. - [See your week on the calendar](https://easysales.work/help/activities/calendar/), with your team's time and document dates. - [Check who can see an activity](https://easysales.work/help/activities/who-can-see/) before you write something sensitive. ## Permissions The **Activities** row of your role decides what you can do: **No access**, **View** or **View and post**. You also need to be able to see the record an activity is posted on. Some roles add the **Manage others’ activities** switch. Its holder can edit and delete activities other people wrote, restore deleted ones, move a thread to another space and change the members of any space. It opens no members-only space: its holder must join like anyone else. The **Manage activity sub-types** control lets its holder keep the sub-type list. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). ## Good to know - An old link to a task, note, event or call log of the previous activities module opens a page saying so; those items were not carried over. The old addresses /tasks and /calendar lead to **My work** and to the calendar. - A colleague without a display name appears as the part of their email address before the @. ## Why it works this way **The follow-up lives on the record it is about.** Whoever opens the customer or the quotation next — a colleague covering your leave, your manager, you in three months — sees what was said and what is booked without asking anyone. A deal does not depend on one person's memory or inbox. **Who reads an activity follows who can see the record.** An activity takes its readers from the record or space it is on, so a note about a customer's payment terms reaches the people who deal with that customer. There is no second list of permissions to keep in step; see [Who can see activities](https://easysales.work/help/activities/who-can-see/). **Documents and conversations share one timeline.** The record's own events — issued, marked as sent, paid — sit beside the calls and notes. When a customer disputes a charge or questions a quotation, the timeline shows what was sent, what was said and when. **Edits leave a trail.** An edited activity keeps its earlier versions under **History**, and a deleted one stays on the timeline as a deleted entry. What was agreed with a customer can still be checked later. ## Work faster - **Start from the record's header.** **Log activity** opens the form on the kind you choose and brings it into view, wherever you are on the page. See [Write an activity](https://easysales.work/help/activities/activities-tab/). - **Book the next step with the call.** When you log a communication, tick **Also create a next-step task**. See [Events and communications](https://easysales.work/help/activities/events-and-call-logs/) and [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/). - **Plan the day from one list.** [My work](https://easysales.work/help/my-work/overview/) gathers your tasks and events from every record and space. - **Follow a document.** **Follow** on the **Activities** tab of an opportunity, quotation or invoice sends you an update when it is issued, paid or changes stage. See [Follow a document](https://easysales.work/help/inbox/follow-a-document/). - **Review the week as a team.** The [team view](https://easysales.work/help/my-work/team/) lists open deals with no next step; the [weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) shows how to use it. ## Examples **One customer, one timeline.** Lim & Co is refitting Harbour Café's kitchen. On the café's account, the **Activities** tab shows Tuesday's site visit under **Upcoming**, then Marcus Tan's call with the owner, Siti Nadia's note of the kitchen measurements and "Quotation QN-10000125 marked as sent", which comes from the quotation itself. On Friday Mei Tan covers for Marcus; she reads the tab from the top before she rings the café, and logs her own call there. ## Common questions - **Which records can I log activities on?** Accounts, contacts, leads, opportunities, quotations and invoices each have an **Activities** tab. Work that belongs to no customer goes in a [space](https://easysales.work/help/spaces/overview/). - **Does an account show the activities of its contacts and deals?** Yes. An account's **Activities** tab also gathers the activities on its contacts, opportunities and documents, as far as you are allowed to see them. - **Why is there no Activities tab on a record?** Your role has **No access** on the **Activities** row. Ask your administrator. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Why can I read activities but not add one?** Your role has **View** on the **Activities** row. Posting needs **View and post**; without it the four buttons and **Log activity** are not shown. - **What are activity sub-types?** The purposes your company records under tasks, events and communications, such as a site visit or a showroom meeting. Someone with **Manage activity sub-types** keeps the list under **System settings** → **Activity sub-types**. See [System settings](https://easysales.work/help/administration/settings/). - **Can I log activities on my phone?** Yes. In your phone's browser the four buttons on a record's **Activities** tab appear as large buttons, two by two, and **Show** becomes a drop-down list. ## Related - [Activities and follow-up](https://easysales.work/help/concepts/activities-and-follow-up/) - [Spaces](https://easysales.work/help/spaces/overview/) - [Message centre](https://easysales.work/help/inbox/message-centre/) - [My work](https://easysales.work/help/my-work/overview/) - [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) --- # Write an activity > Post a note, task, event or call on a customer record in easySales, @mention a colleague, mark it urgent, link records with #, and edit or delete it. Source: https://easysales.work/help/activities/activities-tab/ This page shows how to post an activity on a customer record and bring colleagues into it. For how activities fit together, see [Activities](https://easysales.work/help/activities/overview/). ## Before you start - Your role needs **View and post** on the **Activities** row. With **View** you can read activities but not post them. - You can post on an account, contact, lead, opportunity, quotation or invoice that you can see. - Decide who should read it. An activity on a record is visible to everyone who can see that record, plus the people involved — see [Who can see activities](https://easysales.work/help/activities/who-can-see/). ## Steps 1. Open the record the activity is about and select its **Activities** tab. 2. Select **Write a note**, **New task**, **Schedule event** or **Log communication**, or choose one under **Log activity** in the record's header. You can still change the **Type** — **Note**, **Task**, **Event** or **Communication** — and choose a sub-type beside it if your company uses them. 3. For a task or an event, enter the **Title**, which is required. Write the **Text**. 4. To bring a colleague in, type **@** and the start of their name, then choose them from the list. 5. To email that colleague straight away, select that colleague's **Urgent: name** button under **Mark urgent**. 6. To link another record, type **#** and the start of its name or number, then choose it. On an account, contact or opportunity, **Also link** offers its open quotations and opportunities to select with one tap. 7. To add files, select **Attach files**, or **Add an image** to show a picture in the text. 8. Check any warning about mentioned people, then select **Post note**, **Post task**, **Schedule event** or **Save communication**. ## Mention a colleague *[Diagram: An @ mention that is not marked urgent is a normal mention: it reaches the colleague's message centre, and is emailed only as their settings say. An urgent mention is emailed at once while you have sent that colleague fewer than 4 urgent mentions in the hour; after that it is sent as a normal mention.]* A normal mention appears in your colleague's [message centre](https://easysales.work/help/inbox/message-centre/), and is emailed only as their [notification settings](https://easysales.work/help/inbox/notification-settings/) say. An urgent mention is emailed at once unless their settings say otherwise. You can send each colleague at most 3 urgent mentions in a clock hour: a fourth in the same hour is sent as a normal one. easySales tells you which colleagues it applies to, in a message under the activity. ## What happens next The activity appears on the record, newest first, and on every record you linked with **#**. Colleagues you mentioned receive it in their message centre. Anyone who can see the activity can reply underneath it. ## Replies and changes - Select **Reply** under an activity to answer it. You can edit or delete your own replies. - A reply or edit that adds a new **@** shows "Everyone you @mention can see this whole thread, including its earlier replies." A new **#** link shows "Everyone who can see a record you link can see this whole thread." - The **···** menu on an activity offers **Edit** and **Delete** to its writer and to anyone with **Manage others’ activities**. A deleted activity stays on the timeline as a deleted entry, and only someone with **Manage others’ activities** can **Restore** it. - Once an activity or reply has been edited, **History** in the **···** menu lists its earlier versions. Anyone who can read the activity can open them. - A note's title is optional and is added by editing the note. To remove one, clear the title and save. - **Follow** on an activity sends you its replies and changes. You follow an activity you write, reply to, or are mentioned in, assigned or invited to. - **Who can see this**, on an activity, lists the reasons someone can read it: the people involved, by name, and the records, space and managers it reaches through. - To react to a message, point at it and select **Add reaction**, then pick one of six emoji; select your emoji again to take it back. On a touch screen the button is always shown. Anyone who may reply can react, and a reaction sends no notification. ## Rules to know - An activity or reply that an AI posted for someone carries a tag beside their name: **Internal AI assistant** for [@easy](https://easysales.work/help/activities/ask-easy/), or **Third-party AI** and the connection's name for an AI app they connected. The same tag shows in the activity's edit history. - When you mention someone who cannot see a record you linked with **#**, easySales warns you and names them. They still get the activity, but not that record. - A colleague without a display name appears as the part of their email address before the @. - An urgent mention is for something that cannot wait. Past 3 an hour to the same colleague it is sent as a normal one. - A colleague's own settings still apply: they can switch urgent email off, and easySales sends at most 6 notification emails to a person in an hour, so further ones wait. - The text holds up to 20,000 characters. It takes **Bold**, **List**, **Checklist**, *italic* and links, but no tables or colours. ## Why it works this way **The record decides the readers.** Posting on the quotation rather than in a private message means everyone who works on that quotation sees the activity, now and later. Choosing the record is choosing the audience, which is why easySales asks you to decide it first. **A mention shares the whole thread.** A colleague brought into a conversation needs its context, so a mention lets them read the earlier replies too. easySales warns you before you post, so nothing earlier in the thread surprises you. **Urgent is rationed.** If every mention could be urgent, none would be. The limit of three urgent mentions per colleague per hour keeps an urgent email meaning "read this now", and your colleague's own settings still decide how they are reached. **Changes are visible.** An edited activity shows **edited** and keeps its versions under **History**, so a reply never ends up answering words that were later changed without trace. ## Work faster - **Log from the header.** **Log activity** opens the form on the kind you choose and scrolls to it, even from the bottom of a long record. - **Use the buttons for @ and #.** **Mention a colleague** and **Link a record** insert the sign where your cursor is; then type the start of the name. - **Open a thread on its own page.** When an activity opens in a side panel — from **My work**, the calendar or the message centre — **Open on its own page** gives it an address you can send to a colleague who can see it. - **Ask the assistant in the thread.** Where your company uses it, mention [@easy](https://easysales.work/help/activities/ask-easy/) in an activity to ask about the record; the answer is posted as a reply that everyone in the thread can read. ## Examples ### An urgent mention past the cap At 4.40 pm Marcus Tan is finishing a quotation for Harbour Café and needs Siti Nadia to confirm the price of the timber counter before the café closes at 5. On the quotation he writes "@Siti Nadia can you confirm the counter price?" and selects **Urgent: Siti Nadia**. He has already sent Siti three urgent mentions this hour, so the mention goes out as a normal one and a message under the activity says so. It waits in Siti's message centre, and is emailed only as her settings say. Marcus rings Siti instead and logs the call as a communication on the quotation. ### A link someone cannot see Mei Tan posts a note on invoice INV-10000412 and links quotation QN-10000233 with **#**. She also mentions Priya Nair, who cannot see that quotation. Before posting, easySales warns that Priya cannot see QN-10000233. Mei posts anyway, and adds the agreed price to the note so Priya has what she needs. ### Bringing a colleague into a thread Daniel Lim replies to a thread on Harbour Café's kitchen-refit opportunity and mentions Mei Tan, who has not been in it before. The form shows "Everyone you @mention can see this whole thread, including its earlier replies." Daniel reads the earlier replies, finds nothing Mei should not see, and selects **Reply**. Mei receives the mention in her message centre and can read the thread from the start, so Daniel does not have to repeat what was agreed. ## Common questions - **How do I mention a colleague in easySales?** Type **@** and the start of their name in the text, or select **Mention a colleague**, then choose them. They receive the activity in their message centre. - **What does marking a mention urgent do?** It emails that colleague at once, even during their quiet hours, unless they have switched urgent email off. Each colleague can receive at most three urgent mentions from you in an hour. - **Can I edit or delete an activity after posting?** Yes, if you wrote it or have **Manage others’ activities**. A deleted activity stays on the timeline as a deleted entry. - **Can one activity appear on more than one record?** Yes. Post it on one record and link the others with **#**; it appears on each of them. - **What does "edited" mean on an activity?** Someone changed it after posting. **History** in the **···** menu shows each earlier version. - **Can I format the text of an activity?** Yes: bold, italic, lists, checklists and links. Tables and colours are not supported. ## Related - [Activities](https://easysales.work/help/activities/overview/) - [Who can see activities](https://easysales.work/help/activities/who-can-see/) - [Message centre](https://easysales.work/help/inbox/message-centre/) - [Notification settings](https://easysales.work/help/inbox/notification-settings/) --- # Tasks > Create a follow-up task on a customer or deal in easySales, assign it, set a due date and reminder, mark it as waiting, break it into sub-tasks and complete it. Source: https://easysales.work/help/activities/tasks/ A task is work someone must finish — call the customer back, send the revised quotation. It is one of the four kinds of activity; see [Activities](https://easysales.work/help/activities/overview/) for the others. ## Before you start - Your role needs **View and post** on the **Activities** row. - Post the task on the record it is about — an account, contact, lead, opportunity, quotation or invoice — or in a [space](https://easysales.work/help/spaces/overview/). Everyone who can see that record or space can see the task. ## Steps 1. Open the record, select its **Activities** tab and select **New task**. See [Write an activity](https://easysales.work/help/activities/activities-tab/). 2. Enter the **Title**, and a **Due** date if there is one. Choose a sub-type beside **Type** if your company uses them. 3. Choose the **Assignee**: one colleague. It starts as you. To bring other colleagues in without assigning the task to them, mention them with **@**. 4. If the task is held up, open **More options: waiting, priority, space** and set **Waiting** to **Waiting for the customer**, **Waiting for a colleague**, **Waiting for a decision** or **Waiting for something else**. For a colleague, choose who under **Waiting on**. Choose the day to **Recheck on**, which is required. 5. Under the same options, set the **Priority** — **Urgent**, **Normal** or **Low** — and a **Space** if the task belongs in one. 6. Select **Post task**. 7. To break the work into steps, open the task and select **Add sub-task**, one per step. A sub-task has its own title, assignee and due date. 8. Tick each sub-task as it is finished. 9. When the work is done, select **Mark done**, or **Done & schedule next** to complete it and add the next task in one step: give the **Next step** a title and a **Due** date, then select **Done and add task**. **Start** in the **···** menu marks a task **In progress**; **Reopen** puts a finished task back on **To do**. ## What happens next The task appears on the record and in the assignee's [My work](https://easysales.work/help/my-work/overview/), under **Overdue**, **Today**, **Next 7 days** or **No due date** by its due date. While it is waiting it is listed under **Waiting** instead, and on the day to recheck it comes back in the assignee's **To do** as "Recheck today". After **Mark done**, **Undo** in the message puts it back. A completed task stays on the record. The assignee gets an update in their message centre, of the type **Assigned to me**, and a reminder: a task due on a day is reminded at 09:00 that day in the assignee's time zone, and an urgent one a day earlier as well. A low-priority task has no reminder, and a waiting task is not reminded before its recheck day. ## Rules to know - Ticking the last sub-task does not complete the task; select **Mark done** yourself. - A sub-task is a step of one task and lives in its thread. Work that stands on its own is better as a task of its own. - The task's writer, its assignee and anyone with **Manage others’ activities** can change its status, due date, assignee, waiting and priority. Its text can be changed by its writer and by anyone with **Manage others’ activities**. - **Priority** decides the reminders and the priority of the assignment update. - **Done & schedule next** assigns the new task to you and puts it on the same records, the ones you can see, and in the same space. - **New task** on [My work](https://easysales.work/help/my-work/overview/) posts a task on no record. Only the people involved and the managers of its writer and assignee see it; link a customer with **#** to put it on that record. ## Why it works this way **One task, one assignee.** When two people share a job, each assumes the other is doing it. One name per task means one person is reminded and one person answers for it; mention anyone else who needs to know. **Waiting is not late.** A task held up by the customer is parked until the day you chose to recheck: no reminder, nothing under **Overdue**, then back in the assignee's **To do** on that day. You do not lose track of it, and **Overdue** keeps showing only what really slipped. **Done & schedule next keeps the chain unbroken.** Customer work is a sequence: call, send samples, revise the quotation. Completing one step and booking the next in the same action means a deal never sits with nothing booked, which is what the [team view](https://easysales.work/help/my-work/team/) checks under **No next step**. **The last tick is a decision.** Sub-tasks can all be done while the task still needs a final check, such as the customer's confirmation. That is why ticking them never closes the task for you. ## Work faster - **Complete tasks from My work.** Tick a task in **My tasks** without opening it; **Undo** is there if you slipped. See [My work](https://easysales.work/help/my-work/overview/). - **Turn a note into a task.** When a note turns out to need doing, **Convert to task** in its **···** menu keeps its text and replies. See [Notes](https://easysales.work/help/activities/notes/). - **Book the follow-up with the call.** **Also create a next-step task** on a communication creates the task as you log the call. See [Events and communications](https://easysales.work/help/activities/events-and-call-logs/). - **Get your list each morning.** Turn on **Morning to-do e-mail** in your [notification settings](https://easysales.work/help/inbox/notification-settings/) to receive what is overdue and due today. - **Follow a habit, not a memory.** [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/) suggests when each follow-up task falls due, and [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) does the same for overdue invoices. ## Examples **A task held up by a supplier.** Siti Nadia has to order sample tiles for Harbour Café's kitchen. On the café's account she posts a task "Order sample tiles", due Friday, with three sub-tasks: choose three colours, ask the supplier for a quote, place the order. On Tuesday she ticks the first sub-task and asks the supplier. She sets **Waiting** to **Waiting for something else** with **Recheck on** Thursday, so in **My work** the task moves to **Waiting**. On Thursday it returns to her **To do**; the quote has arrived, so she places the order and selects **Mark done**. **Done & schedule next after a call.** On Monday 19 October, Daniel Lim's task "Call Harbour Café about the tile choice" is due on the café's kitchen-refit opportunity. He rings Ahmad Salleh, the owner, who wants to see the tiles in person. Daniel selects **Done & schedule next**, types "Bring tile samples to the café" with **Due** Thursday 22 October, and selects **Done and add task**. The first task is done; the new one is assigned to Daniel, linked to the same opportunity, and appears under **Next 7 days** in his **My work**. ## Common questions - **Can I assign a task to more than one person?** No. A task has one assignee. Mention other colleagues with **@** to keep them informed, or add sub-tasks, each with its own assignee. - **How do I get a reminder for a task?** Give it a **Due** date. A normal task is reminded at 09:00 on that day, an urgent one also a day before; a low-priority task is not reminded. - **Can I undo Mark done?** Yes. Select **Undo** in the message that appears, or **Reopen** on the task later. - **What happens to a waiting task on its recheck day?** It appears in the assignee's **To do** as "Recheck today". Set **Waiting** to **Not waiting** when the hold-up is over, or choose a later **Recheck on** day. - **Who can change or complete a task?** Its writer, its assignee and anyone with **Manage others’ activities**. Only the writer and holders of that switch can change its text. - **Can I create a task that is not about a customer?** Yes. Select **New task** on **My work**, or post it in a [space](https://easysales.work/help/spaces/overview/). A task on no record is seen only by the people involved and the managers of its writer and assignee. ## Related - [Activities](https://easysales.work/help/activities/overview/) - [Write an activity](https://easysales.work/help/activities/activities-tab/) - [My work](https://easysales.work/help/my-work/overview/) - [Events and communications](https://easysales.work/help/activities/events-and-call-logs/) - [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/) --- # Notes > Add a note to a customer, deal or invoice in easySales — what was agreed, measurements, photos and files — mention colleagues and turn it into a task. Source: https://easysales.work/help/activities/notes/ A note keeps something worth remembering — what was agreed, a customer's preference, a measurement from a site visit. It is one of the four kinds of activity; see [Activities](https://easysales.work/help/activities/overview/) for the others. ## Before you start - Your role needs **View and post** on the **Activities** row. - Post the note on the record it is about, or in a [space](https://easysales.work/help/spaces/overview/). Everyone who can see that record or space can read it — see [Who can see activities](https://easysales.work/help/activities/who-can-see/). ## Steps 1. Open the record, select its **Activities** tab and select **Write a note**. See [Write an activity](https://easysales.work/help/activities/activities-tab/). 2. Write the **Text**. **Bold**, **List** and **Checklist** format it; you can also type *italic* between asterisks and paste links. 3. Mention any colleague who should read it with **@**, and link related records with **#**. 4. To keep a file with the note, select **Attach files**, or **Add an image** to show a picture in the text. 5. Select **Post note**. 6. To give the note a title, select **Edit** in its **···** menu, fill in **Title** and select **Save**. ## What happens next The note appears on the record, newest first, and on every record you linked. Colleagues you mentioned find it in their [message centre](https://easysales.work/help/inbox/message-centre/). Anyone who can see the note can reply. ## Rules to know - A note has no due date and nothing to complete. For work someone must finish, post a [task](https://easysales.work/help/activities/tasks/), or select **Convert to task** in the note's **···** menu. - A new note has only its text. A title is optional and is added by editing the note; to remove one, clear it and save. - A note needs some text or a file. - A note holds up to 20 files, each up to 25 MB. Images show in the text when added with **Add an image**. - Its writer and anyone with **Manage others’ activities** can edit or delete a note. You can edit or delete your own replies, and an edited note or reply keeps its earlier versions under **History**. - Notes have no sub-type, and a note does not count as customer contact for a quotation's follow-up; log a [communication](https://easysales.work/help/activities/events-and-call-logs/) for that. - To limit who reads a note, select **Move to space** in its **···** menu and choose a members-only space. easySales shows who gains and who loses access before you confirm — see [Spaces](https://easysales.work/help/spaces/overview/). ## Why it works this way **A note is for what would otherwise live in your head.** The colour the owner rejected, the loading bay that closes at 6 pm, the measurements from the site visit: on the record, every colleague who serves that customer has them, including whoever takes over the account. **Notes never nag.** A note has no due date and no reminder, so it never clutters anyone's **To do**. Anything someone must act on becomes a task, which is reminded and can be checked off. **What was agreed stays checkable.** An edited note keeps its earlier versions under **History**, and a deleted one stays on the timeline as a deleted entry. When a customer later disputes what was agreed, you can see what the note said and when it changed. **A note is not customer contact.** Writing down what you plan to say is not the same as saying it. That is why a note leaves a quotation's follow-up reminder in place, and a logged communication clears it. ## Work faster - **Add photos from a site visit.** On a phone, **Add an image** lets you pick photos taken on site; they show in the note's text. - **Use a checklist for a punch list.** **Checklist** starts a "- [ ]" line, so a list of snags or items to order reads as a checklist. - **Link the quotation as well as the account.** Linking with **#** puts the note on both records, so a colleague finds it from either. - **Turn a note into work.** **Convert to task** gives the note an assignee and a due date, keeping its text and replies. See [Tasks](https://easysales.work/help/activities/tasks/). - **Note the first conversation.** A short note after a first call — the need, the budget, who decides — makes the quotation easier to write; see [First contact](https://easysales.work/help/playbook/first-contact/). ## Examples **Measurements for the quotation.** After measuring the Harbour Café kitchen, Siti Nadia opens the café's account and writes a note with the counter lengths. She links the open quotation with **#** so Marcus Tan sees the note when he opens that quotation, and mentions him with **@** so it reaches his message centre. Later she selects **Edit** and gives it the title "Kitchen measurements" so it stands out on the timeline. **A note turned into a task.** Mei Tan notes on Harbour Café's account that the owner wants the menu board moved before the café reopens. Two days later it is clear someone must price the job. She selects **Convert to task** in the note's **···** menu, enters the title "Quote for moving the menu board" and a **Due** date of Friday 30 October, and selects **Convert to task**. The note's text and replies stay; it is now a task assigned to her. ## Common questions - **How do I add a title to a note?** Post the note, then select **Edit** in its **···** menu and fill in **Title**. A new note shows only the text box. - **Can I attach a PDF or a photo to a note?** Yes. **Attach files** adds up to 20 files of up to 25 MB each; **Add an image** shows a PNG, JPEG, GIF or WebP picture in the text. - **Can I make a note private?** Not on a record: everyone who can see the record can read it. Move it into a members-only space instead. See [Who can see activities](https://easysales.work/help/activities/who-can-see/). - **Can I edit a note after posting it?** Yes, if you wrote it or have **Manage others’ activities**. Its earlier versions stay under **History**. - **Does a note count as following up a customer?** No. A quotation's follow-up needs customer contact; log the call or email as a communication. See [Events and communications](https://easysales.work/help/activities/events-and-call-logs/). ## Related - [Activities](https://easysales.work/help/activities/overview/) - [Write an activity](https://easysales.work/help/activities/activities-tab/) - [Tasks](https://easysales.work/help/activities/tasks/) - [Who can see activities](https://easysales.work/help/activities/who-can-see/) --- # Events and communications > Book a meeting or site visit on a customer in easySales, record its outcome, and log a phone call, email or message so colleagues see the follow-up. Source: https://easysales.work/help/activities/events-and-call-logs/ An **event** books time — a meeting, a site visit, a training session. A **communication** records how you were in touch with someone — by phone, video, in person, by message, by email or otherwise. Both are kinds of activity; see [Activities](https://easysales.work/help/activities/overview/) for the others. ## Before you start - Your role needs **View and post** on the **Activities** row. - Post the event or communication on the record it is about — an account, contact, lead, opportunity, quotation or invoice — or in a [space](https://easysales.work/help/spaces/overview/). ## Book an event 1. Open the record, select its **Activities** tab and select **Schedule event**. See [Write an activity](https://easysales.work/help/activities/activities-tab/). You can also book one from the [calendar](https://easysales.work/help/activities/calendar/). 2. Enter the **Title**, then **Starts** and **Ends**. Turn on **All day** for an event with no times. Add a **Location** if there is one. 3. Under **Colleagues attending**, choose the colleagues who will attend. They are colleagues only: to bring in the customer's contact, link the contact with **#**. 4. Select **Schedule event**. 5. Once the event is over, open it. The prompt "This event has ended. Record what happened and the next step?" has **Record outcome**: write what was decided and what happens next. ## Log a communication 1. Open the record, select its **Activities** tab and select **Log communication**. 2. Set the **Direction**, **Outgoing** or **Incoming**; **When**, which starts as now; and the **Channel** — **Phone**, **Video**, **In person**, **Message**, **Email** or **Other**. Enter the length in **Minutes** if you want it. 3. Write what was said, and link the person you spoke to with **#**. 4. To book the follow-up at the same time, tick **Also create a next-step task** and give it a **Next step** title and, if you want, a **Next step due** date. 5. Select **Save communication**. ## What happens next The event or communication appears on the record, newest first. An event also appears in the [My work](https://easysales.work/help/my-work/overview/) of its organiser and of the colleagues attending. Events and communications are on the [calendar](https://easysales.work/help/activities/calendar/) of the people involved in them. Colleagues can reply under either. A next-step task is assigned to you and linked to the same records. Colleagues you add receive an **Invited** update. An event is reminded 15 minutes before it starts, or at 09:00 on the day for an all-day event. Once an event has ended with no outcome, the organiser's **To do** shows "Record the outcome". ## Rules to know - Times show in your own time zone, set under **Preferences** in **My profile**. - On a colleague's calendar, an event they may not see shows only as **Busy**. An event in a members-only space does not show at all to people outside the space — not even as **Busy**. - The organiser, anyone attending and anyone with **Manage others’ activities** can record the outcome, cancel the event (**Cancel event** in the **···** menu) or change it. A communication can be changed by its writer and by anyone with **Manage others’ activities**. - Colleagues attending are chosen when you schedule the event; editing it later does not change them. - Cancelling an event tells the colleagues attending; it stays on the timeline as cancelled. - A communication linked to a quotation that was marked as sent, to its opportunity or to its contact counts as customer contact for that quotation's follow-up in **To do**, unless its sub-type is set not to count. A note does not count. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). - Record the outcome on the event itself, so whoever opens the record next sees what came of it. - If the outcome needs follow-up work, post a [task](https://easysales.work/help/activities/tasks/) as well. ## Why it works this way **An outcome closes the loop on a meeting.** An event only says that time was booked. The outcome says what was decided, so a colleague reading the record later knows where the deal stands. Until you record it, the organiser's **To do** keeps asking. **A logged call is your follow-up on record.** The quotation follow-up in **To do** clears when a communication is logged on the quotation, its opportunity or its contact. Your team also sees who spoke to the customer last and what was promised, so two people do not ring the customer about the same thing. **Colleagues attend; customers are linked.** Attendees get reminders and the event on their calendar, which only makes sense for people who sign in to easySales. Linking the customer's contact with **#** puts the event on that contact's record instead, and easySales sends the customer nothing. **Each person sees their own clock.** An event's time is shown in each reader's own time zone, so a colleague in another office sees the meeting at the right local time. ## Work faster - **Link the live deal in one tap.** On an account, contact or opportunity, **Also link** offers its open quotations and opportunities; select one and the activity appears on it too. - **Book the next step with the call.** Tick **Also create a next-step task** so the follow-up is in your **My work** before you hang up. [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/) suggests the timing. - **Book from the calendar.** In **Week** or **Day**, select an empty hour to open a new event at that time. See [Calendar](https://easysales.work/help/activities/calendar/). - **Log payment calls on the invoice.** A call about a late payment logged on the invoice keeps the chasing history with the debt; [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) sets out a reminder schedule. - **Use sub-types for your meetings.** Sub-types such as "Site visit" or "Showroom meeting", kept under **System settings** → **Activity sub-types**, let the [team view](https://easysales.work/help/my-work/team/) split meetings and calls by purpose. ## Examples **A site visit and a call.** Siti Nadia books a site visit at Harbour Café for Tuesday 10:00 to 11:30 on the café's account, with Marcus Tan attending. After the visit she opens the event and records the outcome: "Owner chose the oak finish; send revised quotation by Friday". That afternoon Ahmad Salleh, the café's owner, rings her about delivery dates, and she logs the call as a communication on the same account. **A follow-up call that clears To do.** On Monday 12 October Marcus Tan marks quotation QN-10000125 as sent: SGD 8,000.00 plus GST 9% of SGD 720.00, SGD 8,720.00 in all. Lim & Co keeps the follow-up at three days, so by Thursday afternoon his **To do** shows that the quotation has had no customer contact since it was sent. He rings Ahmad Salleh and logs a communication on the quotation — **Phone**, **Outgoing**, 12 **Minutes** — ticking **Also create a next-step task** for "Send oak finish photos", due Friday 16 October. The **To do** item disappears, and the new task is assigned to Marcus and linked to the quotation. ## Common questions - **How do I log a phone call with a customer?** Open the customer's account, contact or the quotation the call was about, select **Log communication**, set **Channel** to **Phone** and write what was said. Link the person you spoke to with **#**. - **Can I invite a customer to an event?** No. **Colleagues attending** lists colleagues only, and easySales sends the customer nothing. Link the customer's contact with **#** so the event is on their record. - **Can I add a colleague to an event after scheduling it?** Not as an attendee. Mention them with **@** in a reply instead: they are notified, and the event appears under **Mine** on their calendar. - **Can I change the time of an event?** Yes. Select **Edit** in the event's **···** menu; the organiser, anyone attending and anyone with **Manage others’ activities** can. Its reminder moves with it. - **What happens when I cancel an event?** The colleagues attending are told, and the event stays on the timeline as cancelled. - **Who can record the outcome of a meeting?** The organiser, anyone attending and anyone with **Manage others’ activities**. ## Related - [Activities](https://easysales.work/help/activities/overview/) - [Calendar](https://easysales.work/help/activities/calendar/) - [Tasks](https://easysales.work/help/activities/tasks/) - [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) --- # Who can see activities > Who can read a note, task or call in easySales — on a customer record, in a space or on no record — and how to check with Who can see this before you post. Source: https://easysales.work/help/activities/who-can-see/ Before you write something sensitive — a price, a complaint, a staff matter — check who will read it. Who can see an activity depends on where it is posted. ## How it fits together *[Diagram: Who can see an activity depends on where it is. On a record: everyone who can see that record, plus the people involved, such as a mentioned colleague. In a members-only space: its members and the people involved; administrators must join too. In a company-wide space: everyone in your company.]* | Where the activity is | Who can see it | |---|---| | On a record | Everyone who can see that record, plus the people involved, plus the managers of its writer and assignee | | In a members-only space | The space's members, and the people involved. Someone with **Manage others’ activities** must join the space to read it. | | In a company-wide space | Everyone whose role has **View** on **Activities** | | On no record and in no space | The people involved, and the managers of its writer and assignee | An activity is on no record when it was created from **New task** on **My work** or from the calendar and nothing was linked with **#**. The **people involved** are the writer, the assignee of a task, the organiser and the attendees of an event, and every colleague mentioned with **@**. Someone who only replied or follows the activity is not involved. The **managers** are those above the writer or assignee in the reporting line; this applies while **Grant Access Using Hierarchies** is on for **Activity** in the sharing settings, which it is unless an administrator has turned it off. Who can see a record depends on their role and your company's sharing settings — see [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/). Your role's **Activities** row must also allow at least **View**. ## How it works - **Who can see this**, on an activity, lists the reasons someone can read it. Each person involved is named with their part — **author**, **assignee**, **organiser**, **attending** or **mentioned** — and a space is listed as **Members of** its name, or **Everyone in the company**. A record is listed as **Anyone who can see** its name, and records you cannot see are counted as **Anyone who can see 2 record(s) you cannot see**. **Managers of** a colleague appears while manager access is on. In a members-only space the list begins with a line saying that only its members and the people named below can read it, and that linked records give nobody else access. - When you mention a colleague who cannot see a record you linked with **#**, easySales warns you and names them before you post. The mention reaches them; the linked record stays closed to them. - A reply or edit that adds a mention or a link widens who can read the whole thread, earlier replies included, and easySales says so before you send it. - Moving an activity into a space, or out of one, changes who can see it. easySales shows who gains and who loses access before you confirm — see [Spaces](https://easysales.work/help/spaces/overview/). ## Good to know - A record's visibility can change after you post: a new owner, a sharing change or a new role changes who can read its activities too. - An event in a members-only space never appears on a non-member's calendar, not even as **Busy**. ## Common misunderstandings - Being an administrator does not open a members-only space. Administrators, and anyone with **Manage others’ activities**, join like anyone else, and the space shows that they joined. - A mention does not open the linked records to the person you mention. ## Why it works this way **The record decides, so there is nothing extra to manage.** An activity follows the record it is about. When an account changes owner or a colleague changes role, who can read its notes changes with it, and nobody has to update a second list. **Members-only means members only.** A space for a staff matter or a confidential tender is no use if an administrator can read it unseen. Anyone who joins to read it is shown joining, so access is open and accountable. **A mention shares the conversation, not the customer.** You can bring in a colleague from another team to answer one question without giving them the customer's records. They read the thread; the records stay as their role allows. **Your manager sees what your team posts.** With reporting lines set, a sales manager can follow the team's customer work and step in when a customer is unhappy, without being added to every record. ## Work faster - **Check before you post.** Open **Who can see this** on an earlier activity on the same record; a new one on that record also reaches **Anyone who can see** that record, plus the people involved in it. - **Move a sensitive thread.** **Move to space** in the activity's **···** menu moves it into a members-only space and shows who loses access first. See [Manage a space](https://easysales.work/help/spaces/manage-a-space/). - **Keep staff matters off customer records.** Post them in a members-only space from the start, so nobody who can see the customer reads them. - **Set up reporting lines once.** Managers see their team's activities through the reporting line; see [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). ## Examples **Checking before a sensitive note.** Mei Tan wants to note a payment dispute on Harbour Café's invoice INV-10000412. Before posting she opens **Who can see this** on an earlier note there; beside the people involved in that note, it lists **Anyone who can see** INV-10000412. The dispute is fine for everyone who handles the invoice, so she posts the note on the invoice and mentions Priya Nair. **Moving a negotiation out of view.** Daniel Lim, who owns Lim & Co, posted a thread on Harbour Café's account about the discount he might allow on a SGD 12,000.00 refit. He decides only the partners should read it. He selects **Move to space**, chooses the members-only space "Pricing review", and easySales lists **Anyone who can see** Harbour Café under "These will no longer see it:". He confirms; the thread stays linked to the account, but only the space's members and the people named in it can read it. ## Common questions - **Can my manager see my notes and tasks?** Yes, while **Grant Access Using Hierarchies** is on for **Activity**: the people above you in the reporting line see the activities you write or are assigned, except in members-only spaces they have not joined. - **If I mention someone in a reply, can they read the earlier replies?** Yes. A mention lets them read the whole thread, and easySales warns you before you send it. - **Who can see a task I created on My work?** The people involved — you, its assignee and anyone you mention — and the managers of you and its assignee. Link a customer with **#** to share it with everyone who can see that customer. - **Why can't a colleague see an activity I posted on a customer?** They cannot see that customer record, their role has **No access** on **Activities**, or the activity is in a members-only space they have not joined. **Who can see this** shows who can. - **Does linking a record let more people read my activity?** Yes. Outside a members-only space, everyone who can see a record you link with **#** can read the whole thread. ## Related - [Spaces](https://easysales.work/help/spaces/overview/) - [Write an activity](https://easysales.work/help/activities/activities-tab/) - [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/) - [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/) --- # Spaces > What a space is in easySales, members-only versus company-wide spaces, why administrators must join to read one, and moving an activity into a space. Source: https://easysales.work/help/spaces/overview/ A space is a shared place for activities that are not about one customer record — a project, a team, a topic such as "Showroom refit". Use a members-only space for conversations a small group should keep to itself, and a company-wide space for news everyone should see. ## How it fits together *[Diagram: Who can see an activity depends on where it is. On a record: everyone who can see that record, plus the people involved. In a members-only space: its members, and the people named in it; administrators must join too. In a company-wide space: everyone in your company.]* Every space has one of two visibility settings: | Setting | Who can read its activities | |---|---| | **Members only** | Its members, and the people named in a thread with **@**. Someone who is not a member cannot read it until they join. | | **Whole company** | Everyone in your company whose role has **View** on **Activities**. | Notes, tasks, events and communications are posted in a space just as on a record, with replies, **@** mentions and **#** links. In a members-only space, linking a record with **#** gives nobody else access. An event in a members-only space never shows on a non-member's calendar, not even as **Busy**. ## How it works *[Diagram: Moving an activity: choose the space, then easySales shows who gains and who loses access. Confirm to move it, and the space's audience applies; cancel and nothing changes.]* You can move an activity from a record into a space, between spaces, or from a space back onto its records by choosing **No space**. Open the activity, select **Move to space** in its **···** menu, choose the space under **Move to** and select **Move**. Before anything changes, easySales shows who will gain access and who will lose it. Confirm to move the activity, or cancel to leave it where it was. Only the activity's writer, the owner of the space it is in, or someone with **Manage others’ activities** can move it, and you must be a member of the space you move it into. A closed space takes no new activities. Both spaces show a line saying that an activity was moved in or out. ## Where to find it Select **Spaces** in the sidebar to see the spaces you can see. The list shows each space's **Name**, with a lock beside a members-only one, **Who can see it**, **Owner**, **Members** and your **Membership**. **Status** shows **Open** spaces unless you choose **Closed** or **All**, and **Scope** set to **Spaces I am in** narrows the list to yours. Open a space to see its **Activity** and **Tasks** tabs and its members. To create a space, join or leave one, or change its members, see [Manage a space](https://easysales.work/help/spaces/manage-a-space/). ## Good to know - Adding members, and changing the visibility setting, change who can read everything already in the space. easySales shows the change of audience before you confirm. - Leaving a members-only space means you can no longer read it, unless you are named in a thread. - A closed space keeps what is in it but takes no new activities. - Joining, leaving and every change of members are recorded in the company's audit log. ## Common misunderstandings - An administrator does not see every space's content automatically. Someone with **Manage others’ activities** can see that a members-only space exists, and who is in it, but must join before reading what is posted; joining shows everyone in the space a line saying so. - A company-wide space is not tied to customer records. Everyone in your company reads it, whatever records their role lets them see, so keep customer details on the customer's record. - A members-only space you are not a member of does not appear in your list at all, unless you hold **Manage others’ activities**. ## Why it works this way **Members only means members only — administrators included.** A discussion about a dispute, a supplier price or a staff matter stays with the people in the space. An administrator who needs to read it must join, and everyone in the space sees that they did, so nobody reads it unnoticed. **A change of audience is shown before it happens.** Moving an activity or adding a member changes who can read the whole thread, earlier replies included. Seeing the names first lets you stop before something private reaches the wrong person. **Linked records open nothing in a members-only space.** Linking a customer with **#** keeps the work connected to the customer without letting everyone who can see that customer read the space. **Customer matters belong on the customer.** A company-wide space ignores record permissions, so keeping customer details on the record means only people allowed to see that customer can read them. ## Work faster - **Show only your spaces.** Set **Scope** to **Spaces I am in**; a lock beside a name marks a members-only space. - **Give work to the group.** **New task** in the space's header posts a task in the space; the **Tasks** tab lists what is still open. See [Tasks](https://easysales.work/help/activities/tasks/). - **Bring in a person, not a whole team.** Mention a colleague with **@** in one thread to let them read it without making them a member; see [Write an activity](https://easysales.work/help/activities/activities-tab/). - **Move rather than repost.** **Move to space** keeps the replies and history together. - **Check who can read a thread.** See [Who can see activities](https://easysales.work/help/activities/who-can-see/). ## Examples ### Moving a note into a members-only space Mei Tan posted a note on Harbour Café's account about the café's late payments. On reflection she wants only the directors to read it. She moves the note into the members-only space "Directors". Before she confirms, easySales shows that Marcus Tan and Siti Nadia will lose access, because they are not members, and that nobody gains it. Mei confirms. The note now sits in "Directors", and Marcus and Siti no longer see it on the café's account. ### An administrator who needs to read a space Daniel Lim holds **Manage others’ activities**. He opens the members-only space "Supplier pricing" and sees its members, but the page says he can see the members and not what is posted. He selects **Join space**. He can now read the space, and every member sees a line saying that he joined. ## Common questions - **Can an administrator read a members-only space?** Not without joining it. Joining shows a line to everyone in the space and is recorded in the audit log. - **What is the difference between Members only and Whole company?** Members only is read by its members and the people named in a thread; Whole company is read by everyone whose role has **View** on **Activities**. - **Does linking a customer in a members-only space let the customer's owner read it?** No. In a members-only space a **#** link gives nobody else access. - **Will a meeting in a members-only space block my colleagues' calendars?** No. A non-member does not see the event on any calendar, not even as **Busy**. - **Do I have to join a company-wide space to post in it?** No. Anyone whose role has **View and post** on **Activities** can read and post in an open company-wide space. Joining makes you a member. - **Why can't I see a space a colleague mentioned?** It is members-only and you are not a member. Ask its owner to add you. ## Related - [Manage a space](https://easysales.work/help/spaces/manage-a-space/) - [Who can see activities](https://easysales.work/help/activities/who-can-see/) - [Activities](https://easysales.work/help/activities/overview/) - [Activities and follow-up](https://easysales.work/help/concepts/activities-and-follow-up/) --- # Manage a space > Create a space in easySales, join or leave one, add or remove members, hand it to a new owner, and switch it between members-only and company-wide. Source: https://easysales.work/help/spaces/manage-a-space/ This page is for anyone who sets up or looks after a space. For what spaces are and who can read them, see [Spaces](https://easysales.work/help/spaces/overview/). ## Before you start - Your role needs **View and post** on the **Activities** row to create, join or leave a space, or to post in one. - The space's owner can change its settings and members. So can anyone with **Manage others’ activities**, who can do so in every space. - Decide whether the space is **Members only** or **Whole company**. ## Create a space 1. Select **Spaces** in the sidebar, then **New space**. 2. Enter the **Name**, and a **Description** if you want one. 3. Under **Who can see it**, choose **Members only** or **Whole company**. 4. Under **Members**, choose the first colleagues to add, then select **Create space**. You become the space's owner and its first member. The colleagues you add receive an update in their message centre. ## Join or leave a space 1. Select **Spaces** and open the space. 2. Select **Join space** to become a member. To stop being one, open **···** and select **Leave space**, then confirm with **Leave space**. Anyone with **View and post** on **Activities** can join a **Whole company** space. A **Members only** space is listed only to its members and to people with **Manage others’ activities**; the latter can join it. Everyone in the space sees a line saying who joined or left. The owner must hand the space over before leaving. Leaving a members-only space closes it to you; to read it again you must be added or join again. ## Add or remove members 1. Open the space and select **Add members** beside **Members**. 2. Choose the colleagues and select **Add**. 3. If anyone gains access, easySales lists them before anything changes. Select **Confirm**, or cancel to keep the members as they were. If nobody gains access, they are added at once. 4. To remove a member, select the cross beside their name and confirm with **Remove**. Each person added receives an update, and the space shows a line naming them. You cannot add or remove yourself here; use **Join space** and **Leave space**. The owner cannot be removed until the space is handed over. ## Change the settings 1. Open the space and select **Space settings**. 2. Change the **Name**, **Description** or **Status** — **Open** or **Closed** — or choose a new **Owner**, who must already be a member. 3. Select **Save**. If you changed **Who can see it** between **Members only** and **Whole company**, easySales first shows who gains and who loses access; select **Confirm** to apply it. **Who can see it** appears only for a member who is the owner or holds **Manage others’ activities**. Changing a company-wide space to members-only closes everything in it to people who are not members. ## Rules to know - Adding members and changing **Who can see it** show the audience first; nothing changes until you confirm. Removing a member asks you to confirm. - A new member can read everything already in the space, not only what is posted after they join. - Only active users of your company can be added. - An administrator who is not a member cannot read a members-only space. - An event in a members-only space never shows on a non-member's calendar. - A closed space keeps its activities but takes no new ones. A space cannot be deleted. - Joining, leaving and every change of members are recorded in the company's audit log. ## Why it works this way **Every widening is shown first.** Adding a member or opening a space to the whole company gives people the full history, earlier replies included. The list of names lets you check before a private discussion reaches someone it should not. **Joining and leaving are your own, visible acts.** You cannot add yourself as a member from the members list, not even as an administrator. Joining posts a line everyone in the space can see, so nobody reads a members-only space unnoticed. **A space always has someone responsible.** The owner must hand over before leaving, so there is always a person who can add members, close the space or answer for what is in it. **Close, do not delete.** A closed space keeps its decisions, tasks and files for anyone who needs them later, while stopping new posts. ## Work faster - **Add the first members as you create the space.** One step in **New space** instead of adding people one by one later. - **Hand over before you go on leave.** Choose a new **Owner** in **Space settings**, so someone else can manage members while you are away. - **Track the group's work on the Tasks tab.** **New task** in the header posts a task in the space; **Show completed** reveals what is done. See [Tasks](https://easysales.work/help/activities/tasks/). - **Move notes in rather than copying them.** **Move to space** brings an existing thread in with its replies; see [Spaces](https://easysales.work/help/spaces/overview/). - **Keep the list short.** Close finished spaces; the **Status** filter shows **Open** ones unless you choose otherwise. ## Examples Lim & Co is refitting its own showroom. Mei Tan creates a members-only space "Showroom refit" and adds Siti Nadia and Marcus Tan. Two weeks later Priya Nair needs to track the costs, so Mei adds her; the preview shows that Priya will gain access to everything in the space. Mei confirms. **Closing the project.** The showroom reopens on Monday 2 November. Mei opens **Space settings**, sets **Status** to **Closed** and selects **Save**. The space keeps every note and task, nobody can post in it, and it no longer shows in the **Spaces** list unless the **Status** filter is set to **Closed** or **All**. **Handing over before leaving.** Marcus started a company-wide space "Trade fair 2026" and is moving to another role. In **Space settings** he chooses Siti, already a member, as **Owner** and selects **Save**. He can now select **Leave space**. ## Common questions - **How do I delete a space?** You cannot. Set its **Status** to **Closed** in **Space settings**; it keeps what is in it and takes no new activities. - **Why can't I leave a space I created?** You are its owner. Choose another member as **Owner** in **Space settings**, then select **Leave space**. - **Why is Who can see it missing in Space settings?** Only a member who is the owner, or who holds **Manage others’ activities**, can change it. - **Do people get an email when I add them to a space?** Being added is a **Low** priority update, so it is not emailed unless their own or the company's notification settings changed that. See [Notification settings](https://easysales.work/help/inbox/notification-settings/). - **Can I add someone from outside the company?** No. Only active users of your company can be members. - **Can I make a members-only space company-wide later?** Yes, in **Space settings**. easySales shows who gains access before you confirm. ## Related - [Spaces](https://easysales.work/help/spaces/overview/) - [Who can see activities](https://easysales.work/help/activities/who-can-see/) - [Write an activity](https://easysales.work/help/activities/activities-tab/) - [Notification settings](https://easysales.work/help/inbox/notification-settings/) --- # Message centre > Use the easySales message centre to see mentions, tasks and document news, and mark each item done, read, snoozed or archived. Source: https://easysales.work/help/inbox/message-centre/ The message centre collects what colleagues and easySales send you: mentions, tasks for you, approval requests and news on the documents you follow. It has two parts — **To do** for things you must act on, and **Updates** for things you should know. ## How it fits together *[Diagram: When something happens — a mention, a task, news on a followed document — it lands in To do if you must act, or in Updates if you should know. Your email settings for that type and priority decide whether it is emailed too. It is emailed now, in a digest or not at all. Digests go out one email per person per run and wait while your quiet hours last; urgent email does not.]* 1. Something happens: a colleague mentions you, a task is given to you, a document you follow is issued or paid. 2. It lands in **To do** if you must act on it, or in **Updates** if you only need to know. 3. Your [notification settings](https://easysales.work/help/inbox/notification-settings/) decide, by type and priority, whether it is emailed as well. 4. Whatever is due to be emailed to you at the same moment goes in one email, held back during your quiet hours. Urgent items are not held back. An urgent mention is emailed at once unless you changed that setting — see [Write an activity](https://easysales.work/help/activities/activities-tab/). ## What goes where **To do** is worked out afresh each time from your own records, and an item leaves it as soon as its cause is dealt with: | Group | What appears | |---|---| | **Activities** | Tasks assigned to you that are due or overdue; a waiting task on the day to recheck it; an event that has ended and needs its outcome | | **Quotations** | A sent quotation with no communication or meeting with the customer for the number of days your company sets; a quotation not yet marked as sent after the days set; a quotation expiring within 7 days | | **Invoices** | An overdue invoice you own; a scheduled invoice that is due to be raised | | **Opportunities** | An opportunity you own with no open task or future event | | **Security** | A reminder to set up two-step verification | Each group appears only when your role can see that module. **Updates** holds what is stored for you: **@** mentions, tasks assigned to you, event invitations, replies and status changes on activities you follow, outcomes, reminders, being added to a space, news on documents you follow, approval requests and their answers, a scheduled invoice that could not be created, and security notices. Each is dropped for you if you can no longer see what it is about. ## The bell The bell in the top bar carries a dot while something is waiting for you. The count is beside **Message centre** in the sidebar: the items in **To do** plus your unread **Updates**. easySales checks for new items every minute while the app is open. Select the bell to open the message centre panel on the right; on a phone it fills the screen. It has two tabs, **To do** and **Updates**, each with its count and its first five items. Select an item to open the activity or record it is about. **Mark all read** is at the top while something is unread; **Open the message centre** and **Notification settings** are at the foot. ## The full message centre Select **Open the message centre** in the bell panel, or **Message centre** in the sidebar. **To do** lists what is waiting for you, grouped as above, with **Search to-dos** and a **Type** filter. Each item has a button for its next step: - **Done** completes a task or a recheck from the list. - **Record outcome** opens an event that has ended, so you can record what happened. - **Add next step** opens a new task linked to an opportunity that has none. - **Snooze** hides an item until **In 3 hours**, **Tomorrow 09:00**, **Next Monday 09:00** or a time you pick with **Pick a time…**. It offers only future times, in your own time zone, and the item comes back then. Other items go away when you have dealt with what they are about. **Updates** has four views — **All**, **Unread**, **Snoozed** and **Archived** — with **Search updates** and filters for **Type** and **Priority** (**Urgent only**). Updates about the same activity or document are gathered under the newest one. On each item you can: - **Mark read** or **Mark unread**; - **Archive** it, to clear it from your list while keeping it under **Archived**, where **Move back** returns it; - **Snooze** it, as in **To do**; under **Snoozed**, **Unsnooze** brings it back at once. On a computer, tick several updates to **Mark read**, **Archive** or **Snooze** them together. On a phone each update has a **···** menu with the same actions. After **Done**, **Archive**, **Snooze** or **Mark read**, an **Undo** link appears for five seconds. ## Good to know - You can make the message centre your home page, so it opens when you sign in instead of the dashboard. This is off unless you switch it on in your notification settings. - Your time zone comes from **Preferences** in **My profile**. A snooze until 9:00 means 9:00 where you are. - easySales keeps updates for 90 days, up to 500 per person. - Snoozing, archiving and marking read change only your own message centre. **Done** completes the task itself, for everyone. ## Why it works this way **To do is worked out, not stored.** easySales builds the list from your records each time you open it, so it cannot go stale. When a customer pays, the overdue invoice leaves your list without anyone ticking anything off, and nothing in it is a reminder about work already done. **Acting and knowing are kept apart.** An overdue invoice and a colleague's reply need different things from you. To do clears only when the work is done; Updates clear when you have read them. A busy day of replies cannot bury the invoice you need to chase. **Updates follow your access.** If your role changes, a record is transferred away from you or you leave a space, its updates disappear from your list and from email. A notification never shows a customer's details to someone who can no longer open the record. **The message centre is a working list, not an archive.** Updates are kept for 90 days; the record itself keeps its history on its **Activities** tab, so nothing you need for your books depends on an old notification. ## Work faster - **Snooze instead of ignoring.** An item you cannot act on today comes back at the time you choose, so your list shows only what you can do now. See [Tasks](https://easysales.work/help/activities/tasks/) for waiting tasks. - **Clear many updates at once.** Tick them and select **Archive** or **Mark read**; **Undo** puts them back if you ticked one too many. - **Search before you scroll.** Type a document number or a colleague's name in **Search updates** to find the updates about it. - **Let the morning email plan your day.** It lists your To do at the time you choose; see [Notification settings](https://easysales.work/help/inbox/notification-settings/). - **Follow only what matters.** Follow the documents you care about and mute the noisy ones; see [Follow a document](https://easysales.work/help/inbox/follow-a-document/). - **Open it every morning.** It answers the first question of the [weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/): what needs me now. ## Examples ### Clearing the list after lunch At 2 pm Siti Nadia opens the message centre. Under **To do** she has two items: the task "Send the revised quotation", due today, and the recheck of "Order sample tiles", which is waiting for the supplier's quote. She sent the quotation at lunch, so she selects **Done** on it. The supplier has not replied and does not open until tomorrow, so she selects **Snooze** on the recheck and picks **Tomorrow 09:00**. Under **Updates** she sees Marcus Tan's mention asking for the counter price, answers him on the quotation, selects **Urgent only** to check nothing else is urgent, and marks the rest read. ### An overdue invoice that clears itself Daniel Lim owns invoice INV-10000287 for Harbour Café: SGD 3,000.00 plus GST 9% of SGD 270.00, SGD 3,270.00 in all. The day after its due date, his **To do** shows "Invoice INV-10000287 is overdue". That afternoon Mei Tan records the café's bank transfer of SGD 3,270.00. The next time Daniel opens the message centre, the To do item has gone, and **Updates** holds the news that a payment was recorded on the invoice, because he owns it. ## Common questions - **Why is an item still in my To do after I read it?** To do items leave only when their cause is dealt with: the task done, the invoice paid, the quotation followed up. To hide one until later, snooze it. - **How do I remove an update without deleting it?** Archive it. It moves to **Archived**, where **Move back** returns it. Updates are kept for 90 days. - **Can I undo Mark all read?** Yes. Select **Undo** in the message that appears straight after; it marks unread again exactly the updates that were changed. - **Why did a notification disappear?** You can no longer see what it is about, for example after a record was transferred or you left a space, or it is older than 90 days. - **Why does the bell show a dot but no number?** The bell only shows that something is waiting. The count is beside **Message centre** in the sidebar and on the **To do** and **Updates** tabs; a count with a plus means easySales has not finished checking every item. - **Why did an urgent mention arrive as normal?** One colleague can send you up to three urgent mentions in an hour. Later ones arrive as normal and say "Sent as urgent, delivered as normal". - **Can my colleagues see that I snoozed or archived something?** No. Those actions change only your own message centre; the task or record stays as it was. ## Related - [Notification settings](https://easysales.work/help/inbox/notification-settings/) - [Follow a document](https://easysales.work/help/inbox/follow-a-document/) - [My work](https://easysales.work/help/my-work/overview/) - [Write an activity](https://easysales.work/help/activities/activities-tab/) - [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) --- # Notification settings > Choose which easySales notifications are emailed to you, set quiet hours, digests and a morning to-do email, and set company defaults as an administrator. Source: https://easysales.work/help/inbox/notification-settings/ Your notification settings decide which messages reach you by email as well as in the [message centre](https://easysales.work/help/inbox/message-centre/), and when. Everything always reaches the message centre; these settings only control email. ## Before you start - Anyone can change their own settings, on the **Notifications** page of **My profile**. The bell panel and the message centre have a **Notification settings** link to it. - Company defaults are under **System settings** → **Notifications**, in the **Organisation** group. They need **Manage notification settings**, a switch on the role; with it, your own page also has a **Company notification settings** link. Company defaults apply to everyone who has not chosen otherwise, and they can switch email off for the whole company. ## Steps *[Diagram: When something happens it lands in To do or Updates. Your email settings for that type and priority decide whether it is emailed too. It is emailed now, in a digest or not at all. Digests go out one email per person per run and wait while your quiet hours last; urgent email does not.]* 1. Open your menu and select **My profile**, then **Notifications**. 2. In **E-mail by type and priority**, choose for each cell **E-mail now**, **Digest** or **In-app only**, or leave it on the **Company default** or **System default** it shows. **Use the company defaults** clears all your choices at once. 3. Turn on **Quiet hours** to set the times when all but urgent email is held. Choose **From**, **To** and the **Days**. 4. Turn the **Morning to-do e-mail** on or off, and choose the time **At** which it is sent. 5. Choose **Digest every**: 15 minutes, 30 minutes, 1, 2 or 4 hours. 6. To open the message centre when you sign in, turn on **Open the message centre instead of the dashboard**. 7. Select **Save**. Nothing changes until you do; **Cancel** puts back what was saved. ## The email grid Each row is a type of message and each column a priority: **Urgent**, **Normal** and **Low**. Each cell holds one of three choices: | Choice | What it does | |---|---| | **E-mail now** | Emails the message at once, without waiting for a digest | | **Digest** | Gathers it into the next digest email, at least 10 minutes after it arrives | | **In-app only** | Keeps it in the message centre and sends no email | Unless you or your company chose otherwise, **Urgent** is **E-mail now**, **Normal** is **Digest** and **Low** is **In-app only**. The rows are **@mentions**, **Assigned to me**, **Invited**, **Replies**, **Status changes**, **Outcomes**, **Document events**, **Reminders**, **Added to a space**, **Approvals** and **Everything else**. A last row, **Security notices**, is always emailed and cannot be changed. Reminders are sent at their time, never in a digest, so their cells offer **E-mail now** and **In-app only**. A message's priority comes from what it is: a mention is **Normal** unless the writer marked it urgent; an assignment has the task's priority; a task marked done is **Low**; being added to a space is **Low**; a request for your approval is **Urgent**, and the answer to your own request is **Normal**; a document event is **Normal** when money moves on the document or it is voided, and **Low** for the rest. ## The other settings | Setting | What it does | Until you change it | |---|---|---| | **Quiet hours** | Email is held until the quiet hours end; urgent email is still sent | Off; when you turn it on, 21:00 to 08:00 on every day | | **Morning to-do e-mail** | One email each morning listing what is in your **To do**; not sent when there is nothing, and it waits for quiet hours to end if its time falls inside them | On, at 08:00 | | **Digest every** | How often digests are sent | Every 1 hour | | **Open the message centre instead of the dashboard** | Signing in opens the message centre | Off | Times are chosen in steps of 15 minutes. ## Company defaults The company page has three sections. **E-mail** switches notification email on or off for the whole company; turning it off asks you to confirm with **Turn off e-mail**, and afterwards nobody is emailed except for security notices. **Default e-mail rules** is the same grid, setting what everyone gets until they choose their own. **System to-do rules** sets the days for the **To do** reminders about quotations: **Quotation follow-up: days after it was sent with no customer contact** (3 days unless changed) and **Quotation not sent: days after it was created** (2 days), each 1 to 60. ## Push notifications With push notifications, easySales messages pop up on your phone or computer even when easySales is closed. They are there when your plan includes push notifications, unless your company has switched them off. 1. On the device that should receive them, open **My profile**, then **Notifications**. 2. Turn on **Receive push notifications on this device**, and allow notifications when the browser asks. 3. Select **Send a test notification** to check that one arrives. On an iPhone or iPad, first [install the app](https://easysales.work/help/getting-started/install-the-app/) and open it from the Home Screen: Safari in a tab cannot receive push notifications. Turn push on separately on each device you use. **My push devices** lists them, and **Remove** stops one. Signing out stops push to that device. The **Push** column of the grid sets which types are pushed, one choice per row: **Push**, **No push**, or the default it shows. Unless you or your company chose otherwise, **@mentions**, **Assigned to me**, **Invited**, **Replies**, **Reminders** and **Approvals** are pushed, except at **Low** priority, and the other rows are not. A push shows the type, who did it and the record's number, never an amount or the text of a message. During quiet hours only urgent messages are pushed; the rest wait in the message centre. On the company page, **Push notifications** switches push on or off for the whole company; turning it off asks you to confirm with **Turn off push**. ## Rules to know - Everything always reaches the message centre; these settings only control email. - Messages due to you at the same moment go in one email, however many there are. - easySales sends at most 6 notification emails to a person in an hour. Others wait ten minutes and go later; none is dropped. - A message you have already read or archived in the message centre is not emailed, and email never carries what you can no longer see. - A scheduled invoice that could not be created is reported in the message centre only, never by email. - Times follow your own time zone from **Preferences** in **My profile**. - Urgent email, such as an urgent mention or a request for your approval, goes out even in quiet hours, unless you set its cell to **In-app only** — see [Write an activity](https://easysales.work/help/activities/activities-tab/). ## Why it works this way **Email is optional; the message centre is not.** Switching an email off never makes you miss anything, because the item still waits in **Updates**. You can be strict with email without the risk of losing a mention or a payment. **Security notices cannot be switched off.** A new passkey, a removed sign-in method or a reset of two-step verification may mean someone else is in your account. The email reaches you even when you are not signed in, so you can act at once. See [Sign-in security](https://easysales.work/help/security/overview/). **Digests and the hourly limit protect your inbox.** A busy day of replies arrives as a few emails, not dozens, and the important ones are not lost among them. Nothing is dropped: a message over the limit waits ten minutes and goes in a later email. **The company sets a baseline; you set your own.** An administrator chooses defaults that suit the company, and each person changes only what does not suit them. A cell you leave on its default follows any later company change, so you do not have to revisit your settings. ## Work faster - **Change only the rows that bother you.** Leave the rest on the default; **Use the company defaults** takes you back if you change too much. - **Read in the app before the digest goes.** A digest waits at least 10 minutes, and a message you read or archive in the [message centre](https://easysales.work/help/inbox/message-centre/) in the meantime is not emailed. - **Use quiet hours for evenings and weekends.** Tick only the **Days** you want quiet; urgent email still reaches you. - **Start the day from the morning email.** It lists your To do, so you know what needs you before you open the app. See [My work](https://easysales.work/help/my-work/overview/). - **Mute the records you do not need.** Muting one noisy document is quicker than switching off a whole row; see [Follow a document](https://easysales.work/help/inbox/follow-a-document/). ## Examples Marcus Tan is on site most mornings and does not want email about every reply. He leaves **Urgent** on **E-mail now**, sets **Replies** and **Document events** under **Normal** to **In-app only**, turns on **Quiet hours** from 20:00 to 07:00 and sets the **Morning to-do e-mail** for 07:00. He selects **Save**. At 7 am he gets one email listing what is waiting for him; the rest he reads in the message centre. **An administrator sets the follow-up days.** Lim & Co's customers take about a week to review a design quotation, so Mei Tan opens **System settings** → **Notifications** and sets **Quotation follow-up: days after it was sent with no customer contact** to 5. She selects **Save**. Marcus marks a quotation for Harbour Café as sent on Monday 5 October at 10:00 and has no communication or meeting with the café after that. Five days later, on Saturday 10 October from 10:00, it appears in his **To do** as a quotation with no customer contact. ## Common questions - **How do I stop easySales emails?** Set the cells you do not want to **In-app only** on the **Notifications** page of **My profile**, and select **Save**. Security notices are always emailed. - **Why did I get an email during my quiet hours?** It was urgent, such as an urgent mention or a request for your approval. Set that row's **Urgent** cell to **In-app only** if you never want it. - **Why am I not getting any notification emails?** Your company may have switched email off; the page then says "The administrator has switched e-mail off for the company." Otherwise check that the cells are not on **In-app only**. - **Can I turn off the morning email?** Yes. Turn off **Morning to-do e-mail** and select **Save**. It is also skipped on days when your To do is empty. - **How often are digest emails sent?** Every hour unless you change **Digest every**, and only when there is something to send. - **Can an administrator change my personal settings?** No. Company defaults apply only to the cells you left on **Company default** or **System default**. - **Do I get an email when someone asks for my approval?** Yes. An approval request is **Urgent**, so it is emailed at once unless you or your company changed the **Approvals** row. See [Document approval](https://easysales.work/help/quotations/document-approval/). ## Related - [Message centre](https://easysales.work/help/inbox/message-centre/) - [Follow a document](https://easysales.work/help/inbox/follow-a-document/) - [Your profile](https://easysales.work/help/getting-started/profile/) - [Sign-in security](https://easysales.work/help/security/overview/) --- # Follow a document > Follow a quotation, invoice or opportunity in easySales to get an update when it is issued, paid or voided, or mute it to stop the updates. Source: https://easysales.work/help/inbox/follow-a-document/ Follow a document when you want to know what happens to it without checking it every day. Updates arrive in your [message centre](https://easysales.work/help/inbox/message-centre/). ## Before you start The **Follow** button is on the **Activities** tab of an opportunity, quotation or invoice you can see. An account, contact or lead has no document events to follow. Your role needs **View and post** on the **Activities** row to change your choice; with **View** the tab only shows it. Whoever owns a record follows it without doing anything, and that includes credit notes, receipts and refunds. You can keep that, or mute the record. ## Steps 1. Open the record and select its **Activities** tab. 2. Find the button above the timeline. It reads **Follow** if you do not follow the record, **Following** if you do, and **Muted** if you have muted it. 3. Select it and choose **Follow this record**. 4. To stop the updates, select the button again and choose **Mute this record**. 5. To go back to the usual rule, choose **Stop following**; the owner's entry reads **Default (you own it: following)**. ## What happens next While you follow a record, you get an update under **Updates** in the message centre, such as "INV-10000318: payment recorded", when something happens to it. These are the events: created, issued, accepted or rejected (a quotation), marked as sent, transferred, cancelled, voided, stage changed (an opportunity), payment recorded or removed, credit applied or taken back, prompt-payment discount taken, written off or write-off undone, bad debt written off, reversed or recovered, and balance changed. Updates about the same record are gathered together. Your [notification settings](https://easysales.work/help/inbox/notification-settings/) decide whether they are emailed. Unless you change them, only the **Normal** ones are — money moving on a document, or a void — as a digest; the others stay in the message centre. ## Rules to know - Following changes nothing on the document and nothing for anyone else. - You are told only about what happens after you follow. - You are not told about changes you make yourself. - Muting stops these document updates for that record, even if you own it. It does not stop mentions, assignments or replies on an activity, which still reach you. - When a record is transferred, its new owner follows it from then on; the previous owner stops getting its updates unless they chose **Follow this record**. - You stop getting updates on a document you can no longer see. ## Why it works this way **The owner follows automatically.** The person responsible for a deal or an invoice hears when money moves on it without setting anything up, so a payment, a removed payment or a void never goes unnoticed by the one who answers for it. **Following gives no access.** It is a personal choice about what reaches your message centre. It does not let you see a record your role does not allow, and if you lose access, the updates stop, so a notification never carries a customer's details to the wrong person. **Only what happens next.** Following an old invoice does not fill your list with its history. The history is on the record's **Activities** tab, where you can read it in order. **Muting is per record.** You can quiet one busy document without switching document events off for every record you own. ## Work faster - **Follow from where you are.** The button is on the **Activities** tab, so you can follow a quotation while you send it. - **Get payments by email straight away.** Set **Document events** under **Normal** to **E-mail now** in [Notification settings](https://easysales.work/help/inbox/notification-settings/). - **Filter your updates to documents.** Choose **Document events** in the **Type** filter of **Updates** to see only document news; see [Message centre](https://easysales.work/help/inbox/message-centre/). - **See every unpaid invoice at once.** For the whole picture rather than one invoice, use [Overdue and unpaid](https://easysales.work/help/invoices/overdue-and-outstanding/). - **Chase on time.** Pair your updates with a reminder schedule from [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/). ## Examples Priya Nair looks after receivables at Lim & Co. Marcus Tan has created draft invoice PF-10000052 for Harbour Café. Priya opens it, selects **Follow** on its **Activities** tab and chooses **Follow this record**. She gets an update when Marcus issues it as INV-10000318, and another when the café's payment is recorded and the invoice is paid. She archives the last update, and mutes the invoice so a later change does not reach her. **Muting an invoice you own.** Daniel Lim owns INV-10000330 for Harbour Café: SGD 6,000.00 plus GST 9% of SGD 540.00, SGD 6,540.00 in all. The café pays it in three monthly instalments of SGD 2,180.00, because 3 × 2,180.00 = 6,540.00. Priya records each instalment, and Daniel does not need three updates, so he selects **Following** and chooses **Mute this record**. If Priya mentions him on the invoice, the mention still reaches him. ## Common questions - **Do I have to follow my own invoices?** No. The owner of a record follows it automatically. To stop the updates for one record, mute it. - **Does following an invoice notify the customer?** No. Following changes nothing on the document and sends nothing to anyone else. - **Why did I not get an update when I recorded a payment?** You are not told about changes you make yourself; the update goes to the record's owner and its other followers. - **Can I follow an account or a contact?** No. They have no document events. Follow the account's opportunities, quotations or invoices instead. - **Why don't I see earlier payments in my updates?** You are told only about what happens after you follow. Earlier events are on the record's **Activities** tab. - **How do I stop emails about documents but keep the updates?** Set the **Document events** row to **In-app only** in [Notification settings](https://easysales.work/help/inbox/notification-settings/). ## Related - [Message centre](https://easysales.work/help/inbox/message-centre/) - [Notification settings](https://easysales.work/help/inbox/notification-settings/) - [Overdue and unpaid](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) --- # My work > See your own tasks and events in easySales in one list, grouped as overdue, today, next 7 days, waiting and no date, and plan your day from there. Source: https://easysales.work/help/my-work/overview/ **My work** gathers the tasks and events that are yours, from every record and space, so you can plan the day without opening each customer. Start your morning here. ## Where to find it Select **My work** in the sidebar. The same sidebar group has **Calendar**, **Team**, **Spaces** and **Message centre**, each one select away. The number beside **My work** is your open tasks that are not waiting; the number beside **Calendar** is your events today. The page header shows today's date and the last day the page reaches, as **Showing until**, with a **New task** button. ## What it shows Four counts sit at the top: **Overdue**, **Due today**, **Today's events** and **Waiting**. Select one to jump to its list. Below, **Today's agenda** lists today's events, with **Open calendar**, and **My tasks** lists your open tasks in groups: | Group | What is in it | |---|---| | **Overdue** | Your tasks past their due date and not yet complete | | **Today** | Tasks due today | | **Next 7 days** | Tasks due later and events still to come | | **Waiting** | Tasks marked as waiting for someone or something, whatever their due date | | **No due date** | Tasks with no due date | **Needs me** shows the first five items of your **To do** from the message centre, without the tasks already listed here; **All** opens the full list. Each line in **My tasks** shows the record or space the activity is on. Select it to open the activity there. "Today" is today in your own time zone, set under **Preferences** in **My profile**. An event stays out of **Overdue**; once it has ended without an outcome it shows in **Needs me** with **Record outcome**. ## What you can do - Post a task from the box under **My tasks**, and tick a task to complete it; **Undo** puts it back. - Narrow **My tasks** with the **Sub-types** filter. - Work through your [tasks](https://easysales.work/help/activities/tasks/): tick sub-tasks, mark a task as waiting, complete it. - Record the outcome of an [event](https://easysales.work/help/activities/events-and-call-logs/) once it is over. - Check your week on the [calendar](https://easysales.work/help/activities/calendar/). - If you lead a team or have people reporting to you, see their week in the [team view](https://easysales.work/help/my-work/team/). ## Permissions Your role needs at least **View** on the **Activities** row. **My work** shows only what is yours; it does not widen what you can see. ## Why it works this way **Only what is yours, from everywhere.** My work lists the tasks assigned to you and the events you organise or attend, whether they sit on a customer, a document or a space. You plan from one list instead of opening every record you look after. **A waiting task is parked, not late.** A task waiting for a customer's floor plan is not your delay, so it stays out of **Overdue** and comes back in **Needs me** on its recheck day. **Overdue** then counts only what you have let slip, which makes it worth acting on. **Today is your today.** Groups follow your own time zone, so a colleague in another office sees their own today and nothing shifts at midnight somewhere else. **It shows nothing extra.** My work does not widen what you can see. A task in a members-only space you have left does not appear, so the page never reveals what your access does not allow. ## Work faster - **Select a count to jump.** The **Overdue**, **Due today**, **Today's events** and **Waiting** cards take you straight to that list. - **Tick, then undo if you slipped.** Completing a task takes one tick; **Undo** appears for five seconds. See [Tasks](https://easysales.work/help/activities/tasks/). - **Add the next step from Needs me.** An opportunity with no next step has **Add next step**, which opens a task already linked to it. See [Opportunities](https://easysales.work/help/sales/opportunities/). - **Filter by sub-type.** Use **Sub-types** to see only, say, your site visits. - **Get the list by email.** The morning to-do email sends your To do at the time you choose; see [Notification settings](https://easysales.work/help/inbox/notification-settings/). - **Make it a weekly habit.** The [weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) starts from these lists. ## Examples ### A salesperson's morning At 8.30 am Marcus Tan opens **My work**. Under **Overdue** is yesterday's call to Harbour Café; he rings Ahmad Salleh, logs the call as a communication on the café's account and completes the task. **Today** shows a site visit at 2 pm and a quotation to revise. **Waiting** holds a task waiting on the café's floor plan, so he leaves it. Last, he opens the calendar to book next week's visits around his colleagues' **Busy** slots. ### Adding a next step from Needs me On Wednesday 21 October, Daniel Lim's **Needs me** shows "Opportunity Harbour Café — kitchen refit has no next step". He selects **Add next step**. A new task opens, already linked to the opportunity; he types "Call about the tile choice", sets it due on Thursday 22 October and posts it. The task appears under **Next 7 days**, and the item leaves **Needs me** because the opportunity now has an open task. ## Common questions - **Why is my event not in Overdue?** Only tasks become overdue. An event that has ended without an outcome appears in **Needs me** with **Record outcome**. - **Why don't I see a task I gave to a colleague?** My work lists tasks assigned to you. Find the task on its record, or see your colleague's numbers in the [team view](https://easysales.work/help/my-work/team/). - **How far ahead does My work look?** Seven days; the header shows the last day as **Showing until**. Use the [calendar](https://easysales.work/help/activities/calendar/) for later dates. - **Can I see my colleagues' tasks here?** No. My work is yours alone; the team view shows your team's week. - **What is the number beside My work in the sidebar?** Your open tasks that are not waiting, whatever their due date. - **Why does My work say it shows only the first 100?** A list holds at most 100 tasks. Finish or reschedule some to see the rest. ## Related - [Calendar](https://easysales.work/help/activities/calendar/) - [Team view](https://easysales.work/help/my-work/team/) - [Message centre](https://easysales.work/help/inbox/message-centre/) - [Tasks](https://easysales.work/help/activities/tasks/) - [Activities and follow-up](https://easysales.work/help/concepts/activities-and-follow-up/) --- # Calendar > See your and your team's meetings, calls and task due dates in the easySales calendar by month, week or day, book events and sync to Outlook or Google. Source: https://easysales.work/help/activities/calendar/ The calendar shows your events, communications and tasks with a due date, so you can see your week at a glance, find a free slot and book a meeting. They are kinds of activity; see [Activities](https://easysales.work/help/activities/overview/). ## Before you start - Your role needs at least **View** on the **Activities** row, and **View and post** to book events. - Select **Calendar** in the sidebar, or **Open calendar** under **Today's agenda** in **My work**. The old address /calendar leads here. ## Steps 1. Open the calendar and choose **Month**, **Week** or **Day**. On a phone, the calendar offers **Month** and **Day**. 2. Move back or forward with the arrows — **Previous month** and **Next month**, or the week or day in those views — or return with **Today**. 3. Choose **Whose**: **Mine**, **My team** or **Everything I can see**. On a wide screen it sits beside the views; otherwise it is under **Filter**. 4. Select **Filter** to tick the **Types** — **Event**, **Task** and **Communication** — and to choose **Sub-types**. Under **Also show**, turn on **Document dates**, and, unless **Whose** is **Mine**, **Show colleagues' busy times**. Select **Apply filters**; **Reset** puts the filters back to their defaults. 5. In **Month**, select a day to list what is on it beside the calendar. In **Week** or **Day**, select a day's heading to open that day. 6. Select an item to open it with its record and replies. 7. To book an event, select **New event**, an empty hour in **Week** or **Day**, or **Schedule on this day** beside a day's list (**Schedule event** on an empty day). Then fill in the event as in [Events and communications](https://easysales.work/help/activities/events-and-call-logs/). ## What you see - **Mine** shows the events, communications and tasks you are involved in — you wrote them, are assigned to them, organise or attend them, or are mentioned in them. **My team** adds those of the people who report to you and the teams you lead. The header shows which you chose and your time zone. - **Busy.** A colleague's event that you are not allowed to see shows only as **Busy**, at its time, without a title or record. It is shown for your team only. - **Never from members-only spaces.** An event in a members-only space appears only to the space's members and the people named in it. Everyone else sees nothing at that time — not even **Busy**. - **Document dates**, when switched on, from the records you can list: **Expected close** of an opportunity, **Quotation expires**, **Invoice date**, **Invoice due**, **Credit note date**, **Received** for a receipt and **Refunded** for a refund. With **Mine**, only documents you own appear. Selecting one opens its record. - **Public holidays** of your company's country are shaded in the background, with the holiday's name beside the date. They change nothing about clicking or scheduling. **System settings** → **Currency & FX** has a **Public holidays** section with the **Country**, a **State or region** where the country has one, and the holidays **Coming up**. ## Subscribe from your own calendar app You can see your easySales events, calls and dated tasks in Outlook, Google Calendar or Apple Calendar, through a private, read-only link. 1. In **My profile**, open **Sign-in & security** and find **Calendar subscription**. 2. Select **Create link**, then **Copy**. The link is shown only this once. **Open in your calendar app** hands the link straight to the calendar app on your phone or computer. 3. Add it in your calendar app: - Outlook: **Add calendar** → **Subscribe from web**. - Google Calendar: **Other calendars** → **From URL**. - Apple Calendar: **File** → **New Calendar Subscription**. 4. Select **Done**. The subscribed calendar shows the events, calls and dated tasks you take part in, from 30 days ago to 180 days ahead, with their title, time and place only. It is read-only: changes made there do not come back to easySales, and it updates every few hours, as often as your calendar provider decides. Repeating events are not included. - Anyone with the link can see this calendar, so keep it private. - You have one link. It does not expire. **Create a new link** stops the old one straight away; **Stop link** ends it. Changing your password or signing out everywhere also stops it. - You need the Activities module and permission to view activities. ## Rules to know - Times show in your own time zone, set under **Preferences** in **My profile**. Document dates are calendar days and are the same date for everyone. - **Busy** keeps a colleague's time visible without showing what the event is. - Document dates are reminders of dates on records. They are not events and cannot be moved here. - An event booked from the calendar is on no record. Only the people involved and the writer's managers see it until you link a customer with **#**. - The calendar's address keeps the view and the day you selected. ## Why it works this way **Busy shows the time, not the meeting.** You need to know when a colleague is free, not what they are discussing. A **Busy** block lets you book around a meeting you may not read, without exposing a customer's name or a confidential subject. **Members-only means no trace.** A space for a sensitive matter, such as a staff issue, would give itself away if its meetings showed as **Busy** to everyone. So those events leave nothing at all on a non-member's calendar. **Deadlines belong beside meetings.** A quotation that expires on Wednesday or an invoice that falls due on Friday is a reason to call this week. Seeing document dates in your week lets you call before the date passes. They belong to their records, so the calendar shows them but does not move them. **The subscription is one-way.** A change made in Outlook would skip the record's history and the rules on who can see it. easySales stays the place where events are kept; your calendar app shows a copy. ## Work faster - **Select an empty hour to book.** In **Week** or **Day**, the new event opens at that hour, an hour long; **New event** uses the next whole hour today, or 09:00 on another day. - **Bookmark or share a view.** Reload the page or send its address, and the calendar opens on the same view and day. - **Check deadlines on Monday.** Turn on **Document dates** in **Month** as part of the [weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/); invoices due this week are a cue for [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/). - **See only one kind of meeting.** Choose **Sub-types** under **Filter**, for example to plan the week's site visits. - **Carry your week on your phone.** Create the calendar link on your phone and select **Open in your calendar app**. ## Examples **Finding a free slot.** On Monday morning Marcus Tan opens the calendar in **Week** view and sets **Whose** to **My team** to book a follow-up with Harbour Café. Thursday 2 pm shows Siti Nadia as **Busy** — a meeting he may not see — so he picks Friday 10 am. Under **Filter** he turns on **Document dates** and sees that quotation QN-10000125 expires on Wednesday, so he calls the café first. **Booking from an empty slot.** Mei Tan opens **Week** and selects the empty 3 pm hour on Wednesday. The event opens with **Starts** at 3:00 pm and **Ends** at 4:00 pm. She types "Harbour Café lighting walkthrough", adds Daniel Lim under **Colleagues attending**, links the café's account with **#** and selects **Schedule event**. Daniel receives an **Invited** update, and the event appears on the café's **Activities** tab. ## Common questions - **Can I sync the easySales calendar with Google Calendar or Outlook?** Yes, one way. Create a calendar link under **My profile** → **Sign-in & security** and subscribe to it; your calendar app shows your easySales events, calls and dated tasks, read-only. - **Why does a colleague's meeting show only as Busy?** You are not allowed to see that event, so the calendar shows its time without its title or record. - **Can I create an event from the calendar?** Yes. Select **New event**, an empty hour in **Week** or **Day**, or **Schedule on this day**. Link the customer with **#** so the event is on their record. - **Why is there no Week view on my phone?** On a phone the calendar offers **Month** and **Day**. - **Why are some items missing from the month?** If the calendar says there are too many items for this month, narrow **Whose**, **Types** or **Sub-types** under **Filter**. Also check that no type is unticked. - **Can I move an invoice's due date on the calendar?** No. Document dates show the dates stored on the records and cannot be moved here. ## Related - [My work](https://easysales.work/help/my-work/overview/) - [Your profile](https://easysales.work/help/getting-started/profile/) - [Events and communications](https://easysales.work/help/activities/events-and-call-logs/) - [Spaces](https://easysales.work/help/spaces/overview/) - [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) --- # Team view > See your sales team's week in easySales — activities, tasks done and overdue per person, the team feed, and opportunities with no next step booked. Source: https://easysales.work/help/my-work/team/ The team view helps whoever leads a sales team see how the week is going: how much each person has done, what the team has posted, and which deals have nothing booked next. ## Before you start Your role needs at least **View** on the **Activities** row. Select **Team** in the sidebar. **My team** is the people who report to you, at any level while **Grant Access Using Hierarchies** is on for **Activity**, and the people in the teams you lead, including their sub-teams. Reporting lines and team leaders are set under **System settings** → **Sharing & teams**; see [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). If nobody qualifies, the page says "Nobody reports to you or is in a team you lead". ## What it shows The page has three tabs, and the header notes that only what you can see is counted. - **This week.** Four cards: **Activities** (notes, communications and meetings held, with last week's figure), **Tasks done**, **Overdue now** and **Opportunities without a next step**. Below, one line per person, listed by name and not ranked, with their **Notes**, **Communications**, **Meetings held**, **Tasks done**, **Overdue now** and **Opportunities without a next step**, and a **Total** line. **Previous week**, **This week** and **Next week** move between weeks, which start on Monday; **Choose a week** jumps to any week. Select a person's number under **Communications**, **Meetings held**, **Tasks done** or **Overdue now** to see it split by sub-type. - **Team feed.** The activities your team has posted, newest first, as you are allowed to see them. **Show** narrows it to notes, tasks, events or communications, and **Sub-types** narrows it further. - **No next step.** Open opportunities with no open task — a waiting task counts — and no future event, so nothing is left to drift. The **Owner** filter offers **Mine**, **My team** and **Everything I can see**. The tab needs **List** on **Opportunity**. ## Steps 1. Select **Team** in the sidebar. 2. Read **This week** to see who is busy and who is quiet. Select a number to see it by sub-type. 3. Open **No next step**. Select **Add next step** on an opportunity to post a task linked to it and assigned to its owner, or open the opportunity and mention its owner with **@** to ask for one. 4. Read **Team feed** for anything that needs your reply. ## Rules to know - The feed and the numbers follow the usual rules: you see only activities you are allowed to see. Members-only spaces you have not joined stay closed and add nothing to any number. - You are not in your own team: your own activities do not appear here. - A meeting counts as held once its time has passed. - An opportunity leaves **No next step** as soon as a next step is booked on it. ## Why it works this way **Listed by name, not ranked.** The numbers are for a conversation, not a league table. A quiet week can mean one large tender, and a ranking would reward the easiest activity rather than the right one. **Only what you can see is counted.** A colleague's private note or a members-only space you have not joined adds nothing to any number, so the team view never reveals content through a count. **A next step keeps a deal alive.** An open opportunity with nothing booked is the one that drifts. The list shows exactly those, so one task from you is enough to put each back on track. ## Work faster - **Add the next step yourself.** **Add next step** creates the task already linked to the opportunity and assigned to its owner; see [Opportunities](https://easysales.work/help/sales/opportunities/). - **Compare with last week.** The **Activities** and **Tasks done** cards show last week's figure beside this week's. - **Open the detail behind a number.** Select a person's **Meetings held** or **Communications** to see it split by sub-type, such as site visits against showroom meetings. - **Check your own deals too.** Set **Owner** to **Mine** on **No next step**. - **Run it as a weekly review.** The [weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) uses this page for stalled deals; [Close the deal](https://easysales.work/help/playbook/close-the-deal/) helps with the next step. ## Examples On Friday afternoon Mei Tan opens the team view. Marcus Tan logged nine communications this week and Siti Nadia held three site visits. Under **No next step** she finds "Harbour Café — outdoor seating". She mentions Marcus on it: "@Marcus Tan can you book a follow-up?" On Monday he posts a task, and the opportunity drops off the list. **Reading the Activities card.** Mei leads a team of two. This week Marcus has 2 notes, 9 communications and 3 meetings held, which is 14 activities; Siti has 5 notes, 4 communications and 3 meetings held, which is 12. The **Activities** card shows 26, with "Notes 7 · Communications 13 · Meetings 6" under it, because 2 + 5 = 7, 9 + 4 = 13 and 3 + 3 = 6. **Booking the next step for a colleague.** On Monday Daniel Lim opens **No next step** with **Owner** set to **My team** and finds Siti's "Harbour Café — kitchen refit". He selects **Add next step** and posts "Send the revised tile options" due on Wednesday. The task is assigned to Siti and appears in her **My work**, and the opportunity leaves the list. ## Common questions - **Why does the team view say nobody reports to me?** Nobody reports to you and you lead no team. An administrator sets reporting lines and team leaders under **System settings** → **Sharing & teams**. - **Why don't my own activities count in the team view?** The team view shows the people you lead; your own work is in [My work](https://easysales.work/help/my-work/overview/). - **Can I see a colleague's private notes in the team view?** No. Only activities you are allowed to see appear or are counted. - **Why is No next step missing?** Your role needs **List** on **Opportunity** for that tab. - **Is the team view a ranking?** No. People are listed by name; the numbers are not sorted or scored. - **When does an opportunity leave the No next step list?** As soon as it has an open task or a future event that you can see. ## Related - [My work](https://easysales.work/help/my-work/overview/) - [Opportunities](https://easysales.work/help/sales/opportunities/) - [Write an activity](https://easysales.work/help/activities/activities-tab/) - [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/) - [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) --- # Leads > Record sales leads in easySales, choose their status and source, work through the list views, assign or return leads, take enquiries from a web form, record marketing consent and convert a lead when it becomes real business. Source: https://easysales.work/help/sales/leads/ A lead is someone who might become a customer but is not one yet — a visitor at a trade show, a web enquiry, a name a partner passed on. Keep leads apart from your accounts while you qualify them, then convert the ones that turn into real business. See [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) for the chain that follows. ## Where to find it Select **Leads** in the sidebar. The list shows each lead's **Name**, **Status**, **Company**, **Lead Owner**, **Source**, **Campaign**, **Lead Pool**, **Email** and **Phone**, newest first. The search box looks in the name, the company and the email. The tabs above the list are saved views: | View | Shows | |---|---| | **All** | Every lead you can see | | **My leads** | Your own leads that are **New**, **Contacted** or **Qualified** | | **Open** | Every lead that is **New**, **Contacted** or **Qualified** | | **Needs follow-up** | Your open leads with no activity since they were assigned to you, after the days your company sets | | **Converted** | Leads that became customers | | **Disqualified** | Leads closed without converting | | **Past retention** | Leads disqualified, or open with no activity, for longer than your company's retention period. Only for people who may delete any lead | ## Record a lead 1. Select **New lead** above the **Leads** list. 2. Enter the **Name**. **Lead Owner** starts as you; choose a colleague to hand the lead over. 3. Fill in what you know under **Details**, **Reach** and **Address** — **Company**, **Title**, **Email**, **Mobile** and so on. If a lead, contact or account already has that name, email, phone or company, a warning under the box names it. 4. Under **Source**, choose the **Status** and the **Source**, and a **Campaign** or **Lead Pool** if the lead belongs to one. A new lead starts as **New**. 5. Select **Create lead**. The lead's page opens. To change a lead later, select **Edit** at the top of its page, or **Fill in** beside a section that is still empty. The **Lead Owner** is changed there too. ## What you can do - Log tasks, events, notes and communications on its **Activities** tab, or with **Log activity** at the top of the lead. - Record an opt-out or a Do-Not-Call mark with **Record marketing consent** in the **···** menu. The **Consent** section shows each channel; see [Marketing and consent](https://easysales.work/help/playbook/marketing-consent/). - [Convert it](https://easysales.work/help/sales/convert-a-lead/) into a customer account with **Convert lead**. - Tick leads in the list, up to 200, and select **Assign…** to give them to a colleague, **Return to pool…** to put them back unclaimed, or **Delete…** to deactivate them. - Claim leads waiting in a pool from the pool's page; see [Lead pools](https://easysales.work/help/sales/lead-pools/). - Open the **Lead report** from the **···** menu above the list: leads created in a period by **Source**, **Owner** or **Campaign**, with the **Conversion rate**. - Load a list of leads from a spreadsheet with [Data import](https://easysales.work/help/administration/data-import/). ## Web forms and lead rules Under **System settings** → **Web forms** (in the **Sales** group) your company builds enquiry forms for its website. Each enquiry becomes a lead within about a minute, with its message in the **Remark** and the form's **Lead source** (**Web form** unless you choose another). An enquiry from an email address that already has an open lead is added to that lead's **Remark** instead. **Leads go to** sets who receives them: **One person**, **A lead pool** or **People taking turns**. Publish a form as a **Link**, an **Embed (iframe)** or a **Widget (script)**. If the page says the server has no address for web forms yet, your administrator has not set the forms up, and the form cannot be published. **Lead rules** on the same page set **Most open leads one person may hold** and the **Monthly retention reminder**, off unless switched on. You need **Manage web forms and lead rules**. ## Rules to know - **Name** is required, and so is **Lead Owner**, except for a lead waiting unclaimed in a pool. - **Status** is one of **New**, **Contacted**, **Qualified** and **Disqualified**. Choosing **Disqualified** asks for a **Disqualification reason**, such as **No budget** or **Unreachable**. See [Statuses](https://easysales.work/help/reference/statuses/). - **Source** is chosen from a list, such as **Phone call**, **Web form**, **Referral** or **Trade show or event**. An administrator can add your company's own sources to the LeadSource set under **System settings** → **Custom fields**, **Option sets**. See [Custom fields](https://easysales.work/help/administration/custom-fields/). - A converted lead shows the status **Converted**. Only converting sets it. The lead can no longer be edited or converted again. - **Assign…** and **Return to pool…** move only the ticked leads you may edit. **Assign…** tells the new owner. **Return to pool…** sends a lead back to the pool it came from; choose a pool for the others, or they stay where they are. - Open leads taken from a pool go back to it when their owner is deactivated, or after the pool's **Return idle leads after** days without activity. The owner is told the day before. - easySales never emails the person who sends a web form. - Nothing deletes a lead by itself. **Deactivate lead** in the **···** menu asks you to confirm with **Deactivate**; the lead then stops appearing in lists. - A lead's activities stay on the lead. Once it is converted, they also show on the **Activities** tab of the account it became or joined. ## Permissions You need **Lead** **List** and **View** to see leads, **Add** and **Edit** to record one, **Edit** to change, assign, return or convert one or record its consent, and **Delete** to deactivate one. With **Own records only**, you work with the leads whose **Lead Owner** you are, plus any your company's sharing settings give you. **Past retention** needs **All records** on **Lead** **List** and **Delete**. ## Why it works this way **A lead stays out of your accounts until it is real.** Accounts carry your quotations, invoices and statements. Keeping unqualified names on a separate list means the **Accounts** list holds only customers you actually do business with, and nobody quotes a name that was never qualified. **Every lead has one owner.** An enquiry that belongs to everyone is followed up by no one. **Needs follow-up** shows each owner the leads they have not touched yet, and a pool takes back a lead its owner leaves idle, so a colleague can pick it up. **Fixed statuses and sources keep the numbers honest.** Everyone chooses from the same lists, so the **Lead report** can count leads by source and show which channel brings customers who buy. ## Work faster - **Start the day with Needs follow-up.** It lists your leads with nothing logged since they were assigned. A **To do** item reminds you too; the days are set under **System to-do rules** in [Notification settings](https://easysales.work/help/inbox/notification-settings/). - **Log the call and the next step together.** Select **Log activity** → **Log communication**, and tick **Also create a next-step task** with a due date. See [Events and communications](https://easysales.work/help/activities/events-and-call-logs/). - **Share out a trade show in one go.** Tick the show's leads, select **Assign…** and choose the colleague in **Assign to**. - **Skip the lead for existing customers.** When an account already exists, start an [opportunity](https://easysales.work/help/sales/opportunities/) on it directly; a lead is for people you do not know yet. - **Follow a routine.** [First contact](https://easysales.work/help/playbook/first-contact/) covers what to ask a new enquiry and when to convert it. ## Examples Lim & Co takes a stand at a home renovation show, where Siti Nadia records each visitor who asks for a quote as a lead, with the **Source** **Trade show or event** and the show's campaign. Afterwards she ticks the twelve leads from the east, selects **Assign…** and gives them to Marcus Tan, who is notified. Marcus calls each of them, logs a communication on the lead's **Activities** tab and changes **Status** to **Contacted**. **A web enquiry.** Lim & Co's contact page carries a web form whose leads go to **People taking turns**: Mei Tan and Marcus Tan. On Monday "Tan Dental Clinic" sends an enquiry about a reception desk. A minute later the lead is on Mei's list with the **Source** **Web form** and the message in its **Remark**. She calls, logs the call with **Log communication** and ticks **Also create a next-step task** for the following Monday. **A lead that goes nowhere.** After three unanswered calls, Daniel Lim changes a lead's **Status** to **Disqualified** and chooses the **Disqualification reason** **Unreachable**. The lead moves to the **Disqualified** view, and its calls stay on the record. ## Common questions - **What is the difference between a lead and an account?** A lead is someone you are still qualifying. An account is a customer you quote and invoice. Convert a lead when the business is real. See [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/). - **How do I give leads to a colleague?** Tick them in the list, select **Assign…** and choose the colleague. For one lead, select **Edit** and change the **Lead Owner**. - **Can I import a list of leads?** Yes. **Data import** has a **Leads** card; each row becomes a new lead. See [Data import](https://easysales.work/help/administration/data-import/). - **How do website enquiries become leads?** Through a web form under **System settings** → **Web forms**. Each enquiry becomes a lead within about a minute, for the person, pool or rotation the form names. - **Does easySales delete old leads?** No. With the **Monthly retention reminder** on, people who may delete any lead get a **To do** listing old ones, and they decide. - **Can I add my own lead sources?** Yes. An administrator adds them to the LeadSource set under **Option sets**. See [Custom fields](https://easysales.work/help/administration/custom-fields/). - **Why can I not edit a lead?** It has been converted, which locks it, or your role does not have **Lead** **Edit** for it. A converted lead says so at the top of its page. ## Related - [Convert a lead](https://easysales.work/help/sales/convert-a-lead/) - [Campaigns and pools](https://easysales.work/help/sales/campaigns-and-lead-pools/) - [Web forms](https://easysales.work/help/sales/web-forms/) - [Lead pools](https://easysales.work/help/sales/lead-pools/) - [Statuses](https://easysales.work/help/reference/statuses/) - [First contact](https://easysales.work/help/playbook/first-contact/) - [Marketing and consent](https://easysales.work/help/playbook/marketing-consent/) --- # Convert a lead > How to convert a lead in easySales in one step into a new or existing customer account, with its contact, an optional opportunity and a quotation to follow, what is copied across and why it converts only once. Source: https://easysales.work/help/sales/convert-a-lead/ When a [lead](https://easysales.work/help/sales/leads/) becomes real business, convert it so the customer continues as an account, with the lead's person as its contact and, if you like, a deal. This page is for the salesperson who owns the lead; see [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/) for what each record is. ## Before you start You need **Lead** **Edit** on the lead, and the lead must not be converted already. Converting also needs **Add** and **Edit** on each record it creates, the same as creating it directly: **Account** for a new account, **Contact** for a contact on a business account, and **Opportunity** for an opportunity. The dialog offers only what you can complete; if you can complete nothing, the lead has no **Convert lead** button. Decide where the customer belongs: a new company, a private person, or an account you already have. ## Steps 1. Open the lead and select **Convert lead** at the top of the page. The **Convert lead** dialog opens. 2. Under **Customer account**, choose **New business account**, **New personal account** or **Existing account**. 3. For a new account, check the **Account name**. It starts as the lead's company, or the lead's name for a personal account or when there is no company. For an existing account, choose the **Account**. 4. Choose the **Owner** of the new records. It starts as the lead's owner. 5. For a business account, keep **Add … as a contact** ticked to make the lead's person its contact. A personal account always takes the person as its own contact. 6. To file a deal at the same time, tick **Also create an opportunity** and check the **Opportunity name**, the **Expected Close Date** (one month from today) and the **Expected amount**. 7. Tick **Then start a quotation** if you are ready to quote. 8. Select **Convert**. If a required field is empty, the dialog says so at that field. ## What happens next easySales creates everything in one go and opens the account, or a new quotation for it when you ticked **Then start a quotation**. It copies what the lead holds: - **New account** — the industry, website, remark, phone, fax and address (as the billing address). - **Contact** — the name, salutation, title (business accounts only), email, phone numbers and address (as the mailing address), plus the lead's **Consent** history. On an existing account, the remark goes to the contact. - **Opportunity** — the name, close date and amount you entered. It starts on the first stage of your pipeline, and its **Stage history** notes that it was converted from the lead. The lead's status becomes **Converted**. Its page says "This lead was converted and can no longer be edited." with links: **Open the account it became**, **Open the contact** and **Open the opportunity**. > **Caution** > > A lead converts once. You cannot undo a conversion or convert the same lead again, so choose the > account carefully. ## Rules to know - A contact joins a business account only. With **Add … as a contact** ticked, **Existing account** lists business accounts only. - The lead keeps its details, activities and history. Its activities also show on the account's **Activities** tab. - The lead's campaign, lead pool, status and source are not copied; they stay on the lead. - If the conversion would take your company past a plan limit, nothing is created and the lead stays as it was. ## Why it works this way **One lead becomes one customer record.** If a lead could convert twice, the same company would end up as two accounts with its quotations and invoices split between them. Locking the converted lead keeps a single record of the customer and a fixed note of how they arrived. **One step, so nothing is left half done.** The account, its contact, the deal and the lead's new status are saved together. Either all of them exist afterwards or none does, and you never have to remember the second form. **Converting needs the same rights as creating.** Converting is another way of creating an account, contact or opportunity, so it follows the same permissions. A role that may not add accounts cannot add one through a lead either. **Consent travels with the person.** An opt-out recorded on the lead is copied to the contact with its original date, so the person's choice is still respected after they become a customer. ## Work faster - **Fill in the lead before you convert.** The company, address, phone and remark are copied, so details typed on the [lead](https://easysales.work/help/sales/leads/) never need typing again. - **Quote straight away.** Tick **Then start a quotation** and the new quotation opens already linked to the account, contact or opportunity. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - **Add a deal for a customer you have.** Choose **Existing account**, untick the contact if the person is already there, and tick **Also create an opportunity**. See [Opportunities](https://easysales.work/help/sales/opportunities/). - **Press Enter to convert.** In the dialog, pressing Enter in a field does the same as **Convert**. - **Know when to convert.** [First contact](https://easysales.work/help/playbook/first-contact/) lists the questions that decide whether an enquiry is worth pursuing. ## Examples **A new company.** After a site visit, Marcus Tan selects **Convert lead** on the Harbour Café lead. He keeps **New business account**, where the **Account name** already reads "Harbour Café", and keeps **Add … as a contact** ticked. He ticks **Also create an opportunity** with an **Expected amount** of SGD 2,080.00 and **Then start a quotation**; after **Convert**, a new quotation opens for the café's new opportunity, and the lead shows **Converted**. **A new deal for an existing customer.** On 14 October, Mei Tan converts a lead from an architect at Orchard Dental, which is already an account. She chooses **Existing account**, picks Orchard Dental, keeps the architect as a new contact, and ticks **Also create an opportunity** named "Orchard Dental — second clinic" with the **Expected Close Date** of 14 November. After **Convert**, the account opens with the new contact and the deal on the first stage of Lim & Co's pipeline. ## Common questions - **Which account do I choose?** A new company becomes a **New business account**, a private customer a **New personal account**. For a customer you already have, choose **Existing account**. - **Why is there no Convert lead button?** The lead is already converted, or your role cannot complete any conversion: you need **Lead** **Edit** plus **Add** and **Edit** on the records to create. - **I converted a lead into the wrong account. What can I do?** The lead stays converted. Deactivate the records it created if you do not need them, then create the right ones directly from **Accounts**, **Contacts** or **Opportunities**. - **Can I convert a lead straight into a quotation?** Not directly. Tick **Then start a quotation** and the quotation opens as soon as the account exists. - **Is the lead's consent kept?** Yes. Its **Consent** history is copied to the new contact. - **Are the campaign and source copied when I convert?** No. They stay on the lead, which you can still open from the **Converted** view of the **Leads** list. ## Related - [Leads](https://easysales.work/help/sales/leads/) - [Create an account](https://easysales.work/help/accounts/create-an-account/) - [Opportunities](https://easysales.work/help/sales/opportunities/) - [First contact](https://easysales.work/help/playbook/first-contact/) - [Close the deal](https://easysales.work/help/playbook/close-the-deal/) --- # Web forms > Put an enquiry form on your website with easySales web forms — choose the fields, consent wording and who receives each lead, then publish it as a link, an iframe or a widget. Source: https://easysales.work/help/sales/web-forms/ A **web form** is an enquiry form that you put on your own website. Every enquiry a visitor sends becomes a [lead](https://easysales.work/help/sales/leads/) in easySales within about a minute, already handed to a person, to people taking turns, or to a [lead pool](https://easysales.work/help/sales/lead-pools/). Nobody has to copy an e-mail into easySales, and nothing is ever e-mailed to the person who sent the enquiry. This page is for the administrator who sets the forms up. Salespeople who follow up the leads need only [Leads](https://easysales.work/help/sales/leads/) and [Lead pools](https://easysales.work/help/sales/lead-pools/). ## Where to find it Select **System settings** in the sidebar, then **Web forms** in the **Sales** group. The page has three parts: - **Lead rules** at the top — the company's rules for every pool and every rotating form: **Most open leads one person may hold** and the **Monthly retention reminder**, saved with **Save rules**. - **Lead pools** — the company's pools with their **Name**, **Return idle leads after** and **Unclaimed** count. **New lead pool** adds one and the pencil button edits one; select a pool's name to open its page. See [Lead pools](https://easysales.work/help/sales/lead-pools/). - **Web forms** at the bottom — one row per form with its **Name**, where **Leads go to**, **Today** (enquiries accepted today against the form's daily number) and the **Leads** it has made. Select a row to edit the form; **New web form** adds one. *[Diagram: Where each lead setting lives. System settings › Web forms holds three parts: the Lead rules (the holding cap and the monthly retention reminder); the Lead pools, with New lead pool and Edit for each pool's Name, Return idle leads after and Remark; and the web forms, each with its fields, who receives the leads, consent, the sites it may be used on and its Publish codes — the form editor's New pool button also creates a pool. On the Leads list, the ⋯ menu's Manage lead pools opens the same pool list. A pool's name, or the Lead Pool column of the Leads list, opens the pool's page, with its Unclaimed leads to Claim and Deactivate lead pool.]* ## Before you start - You need the **Manage web forms and lead rules** control. The standard **Administrator** role has it. A custom role must have it turned on under **Role administration** in [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/); without it the page is not in the settings navigation, and opening its address shows that you have no access. - The page is shown only when your company's plan includes leads. How many web forms you can have also depends on your plan; see [pricing](/pricing/). - To send leads to a lead pool, create the pool in the **Lead pools** part of this page, or with **New pool** while you edit the form. See [Lead pools](https://easysales.work/help/sales/lead-pools/). - Decide what you will ask, who follows up, and the wording visitors agree to before you start. ## Create a web form 1. Open **System settings** › **Web forms** and select **New web form**. 2. Under **Form**, give the form a **Name** for yourself — visitors see the **Heading** instead. Leave **Taking enquiries** on, choose the **Page language** for the form's labels, buttons and messages, and fill in the **Heading**, **Introduction**, **Button text** and **Thank-you message**. Blank button and thank-you texts use the default text. 3. Under **Appearance**, choose the form's **Width**, turn on **Blend into the page** if it should look part of your page rather than a card, and set an **Accent colour** (`#RRGGBB`) for the button and links. See [Match your website's look](#match-your-websites-look). 4. Under **Fields**, tick **Ask** for each field the form shows and **Required** for each one the visitor must fill in. 5. Under **Who receives the leads**, choose where **Leads go to** — **One person**, **A lead pool** or **People taking turns** — and the person the form names (see [Who receives the leads](#who-receives-the-leads)). Choose the **Lead source** (left empty, the leads get **Web form**) and a **Campaign** if the form belongs to one. 6. Under **Consent**, choose **Ask for consent with one tick box** and write **What the person agrees to**, or select **Use the default wording for your country** and adjust it. Add your **Privacy policy link**. Choose **No consent box** only if you will not use the details for marketing. 7. Under **Where it may be used**, list the **Websites that may show the form**, one per line, such as `https://www.example.com`. Set **Enquiries accepted per day**. 8. Select **Save**. The drawer closes and the form is in the list. To get its codes, select **Show embed code** on the message that confirms the save, or the form's row: **Publish** is at the top, with the form's three codes. 9. Copy one of the codes into your website, as below, and send a test enquiry. ## The fields The form can ask for **Name**, **Company**, **Job title**, **E-mail**, **Phone**, **Mobile**, **Country**, **City**, **Website**, **Industry** and **Message**. Each answer goes into the lead field of the same name, and the **Message** goes into the lead's **Remark**. - **Name** is always asked and always required. - A new form asks for **Name** and **E-mail** (both required), **Company**, **Phone** and **Message**. - Ask for an **E-mail** or a **Phone** at least, so that someone can answer. The e-mail address is also how a repeat enquiry is recognised. - Fields you do not ask for are never stored, even if a page sends them. ## Publish it on your website **Publish** offers the same form three ways. Each code has a copy button; use whichever suits your website. | Way | What to do with it | Good for | |---|---|---| | **Link** | Link to it from a button or menu, or share it in a message. It is a page of its own. | Social media, e-mail signatures, a QR code on a flyer | | **Embed (iframe)** | Paste it into your page's HTML where the form should appear. It is as wide as the form's **Width** and 760 pixels tall. | Website builders that accept an HTML block | | **Widget (script)** | Paste it where the form should appear. It is as wide as the form's **Width** allows and loads after the page. | Your own website, where the form should look part of the page | - The form's address never changes. A form already on your website keeps working after every edit: change the wording or the routing and the next enquiry follows the new settings. - When the visitor starts filling in the form, a small box checks that they are a person, not a robot. A visitor who only reads the page does not load it. - If **Publish** says that the server has no address for web forms yet, publishing is not available for your company yet. Ask easySales support at support@easysales.work. ## Match your website's look Under **Appearance** in the form's settings: - **Width** — **Standard (520 px)**, **Wide (760 px)** or **Full width**: the most the form takes on your page. With **Full width** it fills the space your page gives it. The iframe code follows the width you save. - **Blend into the page** — no white card, border or inner space: the widget takes your page's own font, text colour and background, so it reads as part of the page. - **Accent colour** — the button, links and the outline of the box being filled in. A change shows on your website within a few minutes, and the code on your website stays the same. **Blend into the page** and the variables below work with the widget only: the link and the iframe are pages of their own. ### For your web designer Your website's style sheet cannot reach inside the widget, but it can set these variables on the element that holds the widget's code, such as a `div` around it. Each one wins over the form's settings. | Variable | What it changes | |---|---| | `--easysales-max-width` | The form's widest, such as `640px` or `100%` | | `--easysales-margin` | The space around the form; `0 auto` centres it | | `--easysales-accent` | The button, links and the outline of the box being filled in | | `--easysales-font`, `--easysales-font-size` | The font, and the base text size the rest follows (15 pixels) | | `--easysales-text`, `--easysales-muted` | The text colour, and the colour of the introduction and consent text | | `--easysales-background`, `--easysales-border`, `--easysales-radius`, `--easysales-padding` | The card's background, border (such as `none`), corners and inner space | | `--easysales-input-background`, `--easysales-input-border`, `--easysales-input-radius` | The input boxes' background, border colour and corners | | `--easysales-button-text`, `--easysales-button-radius` | The button's text colour and corners | With **Blend into the page** on, the form already uses your page's font, text size and colour, so `--easysales-font`, `--easysales-font-size` and `--easysales-text` do nothing. ## What happens after someone sends it *[Diagram: One enquiry, from the visitor to a lead. The visitor fills in your web form — its link, iframe or widget — and selects Send. The checks run: the sender is a person, the site is allowed and the daily caps are not reached. Within about a minute easySales looks for an open lead with the same e-mail address: if there is one, the message is added to its Remark and its owner is told; if not, a new lead is made with Status New and the form's Lead source and Campaign, and the form's Leads go to rule hands it out to one person, a lead pool or people taking turns.]* 1. The visitor sees your **Thank-you message** at once. 2. Within about a minute the enquiry becomes a lead with the **Status** **New**, the form's **Lead source** and **Campaign**, and every answer in its field. Its **Remark** holds the message and the web page it was sent from. 3. The lead goes where the form says. The person who receives it is notified as for any lead assigned to them; a lead sent to a pool waits there, and the To do of everyone who can see the pool shows **Unclaimed leads in pool** with the count. 4. With the consent box on, the lead's consent record shows whether the visitor ticked the box, the wording they saw and the page they sent it from. A ticked box is consent to e-mail marketing; an unticked box is recorded as an opt-out. 5. If a contact already has the same e-mail address, or an account the same company name, the **Remark** says it is a possible duplicate, so check before you convert it. easySales never replies to the visitor. Your salesperson answers them in person. ## Who receives the leads *[Diagram: Who receives a web form's lead. Leads go to One person: the lead is theirs at once and they are told. A lead pool: it waits unclaimed, and people who can see the pool get a To do. People taking turns: the next person in the list, skipping anyone deactivated or at the holding cap. When the pool is deactivated, or nobody in the rotation can take the lead, it goes to the person named on the form.]* - **One person** — every lead goes to the **Person** you choose. - **A lead pool** — every lead waits unclaimed in the **Lead pool** you choose until someone claims it. **New pool** beside the list creates a pool and chooses it. You also name a person under **Recorded as created by**: they receive the leads if the pool can no longer take them. - **People taking turns** — add up to 20 **People who take turns**, in order. Each lead goes to the next person after the one who received the form's last lead. Someone deactivated, or already holding as many open leads as the company allows, is skipped. The person under **When nobody in the rotation can take one** receives the lead if everyone is skipped. An enquiry is never lost. If the pool has been deactivated, or your plan no longer includes lead pools, the lead goes to the person named on the form. If that person has been deactivated too, it goes to your company's first user. ## Repeat enquiries When someone sends a form again with the same e-mail address while their earlier lead is still open (**New**, **Contacted** or **Qualified**), easySales does not make a second lead. It adds the new message to the earlier lead's **Remark** and tells that lead's owner that it was **submitted again on a web form**. A ticked consent box is recorded again; an unticked box is not read as withdrawing an earlier consent. When the earlier lead has been converted or disqualified, the new enquiry makes a new lead. ## Lead rules **Lead rules** apply to every pool and every form with **People taking turns**. - **Most open leads one person may hold** — the most **New**, **Contacted** and **Qualified** leads a person may hold when they claim from a pool or a rotating form gives them one. **0** means no limit. It does not stop a manager assigning a lead by hand, or a form that sends every lead to one person. - **Monthly retention reminder** — off unless you turn it on. Once a month, people who may delete leads company-wide get a To do listing leads that are disqualified, or open with no activity, for the **Retention period (months)** (3–120, 12 by default). The **Past retention** view of the **Leads** list shows the same leads. Nothing is ever deleted automatically. Select **Save rules** after a change. ## Limits and protection | Limit | What happens | |---|---| | **Enquiries accepted per day**, set per form (200 by default, at most 1000) | Further enquiries that day are refused, and the visitor is told the form is not taking enquiries at the moment. | | 1000 enquiries a day for your whole company, across all its forms | As above, for every form. | | A few enquiries a minute from one internet address | The visitor is asked to wait and try again. | | **Websites that may show the form** | Other websites cannot show the form or send enquiries to it. Empty allows any site. | | The check that the sender is a person | A robot's enquiry is refused. | The daily counts start again at midnight UTC. How many web forms your company can have depends on your plan. ## Pause, change or delete a form - **Pause** — turn off **Taking enquiries** and select **Save**. The form stays on your website but says it is not taking enquiries, and accepts nothing. Turn it back on to reopen it. - **Change** — select the form's row, change anything and select **Save**. The address and codes stay the same. - **Delete** — select the delete button on its row and confirm. The form stops taking enquiries at once and its address stops working. Leads it already made are kept. ## Why it works this way **An enquiry should never wait for someone to copy it.** Each enquiry is stored the moment it is sent and becomes a lead within about a minute, already with an owner or in a pool, so the first call can happen while the customer is still thinking about you. **One person, one lead.** Matching repeat enquiries by e-mail address keeps one lead per person, with the whole conversation in its **Remark**, instead of three salespeople calling the same customer. **Turns and caps keep the load fair.** Taking turns spreads new leads evenly, and the holding cap makes sure nobody sits on more open leads than they can follow up, while a pool lets the team pick the leads they are best placed to win. **The visitor's consent is recorded with the words they saw.** If anyone later asks why they received a mailing, the lead shows what they agreed to, when, and on which page. ## Work faster - **Start from the default consent wording.** **Use the default wording for your country** fills in text for your country; adjust it rather than writing from nothing. See [Marketing and consent](https://easysales.work/help/playbook/marketing-consent/). - **Use one form per channel.** A form for the website, another for a trade-show flyer with its own **Campaign** — the **Leads** column then shows which channel brings in the most. - **Turn the link into a QR code** for printed material, so visitors at a stand reach the same form. - **Send a test enquiry after every change** of routing, and check where the lead lands. - **Claim from the To do.** **Unclaimed leads in pool** in the To do opens the pool directly. See [Lead pools](https://easysales.work/help/sales/lead-pools/). ## Examples **A quotation request on the website.** Lim & Co adds a form called "Website – quote request" with **Name**, **Company**, **E-mail** (required), **Phone** and **Message**. **Leads go to** **People taking turns**: Mei Tan, Siti Nadia and Daniel Koh, in that order, with **Most open leads one person may hold** set to 30. On Monday nine enquiries arrive, and each person receives three. On Tuesday Siti already holds 30 open leads, so the next four go to Mei, Daniel, Mei and Daniel. **A trade-show flyer.** For "Home Show 2026", Lim & Co makes a second form with the **Campaign** "Home Show 2026", **Leads go to** **A lead pool** "Home Show enquiries", and prints its **Link** as a QR code on the flyer. Forty visitors fill it in on their phones. Next morning the team opens the pool from the To do and each person claims the enquiries in their own area. **The same customer twice.** A visitor sends the quotation form on Monday and again on Wednesday with a longer message, using the same e-mail address. Mei, who received Monday's lead and has marked it **Contacted**, is told that it was submitted again, and finds both messages in its **Remark**. There is still one lead. ## Common questions - **Where do I set up a web form in easySales?** In **System settings** › **Web forms**, with **New web form**. You need the **Manage web forms and lead rules** control. - **Why can I not see the Web forms page?** Your role does not have **Manage web forms and lead rules**, or your company's plan does not include leads. An administrator can turn the control on for a custom role. - **Does easySales send the visitor a confirmation e-mail?** No. The visitor sees your **Thank-you message** on the page, and nothing is ever e-mailed to them. Your salesperson replies in person. - **How long does an enquiry take to appear as a lead?** About a minute. - **Can I put the form on more than one website?** Yes. List each site under **Websites that may show the form**, or leave it empty to allow any site. - **What happens if I change a form that is already on my website?** It keeps working at the same address; the next enquiry follows the new settings. - **Why did a lead go to someone outside the rotation?** Everyone in the rotation was deactivated or at the holding cap, so it went to the person under **When nobody in the rotation can take one**. - **How do I create a lead pool for a form?** Select **New pool** beside the **Lead pool** list in the form, or **New lead pool** in the **Lead pools** part of **System settings** › **Web forms**. - **Can the form ask for my own custom fields?** No. A form asks for the eleven fields listed above. ## Related - [Lead pools](https://easysales.work/help/sales/lead-pools/) - [Leads](https://easysales.work/help/sales/leads/) - [Convert a lead](https://easysales.work/help/sales/convert-a-lead/) - [Marketing and consent](https://easysales.work/help/playbook/marketing-consent/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) --- # Lead pools > Share new leads through a lead pool in easySales — claim unclaimed leads, return leads to the pool, and send idle leads back automatically after a number of days. Source: https://easysales.work/help/sales/lead-pools/ A **lead pool** is a shared waiting list of [leads](https://easysales.work/help/sales/leads/) that nobody owns yet. A [web form](https://easysales.work/help/sales/web-forms/) can send its enquiries there, and anyone can hand a lead back to it. Salespeople **claim** the leads they will follow up, and a lead left without activity can go back to the pool on its own, so no enquiry sits forgotten with someone who is too busy. ## Where to find it All of the company's pools are listed in two places, each with **New lead pool** and a pencil button to edit a pool: - **System settings** › **Web forms**, in the **Lead pools** part between **Lead rules** and **Web forms** — for administrators, who set up the web forms and the lead rules there too; - the **Leads** list's **⋯** menu › **Manage lead pools**, which opens the same list in a panel — for anyone whose role may list lead pools. The list shows each pool's **Name**, **Return idle leads after** and **Unclaimed** count. Select a pool's name to open its page. You can also open a pool's page from the **Lead Pool** column of the **Leads** list, the **Source** section of a lead's page, or **Unclaimed leads in pool** in your To do, which appears while a pool you can see has leads waiting. The pool's page sits under **Leads** in the breadcrumb. It shows the pool's **Details** (**Name**, **Return idle leads after** and **Remark**), its **Unclaimed leads** and, at the foot, its **History**. *[Diagram: Where each lead setting lives. System settings › Web forms holds three parts: the Lead rules (the holding cap and the monthly retention reminder); the Lead pools, with New lead pool and Edit for each pool's Name, Return idle leads after and Remark; and the web forms, each with its fields, who receives the leads, consent, the sites it may be used on and its Publish codes — the form editor's New pool button also creates a pool. On the Leads list, the ⋯ menu's Manage lead pools opens the same pool list. A pool's name, or the Lead Pool column of the Leads list, opens the pool's page, with its Unclaimed leads to Claim and Deactivate lead pool.]* ## Create a lead pool 1. Open **System settings** › **Web forms**, or the **Leads** list's **⋯** menu › **Manage lead pools**. 2. Select **New lead pool**. 3. Give the pool a **Name**, such as the channel or area it serves. 4. Optionally set **Return idle leads after** (see below) and a **Remark** saying what the pool is for. 5. Select **Create lead pool**. While you set up a web form, **New pool** beside its **Lead pool** list does the same and chooses the new pool for the form. Two people can each have a pool of the same name, but you cannot create two with the same name yourself. ## How a lead moves through a pool *[Diagram: The round a lead makes through a pool. A web form whose leads go to a lead pool puts it among the pool's Unclaimed leads. Someone claims it, and it is held by its owner, counting toward the holding cap. It goes back to the pool when the owner selects Return to pool on the Leads list, or, when the pool returns idle leads after N days, the owner is warned after N − 1 days without activity that it goes back to its pool tomorrow, and it returns on day N. A converted or disqualified lead leaves the round.]* 1. **A lead arrives unclaimed** — from a web form whose **Leads go to** is **A lead pool**, or because someone returned it. It has no owner and is listed under **Unclaimed leads** with the time it went **In the pool since**. 2. **Someone claims it.** It becomes theirs, as if it had been assigned to them, and counts toward the company's holding cap. 3. **It goes back to the pool** when its owner returns it, when it stays idle past the pool's return rule, or when its owner is deactivated. 4. **It leaves the round** when it is converted or disqualified. Only open leads — **New**, **Contacted** and **Qualified** — go back to a pool. ## Claim leads 1. Open the pool's page. 2. Under **Unclaimed leads**, tick the leads you will follow up — up to 50 at a time. 3. Select **Claim**. The button shows how many you ticked. The message that follows says how many you claimed. A lead someone else claimed a moment before you is left out and counted as **taken by someone else first**. If your company has a holding cap, the message also says how many open leads you hold and the company's limit, and the claim stops at that limit. ## Return leads to a pool 1. On the **Leads** list, tick the leads to hand back. 2. Select **Return to pool**. 3. A lead that came from a pool goes back to that pool. For the others, choose a pool under **Pool for leads that came from none**, or leave **Only leads that came from a pool** to return only those. 4. Confirm. The message says how many leads went back. Only leads you may edit are returned. Each one becomes unclaimed again, for anyone who can see the pool to claim. ## Return idle leads automatically 1. Select the pencil button on the pool's row in the pool list, or open the pool's page and select **Edit**. 2. Set **Return idle leads after** to a number of days between 2 and 365, or leave it empty for **Never**. 3. Select **Save**. Once a day easySales checks every open lead that was claimed from the pool: - The lead is **idle** from its claim or its latest linked activity, whichever is later. A lead with an open task or a future event linked to it is never idle, however long ago it was touched. - After the number of days less one, its owner is told that it **goes back to its pool tomorrow**. Logging a call, a note or any other activity on the lead starts the count again. - On the day itself, it goes back to the pool, unclaimed, and the change is in the lead's history. The first time you turn the rule on, leads that are already idle are warned on the first daily check and go back on the next, never without a day's warning. A lead that was only tagged with the pool, and never claimed from it, is never sent there by the rule. When someone is deactivated, every open lead they claimed from a pool goes back to that pool at the next daily check, whatever the pool's rule. ## Rules to know - **Most open leads one person may hold**, in **System settings** › **Web forms** › **Lead rules**, caps claims for everyone and is checked again at each claim. **0** means no limit. - Unclaimed leads have no owner, so they are not in anyone's **My leads** and nobody gets a follow-up reminder for them until they are claimed. - **Deactivate lead pool** in the **···** menu asks you to confirm with **Deactivate**. Leads that reference it keep the link. A web form that sent leads to it sends them to the person named on the form instead. - A lead belongs to at most one lead pool at a time. ## Permissions To see the pool list you need **Lead Pool** **List**, and to create a pool **Add** and **Edit**. To open a pool you need **Lead Pool** **View**: with **All records** you see every pool, with **Own records only** the pools you created. **Edit** changes the pool's details and its return rule, and **Delete** deactivates it; with **Own records only** you edit only the pools you created. To see and claim its unclaimed leads you also need **Lead** **List** and **Edit**; returning leads needs **Lead** **Edit** on each lead. The holding cap and the web forms need the **Manage web forms and lead rules** control. ## Why it works this way **Pull instead of push.** A manager does not have to share out every enquiry. Salespeople claim the leads they are best placed to win — their area, their language, their industry — and the rest stay visible to the team. **The holding cap keeps claiming fair.** Without it, the fastest person could take every new lead and follow up none. With it, each person works a manageable number before claiming more. **Idle leads come back, with a day's warning.** A new enquiry goes cold quickly. Returning untouched leads lets a colleague pick them up, and the warning gives the owner one more day to log the call they meant to make. ## Work faster - **Start from the To do.** **Unclaimed leads in pool** opens the pool with its count, so you see new leads as soon as they arrive. - **Log every touch on the lead.** Calls, notes, tasks and events linked to the lead keep it yours; see [Activities](https://easysales.work/help/activities/overview/). - **Plan the next step.** An open task or a future event on the lead stops it being returned while you wait for the customer. - **Send a website form straight into a pool.** See [Web forms](https://easysales.work/help/sales/web-forms/). ## Examples **Claiming after a show.** The pool "Home Show enquiries" holds 40 unclaimed leads from a web form. Lim & Co's **Most open leads one person may hold** is 30. Mei Tan holds 26 open leads, ticks 6 and selects **Claim 6**. The message says 4 of 6 were claimed, and that Mei holds 30 open leads against the company's 30. That afternoon Mei converts two of them and claims two more. **An idle lead goes back.** The pool's **Return idle leads after** is 7. Daniel Koh claims a lead on Monday 3 March and logs nothing. On Sunday 9 March, after six idle days, Daniel is told that it goes back to its pool tomorrow. Nobody touches it, and on Monday 10 March it is unclaimed again; Siti Nadia claims it that morning. **Handing leads back before leave.** Before two weeks of leave, Siti ticks the five open leads that came from the pool and selects **Return to pool**. They go back to "Home Show enquiries" for the others to claim. ## Common questions - **How do I create a lead pool?** Select **New lead pool** in **System settings** › **Web forms**, or in the **Leads** list's **⋯** menu › **Manage lead pools**. You need **Lead Pool** **Add** and **Edit**. - **Where is the list of all lead pools?** In **System settings** › **Web forms** under **Lead pools**, and in the **Leads** list's **⋯** menu › **Manage lead pools**. - **Where do I set how many leads one person may hold?** In **System settings** › **Web forms**, under **Lead rules**: **Most open leads one person may hold**. - **Where do I set how long before an idle lead goes back?** Edit the pool — the pencil button in the pool list, or **Edit** on its page — and set **Return idle leads after**. - **Why could I claim only some of the leads I ticked?** Someone claimed the others first, or you reached the company's holding cap. The message after **Claim** says which. - **Does logging a note stop a lead being returned?** Yes. Any activity linked to the lead starts the count again, and an open task or a future event stops it while it is planned. - **What happens to the leads of someone who leaves?** When they are deactivated, the open leads they claimed from a pool go back to it at the next daily check. - **Why do I not see the Unclaimed leads section?** You need **Lead** **List** and **Edit** as well as **Lead Pool** **View**. ## Related - [Web forms](https://easysales.work/help/sales/web-forms/) - [Leads](https://easysales.work/help/sales/leads/) - [Campaigns](https://easysales.work/help/sales/campaigns-and-lead-pools/) - [Convert a lead](https://easysales.work/help/sales/convert-a-lead/) --- # Opportunities > Track sales opportunities in easySales — each deal's value, stage, probability and expected close date — move them through your pipeline and quote from them. Source: https://easysales.work/help/sales/opportunities/ An opportunity is a deal you are working on with a customer: what it may be worth, when you expect to close it and how likely you are to win it. It moves through your company's stages until it is won or lost, and it gathers the quotations you send for that deal. See [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) for what follows a won deal. ## Where to find it Select **Opportunities** in the sidebar. Under the title, choose a view: **List**, **Board** or **Forecast**. The view is part of the page's address, so a reload, the Back button or a saved link opens the same view. The search box and the filters apply to all three views: **Stages** and **Owners** sit in the toolbar, and **Created Date** and **Sales Value** are under **Filters**. ## What you can do - Create an opportunity, as below, or from an account's **Opportunities** tab. - Move it between stages and mark it won or lost, on its page or on the [pipeline board](https://easysales.work/help/sales/pipeline-board/), or mark it won when you accept one of its quotations. - Follow a won deal's contract value, invoicing and receivables on its **Project** card, and its cost and gross margin in its **Profit** section — see [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/). - Read the weighted [sales forecast](https://easysales.work/help/sales/forecast/). - Start a quotation with **New quotation**. - [Change its owner](https://easysales.work/help/accounts/ownership/) with **Change Owner** in the **···** menu. - Set up your company's [opportunity stages](https://easysales.work/help/sales/opportunity-stages/). ## Create an opportunity 1. Select **New opportunity** above the list, or on an account's **Opportunities** tab to fill in the account. 2. Enter the **Name** and choose the **Account**. **Owner** starts as you. 3. Optionally choose a **Primary Contact** from the account's contacts and a **Type** — **New business**, **Add-on** or **Renewal**. 4. Choose the **Currency** and enter the **Sales Value** under **Basic information**, and the **Estimated cost (manual)** under **Details**. 5. Check the **Expected Close Date**. It starts one month from today. 6. Select **Create opportunity**. The opportunity starts on the first stage of your pipeline, at that stage's probability. While writing a quotation, you can also type a name in its **Opportunity** box and choose **Create new opportunity “…”**. A short form asks for the essentials and links the new opportunity to the quotation. ## The opportunity page The header shows the stage track and a summary: **Sales value**, **Probability**, **Weighted amount** and **Expected close**, with the days to go or overdue. A won deal shows **Contract value**, **Invoiced** and **Still to invoice** instead. The buttons are **Move stage**, **Edit** and **Log activity**; the **···** menu holds **New quotation**, **Mark as won**, **Mark as lost** (or **Reopen** on a closed deal), **Change Owner**, **Owner history** and **Deactivate opportunity**. The card holds **Details**, **Value and dates** and **Remark**, with **Close** — the **Lost Reason** and **Lost Reason Details** — first once the deal is lost. **Edit** does not change the stage. To move the deal, select **Move stage**, or a stage on the track. The dialog says where the deal is now; choose the stage under **Move to** and confirm with the button that names the move: **Move stage**, **Mark as won**, **Mark as lost** (a **Lost Reason** is required) or **Reopen**. Below are the tabs. **Quotations** lists the quotations for this deal; **New quotation** fills in the opportunity and its primary contact. **Purchase orders** lists the orders raised for the deal, for people whose role lets them list purchase orders; with **Own records only**, only their own. **Activities** holds notes, tasks, events and communications, with the opportunity's stage changes; **Stage history** lists every move with its date and probability; **History** shows every change. If an open opportunity has no open task or future event, its owner finds it in **To do** and in the team view under **No next step**. ## When you win the deal When you [accept a quotation](https://easysales.work/help/quotations/close-a-quotation/) linked to an open opportunity that you may edit, easySales asks **Mark the opportunity as won?** Select **Mark as won** to close the deal as won today, or **Not now** to leave it as it is. Either way the opportunity is not locked: you can still add quotations to it. A won opportunity shows a **Project** card with: - **Contract value (before tax)** — the total of its accepted quotations, before tax and in your base currency. A quotation replaced by a revision is not counted. The **Expected value** you entered is shown beside it and is never overwritten. - **Invoicing against the contract (before tax)** — per currency, the **Contract**, what is **Invoiced** and what is **Still to invoice**. - **Billing plan** — its stages by status, the **Overdue unbilled periods**, what is **Due and not yet invoiced** and the **Next planned date**. - **Receivables**, tax included — the deal's **Invoices**, **Invoiced**, **Received**, **Outstanding**, **Credit notes applied**, **Refunded** and **Written off**. Figures your role cannot see are left out, and the card says why: contract figures need access to all of the opportunity's quotations, and receivables need **Invoice** **View** for the whole company. When a deal has two or more accepted quotations, easySales lists them with their **Number**, **Date** and value, and reminds you to reject any duplicate, such as a copied re-quote. Select **Mark rejected** on the extra one and confirm. You can do this only while no invoice has been raised from that quotation and it has no billing plan. A rejected quotation cannot be invoiced, given a billing plan or accepted again. ## Rules to know - The **Sales Value** is also held in your base currency, at the exchange rate saved with the opportunity. The board and the forecast use that amount. - The probability comes from the stage: each move sets it to the new stage's default. There is no box to type it. - The list's **Gross margin %** column shows the deal's gross margin — profit as a share of the revenue, not a mark-up on cost — with the same Expected, Actual or Manual source as its **Profit** section. See [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/). - When a lost opportunity has an accepted quotation whose billing plan raises drafts automatically, its page names that quotation: drafts are still raised until you turn automatic drafts off on the plan or cancel it. See [Plan billing stages](https://easysales.work/help/quotations/billing-plan/). - Accepting a quotation never moves the opportunity by itself; you choose in the prompt. Rejecting a quotation never marks the opportunity lost. - If a won deal has no accepted quotation, or one without a value in your base currency, it counts at its expected value on the board and in the forecast. - **Deactivate opportunity** in the **···** menu asks you to confirm with **Deactivate**. Its stage history is kept. ## Permissions You need **Opportunity** **List** and **View** to see opportunities, **Add** and **Edit** to create one, **Edit** to change or move one, and **Delete** to deactivate one. With **Own records only**, you work with the opportunities whose **Owner** you are, plus any your company's sharing settings give you. The **Quotations** tab needs **Quote** **List**, and **New quotation** needs **Quote** **Add** and **Edit**, and **Mark rejected** needs **Quote** **Edit** on that quotation. The prompt to mark the deal won appears only if you may edit the opportunity. ## Why it works this way **The stage sets the probability.** When every deal on "Proposal" counts at the same percentage, the weighted figures of two salespeople can be compared fairly. A deal's chances change by moving it, which also leaves a dated line in its **Stage history**. **You decide when a deal is won.** A customer may accept one quotation and still be weighing an add-on, so accepting never closes the deal on its own. Marking it lost asks for a reason, so you can later see whether deals are lost on price, timing or to a competitor. **A won deal stays open to more quotations.** Add-ons and variations belong to the same project. The **Contract value** adds up every accepted quotation, while the **Expected value** keeps your first estimate, so you can see how far the job grew. **Every open deal needs a next step.** A deal with no task or event booked is the one that goes quiet. Listing it under **No next step** brings it back to its owner before the customer forgets. ## Work faster - **Quote from the deal.** **New quotation** fills in the account, the opportunity and its primary contact, and the quotation then counts towards the deal. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - **Jump to a stage from the track.** Select a stage on the track in the header; the move dialog opens with that stage already chosen. - **Keep one filter across views.** Choose your name under **Owners** once; the list, the board and the forecast all show only your deals. - **Bookmark the board.** The chosen view is in the address, so a bookmark or a link sent to a colleague opens straight on the board or the forecast. - **Follow a colleague's deal.** Select **Follow** on its **Activities** tab to hear when it changes stage. See [Follow a document](https://easysales.work/help/inbox/follow-a-document/). - **Clear stalled deals each week.** The team view's **No next step** lists open deals with nothing booked. See [Team view](https://easysales.work/help/my-work/team/) and [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/). ## Examples Lim & Co wins the Harbour Café fit-out. Mei Tan accepts QN-10000131 for SGD 10,000.00 before tax and selects **Mark as won** in the prompt. A month later the café adds a feature wall, and Mei links an add-on quotation, QN-10000137, for SGD 2,000.00 to the same opportunity and accepts it too. The **Project** card now shows a **Contract value (before tax)** of SGD 12,000.00, while the **Expected value** keeps the SGD 11,000.00 Mei entered when the deal was open. Both quotations are listed as accepted; they are not duplicates, so she rejects neither. **A deal moving forward.** Daniel Lim's opportunity "Clinic reception refresh" has a **Sales Value** of SGD 15,000.00 on "Site visit", a stage with a default probability of 40%. The header shows a **Weighted amount** of SGD 15,000.00 × 40% = SGD 6,000.00. After the visit he selects **Move stage**, chooses "Proposal" (60%) and confirms; the weighted amount becomes SGD 9,000.00, and **Stage history** records the move. **A deal lost on price.** Two weeks later the clinic chooses a cheaper contractor. Daniel selects **Mark as lost** in the **···** menu, picks the **Lost Reason** "Price", adds "Went with a quote 20% lower" under **Lost Reason Details** and selects **Mark as lost**. The **Closed Date** is today and the probability 0%. ## Common questions - **What is the difference between a lead and an opportunity?** A lead is a person you are still qualifying. An opportunity is a deal with an account you already have, with a value, a stage and a close date. See [Leads](https://easysales.work/help/sales/leads/). - **How do I change the probability of one deal?** Move it to another stage; the probability takes that stage's default. easySales has no box to type a probability. - **Does accepting a quotation mark the opportunity as won?** Not by itself. easySales asks **Mark the opportunity as won?** and you choose **Mark as won** or **Not now**. - **Can one opportunity have several quotations?** Yes. Revisions, options and add-ons can all be linked to it. A won deal's **Contract value** adds up the accepted ones. - **Why is the contract value different from the expected value?** The **Expected value** is the **Sales Value** you entered. The **Contract value** is what the customer accepted, before tax. - **Can I delete an opportunity?** Select **Deactivate opportunity** in the **···** menu. It leaves your lists, and its stage history is kept. - **Who can see my opportunities?** Anyone whose role has **All records** for **Opportunity**, and people your company's sharing settings include. With **Own records only**, a colleague sees only the deals they own. ## Related - [Pipeline board](https://easysales.work/help/sales/pipeline-board/) - [Sales forecast](https://easysales.work/help/sales/forecast/) - [Quotations](https://easysales.work/help/quotations/overview/) - [Close the deal](https://easysales.work/help/playbook/close-the-deal/) - [Quotations and orders](https://easysales.work/help/knowledge/quotations-and-orders/) --- # Pipeline board > Use the sales pipeline board in easySales to drag deals between stages, mark them won or lost with a reason, and read each stage's total and weighted amount. Source: https://easysales.work/help/sales/pipeline-board/ The board shows your open [opportunities](https://easysales.work/help/sales/opportunities/) as cards, one column per stage, so you can see the whole pipeline and move deals forward. ## Before you start You need **Opportunity** **List** to see the board and **Edit** to move a card. A card your role cannot move shows a padlock: "Your role cannot move this opportunity." To mark a deal lost you choose a reason. Your administrator keeps the list of reasons in the **OpportunityLostReason** option set under [custom fields](https://easysales.work/help/administration/custom-fields/); it starts with Price, Competitor, No budget, No decision, Timing and Other. ## Steps 1. Select **Opportunities** in the sidebar, then **Board**. 2. Narrow it with the search box, **Stages**, **Owners** or **Filters** if you need to. 3. Drag a card to another column. Or select **···** on the card and choose the stage under **Move to**. easySales confirms the move and offers **Undo**. 4. To mark a deal won, drag the card: two targets appear while you drag. Drop it on **Drop here to mark as won**, or choose **Mark as won** in the card's **···** menu. Select **Mark as won** to confirm. If no quotation for the deal is accepted, the dialog warns that the win counts at the expected value; you can still go ahead. If the deal has two or more accepted quotations, the dialog lists them so you can reject a duplicate. 5. To mark a deal lost, drop it on **Drop here to mark as lost (a reason is required)**, or choose **Mark as lost** in the menu. Choose a **Lost Reason**, add **Lost Reason Details** if you like, and select **Mark as lost**. ## What happens next Each move is saved at once, added to the opportunity's **Stage history**, and sets the probability to the new stage's default. A won deal gets today's **Closed Date** and a probability of 100%; a lost one gets today's **Closed Date**, 0% and your reason. Both leave the board. Above the columns (below them on a phone), the **Won** and **Lost** figures total the deals closed this month, with their count. A won deal counts at its contract value — its accepted quotations before tax, in your base currency — where you can see one, and at its expected value otherwise; a note under the **Won** total says how many deals were counted at the expected value. To reopen a closed deal, open it and select **Reopen** in its **···** menu. ## Reading the board - A column head shows the stage, its default probability, the number of deals, their total amount and the **Weighted** amount: each amount times that deal's own probability. These cover every opportunity you can see, not only the cards loaded. "No amount" counts the deals without one. - A card shows the account, the amount in your base currency, the owner's initials and the **Expected Close Date** — red, marked **Overdue**, once passed. A gold percentage means the deal's probability differs from the stage's default. - Cards run from the soonest expected close, 50 at a time; select **Load more** for the rest. - On a phone the board shows one stage at a time: choose the stage above the cards, and move a card with its **···** menu. ## Rules to know - If a colleague moved the deal a moment before you, your move is refused. Refresh and try again. - A column **Stage no longer configured** holds deals on stages your company has since removed. You can move cards out of it, not into it. - The board shows at most 5,000 open opportunities. Above that, narrow the filter. - A lost deal keeps its reason even if it is reopened later. ## Why it works this way **Every move is on the record.** A move between stages is saved at once and written to the deal's **Stage history**, with the new probability. Anyone reviewing the deal later can see when it advanced and when it stalled. **Losing a deal needs a reason.** A reason on every loss shows you, over a quarter, whether you lose on price, timing or to a competitor — something a pipeline of silent losses never tells you. **The first move wins.** When two people move the same card at once, the second move is refused instead of quietly overwriting the first. Nobody's decision disappears without them knowing. **The totals are complete or not shown.** Column totals cover every deal you may see, not only the cards loaded. Above 5,000 open deals the board asks you to narrow the filter rather than show a total that is short. ## Work faster - **Undo a slip.** After moving a card between open stages, select **Undo** in the message to put it back. - **Show only your deals.** Choose your name under **Owners**; the filter stays when you switch to the list or the forecast. See [Opportunities](https://easysales.work/help/sales/opportunities/). - **Use the card menu instead of dragging.** **···** on a card lists every stage under **Move to**, plus **Mark as won** and **Mark as lost** — handy on a phone or a long board. - **Open a deal in a new tab.** Ctrl-click (Cmd-click on a Mac) the card's name to keep the board where it is. - **Start with the red dates.** A red **Expected Close Date** is a deal to move, update or close. See [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/). - **Close it properly.** [Close the deal](https://easysales.work/help/playbook/close-the-deal/) covers acceptance, the deposit and the hand-over that follow a win. ## Examples **Reading a column.** Lim & Co's "Proposal" stage has a default of 60% and three cards: SGD 10,000.00 at 60%, SGD 5,000.00 at 60% and SGD 8,000.00 at 40% (gold, because it differs from the default). The column shows SGD 23,000.00 and **Weighted** SGD 12,200.00: 6,000.00 + 3,000.00 + 3,200.00. **Marking a deal won.** Marcus Tan drags "Harbour Café fit-out" to **Drop here to mark as won**. Its accepted quotation, QN-10000140, comes to SGD 12,000.00 before tax, so the dialog has no warning; he selects **Mark as won**. Earlier this month Lim & Co also won a deal with no accepted quotation and an expected value of SGD 3,500.00. The **Won** figure now reads SGD 15,500.00, "This month: 2", with the note "1 at the expected value (no contract value to show)". **Undoing a move.** Mei Tan drags a card to "Negotiation" by mistake. She selects **Undo** in the message, and the card returns to "Proposal". ## Common questions - **How do I mark a deal as lost?** Drag the card onto **Drop here to mark as lost (a reason is required)**, or choose **Mark as lost** in its **···** menu. Choose a **Lost Reason** and select **Mark as lost**. - **How do I reopen a deal I marked as lost?** Open the opportunity, select **Reopen** in its **···** menu and choose an open stage. It returns to the board and keeps its lost reason. - **Why can I not move a card?** It shows a padlock: your role has no **Opportunity** **Edit** for that deal. With **Own records only**, you can move only your own deals. - **Why is a card's date red?** Its **Expected Close Date** has passed. Move the deal, change the date or close it. - **Why does the board say too many opportunities match?** It shows at most 5,000 open deals. Narrow it with **Owners**, **Stages** or **Filters**. - **Can I use the pipeline board on my phone?** Yes. It shows one stage at a time; move a card with its **···** menu. ## Related - [Opportunities](https://easysales.work/help/sales/opportunities/) - [Sales forecast](https://easysales.work/help/sales/forecast/) - [Opportunity stages](https://easysales.work/help/sales/opportunity-stages/) - [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) --- # Sales forecast > How the weighted sales forecast in easySales works — open deals by owner and expected close month, compared with won business month by month. Source: https://easysales.work/help/sales/forecast/ The forecast tells you how much business your open [opportunities](https://easysales.work/help/sales/opportunities/) are likely to bring in, and when. Use it to plan the coming months, and to see which salesperson's deals are due and how likely they are to close. ## How it works Every open opportunity counts at its **weighted** amount: its sales value times its own probability. A SGD 10,000.00 deal at 40% adds SGD 4,000.00. The probability is the one shown on the opportunity, which comes from its stage. Four figures sit at the top: **Open opportunities**, **Expected amount** (all amounts added up), **Weighted amount** and **Before this month (weighted)**. When open deals are past their expected close date, the last one turns red and says how many. The **By expected close month** card draws three bars for this month and each of the five after it: **Expected**, **Weighted** and **Won (by close date)** — the deals already won in that month. A won deal counts at its contract value — its accepted quotations before tax, in your base currency — where you can see one, and at its expected value otherwise. A month that includes deals counted at the expected value says how many. The **Owner × expected close month** table has one row per owner and one column per expected close month: **Before this month**, this month and the five after it, **Later** and **Total**. Each cell shows the weighted amount, with the number of deals and their unweighted amount under it. A dot beside a figure marks a deal whose probability differs from its stage's default. On a phone, the owners are a list; select one to see their months. ## Good to know - All figures are in your company's base currency, at the exchange rate saved with each opportunity. - An open opportunity with no **Sales Value** is counted but adds nothing. The note under the table says how many there are. - Totals are worked out from unrounded values, so a total can differ from the sum of the cells you see by a few cents. - The search box and the filters narrow the forecast as they narrow the list. - With **Own records only**, the forecast covers your own opportunities. - Above 5,000 open opportunities, the forecast asks you to narrow the filter. ## Terms - **Expected amount** — the sales values of the open deals, added up. - **Weighted amount** — each sales value times its probability, added up. - **Before this month** — open deals whose **Expected Close Date** fell before the first of this month. - **Later** — open deals expected to close after the sixth month shown. - **Contract value** — a won deal's accepted quotations added up, before tax and in your base currency, leaving out any quotation replaced by a revision. ## Common misunderstandings - Won and lost deals are not in the table. Only the **Won (by close date)** bars show won business. - **Before this month** is not the board's overdue mark. The board marks a card from the day after its date; the forecast moves it only when the month has passed. - The forecast does not predict new deals. It weighs the ones already in your pipeline. ## Where to find it Select **Opportunities** in the sidebar, then **Forecast** under the title. You need **Opportunity** **List**. ## Why it works this way **Weighted, not hoped for.** A pipeline full of early-stage deals looks large if every deal counts in full. Multiplying each by its probability gives a figure closer to what will actually be signed, so you can plan hiring, purchasing and cash flow on it. **Each deal counts at its own probability.** The probability comes from the deal's stage, so a deal that has moved further counts for more. The dot shows where a deal's figure differs from its stage's default, so nothing is weighted differently without you seeing it. **One currency, at the deal's own rate.** Every deal is shown in your base currency at the rate saved with it, so the forecast changes when someone saves a deal, not when the exchange rate moves overnight. **Late deals stay in sight.** A deal whose date has passed is not dropped; it collects under **Before this month** in red. A forecast that quietly lost overdue deals would look tidy and be wrong. ## Work faster - **Review one person at a time.** Choose a name under **Owners**; the cards and the table show only that person's deals. See [Opportunities](https://easysales.work/help/sales/opportunities/). - **Clear the red figure first.** Deals under **Before this month** need a new date or a close. Open the [pipeline board](https://easysales.work/help/sales/pipeline-board/), where their dates show red. - **Give every deal a value.** Deals with no **Sales Value** add nothing; the note under the table says how many to fill in. - **Check the stage percentages.** If the forecast is always too high or too low, adjust the default probabilities in [Opportunity stages](https://easysales.work/help/sales/opportunity-stages/). - **Make it a weekly habit.** [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) puts the forecast in a 30-minute review. ## Examples In September, Lim & Co has three open opportunities: | Opportunity | Owner | Sales Value | Probability | Expected close | Weighted | |---|---|---|---|---|---| | Harbour Café fit-out | Marcus Tan | SGD 20,000.00 | 60% | September | SGD 12,000.00 | | Clinic reception refresh | Arjun Rao | SGD 8,000.00 | 25% | October | SGD 2,000.00 | | Office move, Tanjong Pagar | Arjun Rao | — | 10% | December | — | The top figures read **Open opportunities** 3, **Expected amount** SGD 28,000.00 and **Weighted amount** SGD 14,000.00. Marcus's September cell shows SGD 12,000.00 with "1 · 20,000.00" under it. Arjun's row totals SGD 2,000.00 from two deals; the note says one open opportunity has no amount. **A deal that slipped.** On 1 October the Harbour Café fit-out has not closed. It moves from the September column to **Before this month**, and **Before this month (weighted)** shows SGD 12,000.00 in red with "1 past their expected close date". Marcus agrees a new date of 15 October with the café and changes the **Expected Close Date**; the SGD 12,000.00 moves back into the October column. **A foreign-currency deal.** Daniel Lim records a deal of USD 5,000.00 with a saved rate of 1.3500 to SGD, at 50%. The forecast counts it as SGD 6,750.00 expected and SGD 3,375.00 weighted (6,750.00 × 50%); the figures do not move with the day's exchange rate. ## Common questions - **Why is my forecast lower than my pipeline?** The pipeline total counts every deal in full; the forecast weighs each by its probability. A SGD 10,000.00 deal at 40% adds SGD 4,000.00. - **Why are won deals not in the forecast table?** The table shows open deals only. Won business appears in the **Won (by close date)** bars. - **What does Before this month mean?** Open deals whose **Expected Close Date** fell before the first of this month. Update their dates or close them. - **Why do the totals differ from the cells by a cent?** Totals are worked out from unrounded values; each cell is rounded to cents for display. - **Does the forecast include deals in other currencies?** Yes. Each is converted to your base currency at the rate saved with the opportunity. See [Currencies and exchange rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/). - **Can I see the forecast for one salesperson?** Yes. Choose the person under **Owners**, or read their row in the table. ## Related - [Pipeline board](https://easysales.work/help/sales/pipeline-board/) - [Opportunity stages](https://easysales.work/help/sales/opportunity-stages/) - [Currencies and exchange rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/) - [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) --- # Opportunity stages > Set up your sales pipeline stages in easySales — name, order and win probability — and see what happens to open deals when you rename or delete a stage. Source: https://easysales.work/help/sales/opportunity-stages/ Your pipeline's stages are the steps every [opportunity](https://easysales.work/help/sales/opportunities/) passes through, each with a default probability of winning. This page is for the administrator who sets them up; the stages drive the [pipeline board](https://easysales.work/help/sales/pipeline-board/) and the [sales forecast](https://easysales.work/help/sales/forecast/). ## Before you start You need **System** **Edit** to change the stages; **System** **View** lets you read them. Plan the list first: - From 1 to 12 open stages, in the order deals move through them. - Names of up to 50 characters, different from each other (ignoring capitals), without any of the characters `` | : ' " < > & ` \ ``. Closed Won, Closed Lost and Close are reserved. - A default probability for each: a whole number from 1 to 99. **Won** (100%) and **Lost** (0%) are fixed and always come last. ## Steps 1. Select **System settings** in the sidebar, then **Sales pipeline** in the **Sales** group. The **Opportunity stages** list shows each stage's **Default probability** and how many **Open opportunities** are on it. 2. To rename a stage or change its weight, select **Edit** on its row, change **Stage** or **Default probability** and select **Save**. The box **Saving will change** lists what the change will do to your records. 3. Use the arrows beside a stage to change the order. The first stage is marked **Default stage**: new opportunities and converted leads start there. 4. To add a stage, select **Add stage**, name it, set its **Default probability** and select **Save**. 5. To delete a stage, select **Delete** on its row. A stage with no open opportunities asks you to confirm **Delete**. If open opportunities are on it, choose where they go under **Move to** and select **Move and delete**. Each of these is saved as soon as you finish it; there is no **Save stages** button. ## What happens next easySales confirms "Opportunity stages saved." and applies the changes to your records: - A renamed stage takes every opportunity on it along, with a **Stage history** entry. Their probability stays. - The opportunities on a deleted stage move to the stage you chose, at its default probability, with a **Stage history** entry. - When you change a default probability, the box **Also update … open opportunities still at the old default** is ticked. Open deals still at the old figure take the new one; deals with a different probability keep theirs. - Adding a stage or changing the order changes only the pipeline. Won and lost opportunities are not moved. ## Rules to know - If your company still uses the default stages, the page says so; your first save creates your own copy. - If someone else saved the stages while you were editing, your save is refused. Reload the page and make your changes again. - A warning lists open opportunities on stages that are no longer in your list. The board shows them in their own column. - Your company has one list of stages, shared by every user and team. - Lost reasons are a separate list: the **OpportunityLostReason** set in the **Option sets** section of **Custom fields**, in the **Data** group. See [Custom fields](https://easysales.work/help/administration/custom-fields/). ## Why it works this way **One pipeline for the whole company.** When every salesperson moves deals through the same steps, a deal on "Proposal" means the same thing whoever owns it. The board, the forecast and a weekly review then compare like with like. **The probability is your company's estimate for the stage.** A new deal, or a deal moved, takes the stage's default, so the weighted forecast follows one agreed rule. When you change a default, the deals still at the old figure follow it, and any deal set apart from it is left alone. **No deal falls off the board.** A rename carries its deals along, and a delete asks where they go first. Each of those moves is written to the deal's **Stage history**, so you can always see why a deal sits where it does. **Won and Lost are fixed.** Every deal ends one of two ways, so "won this month" means the same on the board, in the forecast and in every salesperson's figures. ## Work faster - **Rename rather than delete and add.** A rename keeps every deal on the stage and its probability; a delete moves them and resets their probability to the new stage's default. - **Check the count before you delete.** The **Open opportunities** column shows how many deals a change will touch, and **Saving will change** spells it out before you confirm. - **Put the commonest starting point first.** The first stage is the **Default stage** for new opportunities and converted leads, so move it to the top with the arrows. - **Keep the lost reasons useful.** Edit the **OpportunityLostReason** option set so the reasons match how your customers say no. See [Custom fields](https://easysales.work/help/administration/custom-fields/). - **Review the pipeline weekly.** [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) shows how to walk the board stage by stage. ## Examples **Raising a stage's probability.** Lim & Co's stages are "Enquiry" 10%, "Site visit" 30%, "Proposal" 50% and "Negotiation" 70%. Daniel Lim finds that about six in ten deals that reach "Proposal" are won, so he selects **Edit** on it and changes **Default probability** to 60. **Saving will change** reads "“Proposal” default 50% → 60%, 6 open opportunities updated". Six deals at 50% move to 60%; two deals at 40% keep 40%. A SGD 10,000.00 deal at 50% now weighs SGD 6,000.00 instead of SGD 5,000.00. **Deleting a stage.** Lim & Co stops doing separate site visits. Daniel selects **Delete** on "Site visit", which has three open opportunities. He chooses "Proposal" under **Move to** and selects **Move and delete**. The three deals move to "Proposal" at 60%, each with a **Stage history** entry. ## Common questions - **How many pipeline stages can I have?** From 1 to 12 open stages, plus **Won** and **Lost**, which are fixed. - **What happens to opportunities when I delete a stage?** You choose a stage to move them to. They take its default probability and get a **Stage history** entry. - **Does changing a stage's probability change existing deals?** Only open deals still at the old default, and only while **Also update … open opportunities still at the old default** is ticked. - **Can I rename Won or Lost?** No. They are fixed and always come last. - **Can different teams have different pipelines?** No. Your company has one list of stages. - **Who can change the pipeline stages?** Someone whose role has **System** **Edit**. With **System** **View**, the page is read-only. - **Why was my change to the stages refused?** Someone else saved the stages while you were editing. Reload the page and make your change again. ## Related - [Pipeline board](https://easysales.work/help/sales/pipeline-board/) - [Sales forecast](https://easysales.work/help/sales/forecast/) - [System settings](https://easysales.work/help/administration/settings/) - [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) --- # Campaigns > Link leads to marketing campaigns in easySales, update a campaign's dates, budget and status, and see which campaign brought in which leads. Source: https://easysales.work/help/sales/campaigns-and-lead-pools/ A **campaign** is a marketing effort that brings in [leads](https://easysales.work/help/sales/leads/) — a trade show, a mailing, an advertisement — with its dates and budget. Lead pools, the shared waiting lists of leads, have a page of their own: [Lead pools](https://easysales.work/help/sales/lead-pools/). ## Where to find it Campaigns have no list or sidebar entry. Open one from the **Campaign** column of the **Leads** list, or from the **Source** section of a lead's page. Its page sits under **Leads** in the breadcrumb. easySales has no button to create a campaign: you link leads to the ones your company already has. To add a new one, an administrator asks easySales support at support@easysales.work to set it up. ## What you can do - Read a campaign's **Details** (**Name**, **Status**, **Owner**), its **Schedule and budget** (**Start**, **End**, **Budget**) and its **Description**. - Change it with **Edit** at the top of its page, then **Save**. - Read the **History** section at the foot of the page to see who changed what. - Deactivate one you no longer use, as below. ## Link a lead 1. Open the lead and select **Edit** at the top of its page. 2. Under **Source**, choose the **Campaign**. 3. Select **Save**. You can also choose it on the **New lead** form, and a [web form](https://easysales.work/help/sales/web-forms/) can give its leads a campaign by itself. The list then shows the campaign in the lead's row. The campaign's page does not list its leads: to see them, sort the **Leads** list by its **Campaign** column. ## Rules to know - A campaign's **Status** is one of **Planning**, **Active**, **Inactive**, **Completed** and **Aborted**. - **Deactivate campaign** in the **···** menu asks you to confirm with **Deactivate**. Leads that reference it keep the link. - A lead can belong to one campaign at a time. ## Permissions You need **Campaign** **View** to open a campaign, **Edit** to change it and **Delete** to deactivate it. To link a lead you also need **Lead** **Edit**, and you can choose only campaigns you can open. With **Own records only**, you work with the campaigns whose **Owner** you are. ## Why it works this way **A campaign shows which effort paid off.** When every lead from a show or an advertisement carries its campaign, you can count the leads each one brought in and set that against its **Budget**. That tells you where next year's marketing money is best spent. **Deactivating changes no lead.** A campaign you no longer use leaves your choices, while the leads it brought in keep their stored link and everything else they hold. Only the campaign's name stops showing on those leads and in the **Leads** list, so deactivate a campaign once you no longer need to count its leads. **Each campaign has an owner.** The **Owner** is the person answerable for its results and the one who keeps its dates, budget and **Status** up to date. ## Work faster - **Choose the campaign as you record the lead.** The **New lead** form has **Campaign** under **Source**, so the link is made in the same step. See [Leads](https://easysales.work/help/sales/leads/). - **Let a web form tag its leads.** Give a trade-show form its **Campaign**, and every enquiry from it is counted. See [Web forms](https://easysales.work/help/sales/web-forms/). - **Sort to see a campaign's leads.** Select the **Campaign** column heading on the **Leads** list; each campaign's leads then sit together. - **Close the campaign when it ends.** Set its **Status** to **Completed** so colleagues can see on its page that it is over. - **Ask before you mail.** [Marketing and consent](https://easysales.work/help/playbook/marketing-consent/) covers consent and opt-outs before a mailing campaign. ## Examples **A home show.** Lim & Co's campaign "Home Show 2026" has **Start** 6 March, **End** 8 March and a **Budget** of SGD 4,500.00. Siti Nadia links the 30 visitors she records to it. Of those, 6 are converted, so the show cost SGD 4,500.00 ÷ 30 = SGD 150.00 per lead and SGD 4,500.00 ÷ 6 = SGD 750.00 per new customer. After the show she sets its **Status** to **Completed**. ## Common questions - **How do I create a new campaign?** easySales has no button for it. An administrator asks easySales support at support@easysales.work to set up the campaign. - **How do I see all the leads from one campaign?** Sort the **Leads** list by its **Campaign** column. The campaign's own page does not list its leads. - **What is the difference between a campaign and a lead pool?** A campaign is a marketing effort with dates, a budget and a status, for counting what it brought in. A lead pool is a waiting list of leads nobody owns yet, for the team to claim. See [Lead pools](https://easysales.work/help/sales/lead-pools/). - **What happens to leads when I deactivate a campaign?** They keep the link. The campaign no longer appears for choosing, and its name no longer shows on the lead or in the **Leads** list. - **Why can I not choose a campaign on a lead?** You can choose only campaigns you can open. Your role needs **Campaign** **View**, and with **Own records only** the campaign must be yours. ## Related - [Leads](https://easysales.work/help/sales/leads/) - [Lead pools](https://easysales.work/help/sales/lead-pools/) - [Web forms](https://easysales.work/help/sales/web-forms/) - [Convert a lead](https://easysales.work/help/sales/convert-a-lead/) - [Marketing and consent](https://easysales.work/help/playbook/marketing-consent/) - [Opportunities](https://easysales.work/help/sales/opportunities/) --- # Purchase orders > Create a purchase order in easySales, issue it to your supplier with a PO number, print it, and track what the supplier has billed and what you have paid. Source: https://easysales.work/help/purchasing-delivery/purchase-orders/ A purchase order is what you send a supplier to buy goods or services for your work. In easySales it also follows the money on the buying side: what the supplier has billed and what you have paid. The cost it records feeds the [gross margin](https://easysales.work/help/concepts/gross-margin/) of the deal it belongs to. ## Where to find it Select **Purchase orders** in the sidebar. The list shows each order's **Status**, **Invoicing** and **Payment**, as tags. It opens on the current **Month**, by order date; a draft has no order date until it is issued, so remove the month from the filter bar to see drafts and older orders. Use **Filters** to narrow it by **Month**, **Status**, **Invoicing**, **Payment**, **Supplier invoice without a document** or **Owner**, and the search box to find a PO number, supplier reference or supplier. Column settings work as on the other lists — see [Lists and columns](https://easysales.work/help/getting-started/lists/). An account's page and an opportunity's page also have a **Purchase orders** tab, for people whose role lets them list purchase orders. ## What you can do - Select **New purchase order**, choose the **Supplier** and add the lines. Any active account can be the supplier. Select **Create purchase order** to keep it as a draft. - Select **Issue purchase order** when it is ready: it takes its purchase order number, by default starting `PO-`, and today's date as its **Order date**. - Select **PDF**, send the file to the supplier, then answer **Did you send this to the supplier?** or choose **Mark as sent** in the **···** menu. - [Record the supplier's invoice and your payment](https://easysales.work/help/purchasing-delivery/supplier-invoices/) against the order. - Select **Close purchase order** when it is finished. A closed order can be reopened with **Reopen purchase order**. - Select **Cancel purchase order** for an issued order you no longer need, and give a **Reason**. Void its supplier invoices and payments first: an order that still has them cannot be cancelled, only closed. A cancelled order cannot be reopened; a draft is deleted, not cancelled. - Select **Delete purchase order** to delete a draft, or change the owner with **Change Owner** in the **···** menu. - Select **Copy** in the **···** menu, in its **Document** group, to start a new order from this one: a **Draft** that belongs to you, with the same supplier, contact, currency, payment term, delivery address, terms, lines and opportunity, at today's tax and exchange rates. If you can no longer link the opportunity, it is left off and a message says so. The number, dates, supplier reference and supplier bills are not copied, and the original does not change. You need **Purchase** **Add** and **Edit**. ## How an order moves | Status | What it means | What you can change | |---|---|---| | **Draft** | Being prepared; no purchase order number yet | Everything; it can be deleted | | **Issued** | Has its number | Not the supplier. Once a supplier invoice is recorded, not the lines, currency or tax either | | **Closed** | Finished | Only the opportunity link; it can be reopened | | **Cancelled** | An issued order no longer wanted | Nothing; it cannot be reopened | The main button at the top of the order follows its state: **Issue purchase order**, then **Record supplier invoice**, then **Record payment**, then **Close purchase order**. Everything else is in the **···** menu: **Cancel purchase order**, **Reopen purchase order**, **Mark as sent** and **Unmark as sent**, **Delete purchase order** for a draft, and **Change Owner**. A strip under the title shows the **Order total**, what is **Invoiced**, what is **Paid** and what is **Not yet invoiced**. ## Printing Select **PDF** on the order's page; there is no Word download. Its layout is the **Purchase order** design under **System settings** → **Document settings** — the built-in design or a Word file you upload; there is no form design for it. - The printed date is the **Order date**. - **Ship To** prints the **Delivery address**. When that is blank, it prints your company's own name and office address. - Your company's tax number prints without a label. - A draft prints a DRAFT stamp and a cancelled order a CANCELLED stamp. - The tax wording on the printed order follows your company's tax settings, and a company that charges no sales tax prints no tax rows. On screen the field is called **Tax**. ## Permissions You need **Purchase** **List** and **View** to see purchase orders, **Add** and **Edit** to create, issue and change them, and **Delete** to delete a draft. A role with **Own records only** works with the orders it owns. Seeing the cost figures on an opportunity needs **Purchase** **List** at **All records**. ## Good to know - Purchase orders brought over from the old system are all **Closed**. - Changing an order after it was marked as sent shows an **Amended after sent** tag beside its status at the top of the order, so you remember to send the supplier the new version. The list does not show it. - If the order's **Supplier PO number** is on another order to the same supplier, the order shows a **Duplicate supplier reference** tag, with links to the other orders. Cancelled orders do not count. ## Why it works this way **An issued order is a promise to a supplier.** Once the supplier has your PO number, they deliver and bill against it. That is why the supplier cannot change after issue: an order meant for someone else is cancelled and raised again, so each supplier only ever sees orders addressed to them. **The order counts as cost before the bill arrives.** Issuing commits you to pay, so the deal's committed cost goes up the day you issue, not weeks later when the supplier invoices. You see the effect on the margin while you can still renegotiate. **Lines lock once the supplier has billed.** The supplier's invoice was checked against those lines. Changing them afterwards would leave the order and the bill telling different stories; void the bill first if the order really has to change. **A cancelled order keeps its number.** Your purchase order series has no gaps, and you can show the supplier, or your accountant, which order was withdrawn, when and why. A draft has never left your office, so it is simply deleted. ## Work faster - **Start from the deal.** On an opportunity's **Purchase orders** tab, **New purchase order** links the new order to that opportunity, so its cost lands in the right margin. From a supplier's account page, the same button fills in the **Supplier**. See [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/). - **Copy last month's order.** **Copy** in the **···** menu makes a draft with the same lines and terms; change the quantities, or even the supplier, and issue it. - **Keep your purchase terms ready.** Under **Terms**, **Use a saved template** inserts a saved text, and a default **Purchase Order** template fills every new order. See [Standard templates](https://easysales.work/help/documents/standard-templates/). - **Find what you still owe.** Remove the **Month** from the filter bar, then filter **Invoicing** to **Fully invoiced** and **Payment** to **Unpaid** and **Part paid**: the list is your payment run. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Chase missing paperwork.** **Supplier invoice without a document** finds the orders with a bill recorded but no file attached. See [Supplier invoices](https://easysales.work/help/purchasing-delivery/supplier-invoices/). ## Examples **Ordering chairs for a café fit-out.** Daniel Lim opens Lim & Co's opportunity for the Harbour Café fit-out, selects **New purchase order** on its **Purchase orders** tab and orders 12 dining chairs at SGD 180.00 from the furniture supplier, at **GST 9%**. The order comes to SGD 2,160.00 before tax (12 × 180.00), GST SGD 194.40, SGD 2,354.40 in all. He issues it, and it becomes PO-10000052. He selects **PDF**, emails the file and answers **Mark as sent** in the prompt. Two days later the café asks for 14 chairs. Nothing is billed yet, so Daniel edits the line: the order is now SGD 2,520.00 (14 × 180.00), GST SGD 226.80, SGD 2,746.80 in all. The **Amended after sent** tag reminds him to send the supplier the new PDF. **Switching supplier.** Mei Tan issued PO-10000053 for 6 pendant lamps, but the supplier is out of stock until March. Nothing has been billed or paid, so she selects **Cancel purchase order** with the reason "Out of stock". She then selects **Copy** on the cancelled order, changes the **Supplier** on the new draft, and issues it as PO-10000054. PO-10000053 stays in the list as **Cancelled**. ## Common questions - **Why is my purchase order list empty?** The list opens on the current month, by order date, and a draft has no order date until it is issued. Remove the month from the filter bar to see every order. - **Can I change the supplier on an issued purchase order?** No. Cancel the order and raise a new one; **Copy** in the **···** menu makes a draft whose supplier you can change. - **Can I edit a purchase order after sending it?** Yes, while it is **Issued**; once a supplier invoice is recorded, its lines, currency and tax are locked. It is tagged **Amended after sent** until you send it again and mark it as sent. - **How do I delete a purchase order?** Only a draft can be deleted. An issued order is cancelled, after voiding any supplier invoices and payments, or closed if it has them. - **What does closing a purchase order do?** It marks the order as finished: only the opportunity link can change, though a late supplier invoice or payment can still be recorded. **Reopen purchase order** makes it **Issued** again. - **Does a purchase order affect my profit before the supplier bills?** Yes. An issued order counts as committed cost on its opportunity until the supplier's invoice turns it into actual cost. See [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/). - **Where do I set the PO number format?** Under **System settings** → **Company**, in **Document numbers**, where **Purchase order** has its own series. See [Document numbers](https://easysales.work/help/administration/document-numbers/). ## Related - [Supplier invoices](https://easysales.work/help/purchasing-delivery/supplier-invoices/) - [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/) - [Delivery orders](https://easysales.work/help/purchasing-delivery/delivery-orders/) - [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) --- # Supplier invoices > Record a supplier's invoice and your payment against a purchase order in easySales, attach the bill, handle deposits and see how it changes the job's cost. Source: https://easysales.work/help/purchasing-delivery/supplier-invoices/ When a supplier bills you for a [purchase order](https://easysales.work/help/purchasing-delivery/purchase-orders/), record the bill on the order, then record your payment when you pay it. easySales then shows what is billed, paid and still unbilled, and the bill becomes the actual cost of the deal — see [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/). This page is for whoever handles suppliers' bills. ## Before you start - You need **Purchase** **View** and **Edit** on the order. - The order must be **Issued** or **Closed**. A draft has no number yet; issue it first. A cancelled order takes no bills or payments. - Have the supplier's invoice to hand, as a PDF or image if you want to attach it. ## Record the supplier's invoice 1. Open the purchase order and select **Record supplier invoice** at the top, or in the **Supplier invoices** section. 2. Enter the **Supplier invoice number**, the **Invoice date**, the **Subtotal excluding tax** and the **Tax**, exactly as the supplier printed them. The subtotal starts at the part of the order not yet invoiced. Add a **Due date (optional)** if you want one. 3. For an order in another currency, check the **Exchange rate**. Left blank, it uses your rate table; **Use PO rate** copies the order's own rate. 4. Choose the **Tax treatment**: **Recoverable input tax**, or **Non-recoverable tax (part of cost)**. It starts as your company's tax registration on the invoice date suggests; if you choose the other one, easySales asks for the **Reason for the change**. 5. Attach the **Supplier invoice document** if you have it: up to ten files, each up to 25 MB, PDF, images or Office documents. 6. Select **Record supplier invoice** again at the bottom of the drawer to save it. ## Record your payment 1. On the order, select **Record payment** in the **Payments** section. Once the order is fully invoiced, it is also the main button at the top. 2. Enter the **Payment date**, **Amount**, **Method** and **Reference**; choose the **Supplier invoice (optional)** it pays if you want to link it. The methods are the same list as for customer payments. 3. Select **Record payment** at the bottom of the window to save it. ## What happens next The strip at the top of the order updates its **Invoiced**, **Paid** and **Not yet invoiced** figures, and the list's **Invoicing** and **Payment** tags follow. **Invoiced** and **Paid** include tax; **Paid** shows the **Balance payable** beneath it. When everything is invoiced and paid, select **Close purchase order**. ## Rules to know - Neither the invoice date nor the payment date can be later than today. - Billing more than the order's subtotal, or paying more than the invoices recorded or the order's total, is a warning, not a refusal. Check before you save. - Recoverable input tax is refused when your company was not registered for a tax it can claim back on the invoice date. - A supplier invoice with no attached file is tagged **No document**; the order shows **Without a document** with the count, and the list's **Supplier invoice without a document** filter finds such orders. - If the same supplier invoice number from the same supplier is on another live supplier invoice, the invoice's row is tagged **Duplicate supplier reference**, with links to the other orders. - To correct a recorded invoice or payment, choose **Edit** in its row's menu. **Void supplier invoice** and **Void payment** ask for a reason; a voided row stays listed and no longer counts. - Tax counted as cost raises the deal's actual cost; recoverable input tax does not. - Paying a supplier does not change the cost. Cost follows the supplier's invoice. ## Why it works this way **You type the supplier's figures, not your own.** The bill is the supplier's document. Copying its number, date, subtotal and tax exactly keeps your records in line with the supplier's statement, and lets your accountant trace every amount back to the paper. **Cost follows the bill, not the payment.** You owe the money from the day you are billed, and that is when the job's cost is known. Paying late changes your cash, not what the work cost you, so the deal's margin stays right whatever your payment terms. **The tax treatment decides whether tax is cost.** A company registered for GST claims input tax back in its return, so that tax costs it nothing in the end; a company that cannot claim it pays it as part of the cost. When you override the suggested treatment, the reason stays on record for your accountant. **Warnings, not refusals.** Suppliers add extras and split their bills. easySales flags an amount above the order so you check it, but lets you record what the supplier really billed. A voided bill stays listed with its reason, so the history of the order is complete. ## Work faster - **Let the subtotal fill itself.** The drawer starts the **Subtotal excluding tax** at what is not yet invoiced. For one bill covering the whole order, compare it with the paper and save. - **Attach the file as you record.** A bill saved without a file is tagged **No document**; the **Supplier invoice without a document** filter on the list finds the gaps before month end. See [Purchase orders](https://easysales.work/help/purchasing-delivery/purchase-orders/). - **Pay a deposit before the bill.** **Record payment** works before any supplier invoice is recorded; the order shows **Prepaid** until the bill arrives. - **Use the order's rate for a foreign-currency bill.** **Use PO rate** copies the rate fixed when the order was issued. See [Currency and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/). - **Build your payment run from the list.** Remove the **Month** from the filter bar, then filter **Payment** to **Unpaid** and **Part paid** to see the orders not yet paid in full. See [Lists and columns](https://easysales.work/help/getting-started/lists/). ## Examples **A bill above the order.** Lim & Co's purchase order to the carpentry workshop for the Harbour Café fit-out is for SGD 10,500.00 before tax. After an extra shelf, the workshop bills SGD 10,800.00 plus GST SGD 972.00 (9% of 10,800.00), SGD 11,772.00 in all. Mei Tan records the bill with the workshop's reference, attaches its PDF, and reads the warning that the invoices are SGD 300.00 more than the order. She checks the extra shelf and saves, with **Recoverable input tax**, since Lim & Co is registered for GST. The order now shows **Invoiced** SGD 11,772.00 and **Over-invoiced**, and the deal's actual cost goes up by SGD 10,800.00: the GST is claimed back, so it is not cost. When Lim & Co pays by bank transfer, Mei records SGD 11,772.00; easySales notes that this is more than the order's total of SGD 11,445.00 (10,500.00 plus GST 945.00), and the order reads **Paid**. **A deposit, then the bill.** Lim & Co orders a custom sofa for SGD 4,000.00 plus GST SGD 360.00, SGD 4,360.00 in all, and the maker asks for 30% up front. Mei records a payment of SGD 1,308.00 (30% of 4,360.00). easySales notes that no supplier invoice is recorded yet; she saves, and the order shows **Prepaid**. When the sofa arrives with the invoice for SGD 4,360.00, she records it, and the order shows **Part paid** with a balance payable of SGD 3,052.00 (4,360.00 − 1,308.00). She records that payment, the order reads **Paid**, and she closes it. ## Common questions - **Can I record a supplier invoice on a closed purchase order?** Yes. A closed order still takes supplier invoices and payments in its **Supplier invoices** and **Payments** sections; you do not need to reopen it. - **Can I pay a supplier before they send an invoice?** Yes. Record the payment on the issued order; it shows **Prepaid** until the supplier's invoice is recorded. - **The supplier sent one invoice for two purchase orders. How do I record it?** Record it on each order, with the same invoice number and only the part that belongs to that order. easySales warns that the number is already recorded and tags both rows **Duplicate supplier reference**. - **Is the GST on a supplier invoice part of my cost?** Only when you record it as **Non-recoverable tax (part of cost)**. Recoverable input tax is left out of the deal's cost. See [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/). - **How do I fix a supplier invoice I entered wrongly?** Choose **Edit** in its row's menu and correct it. If it does not belong on the order at all, choose **Void supplier invoice** and give a reason; it stays listed as voided. - **Which exchange rate does a foreign-currency supplier invoice use?** Your rate table's rate unless you type one; **Use PO rate** applies the order's rate. The invoice is recorded in the order's currency. - **Can I record a payment I have not made yet?** No. The payment date cannot be later than today, so record a payment once it has been made. ## Related - [Purchase orders](https://easysales.work/help/purchasing-delivery/purchase-orders/) - [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/) - [Opportunities](https://easysales.work/help/sales/opportunities/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) --- # Delivery orders > Use delivery orders in easySales to record goods handed over to a customer, track what is delivered and what remains, and turn deliveries into an invoice. Source: https://easysales.work/help/purchasing-delivery/delivery-orders/ A delivery order records what you hand over to a customer: the items, the quantities and the day they arrived. It has no prices. Use it when goods go out in several trips, when the customer signs for what they receive, or when you deliver before you invoice. For how deliveries and invoices relate, read [Deliveries and invoices](https://easysales.work/help/concepts/deliveries-and-invoices/). ## Where to find it Select **Delivery orders** in the sidebar. The list shows each order's **Number**, **Status**, **Date**, **Customer**, **Source**, **Invoice**, **Delivery Date**, **Delivered** and **Owner**; these columns are fixed. A draft has no number yet and reads **Draft delivery order**. The search box finds a delivery order number, a reference or a customer. The list opens on the **Period** **Last 90 days**: delivery orders dated in the last 90 days, and every draft. The note under the list gives the first date it shows. Remove the period from the filter bar to see every date, or choose a **Delivery order date** range in **Filters**. Other filters are **Status**, **Source**, **Migrated** and, if you see everyone's orders, **Owner**. Delivery orders brought in from your previous system carry a **Migrated** tag and arrive as **Issued**. Use **Migrated** › **Migrated only** to find them, or **Not migrated** to leave them out. An issued invoice and an Open or Accepted quotation show a **Delivery** card below the document: each line's delivered and remaining quantities, and links to its delivery orders. An account's page has a **Delivery orders** tab with that customer's delivery orders. ## What you can do - [Create a delivery order](https://easysales.work/help/purchasing-delivery/create-a-delivery-order/) from an invoice or a quotation with **Create delivery order** in its **Delivery** card, or on its own with **New delivery order**. - [Issue it and mark it delivered](https://easysales.work/help/purchasing-delivery/issue-and-deliver/), attach the customer's **Signed copy**, cancel it or delete a draft. - [Invoice delivered goods](https://easysales.work/help/purchasing-delivery/invoice-delivery-orders/): turn one or several delivery orders from a quotation, or standalone ones, into one draft invoice. - Mark many delivery orders delivered at once: tick them in the list and select **Mark delivered**. - [Print it](https://easysales.work/help/purchasing-delivery/issue-and-deliver/) with **PDF** on the delivery order's page: the items and quantities, with no prices, and a block for the customer to sign. ## Permissions You need **Delivery** **List** and **View** to see delivery orders, **Add** to create them, **Edit** to issue, change, deliver and cancel them, and **Delete** to delete a draft. With **Own records only** you work with the delivery orders you own, and you can create one only from an invoice or quotation you may edit. Marking several delivery orders delivered at once needs **Delivery** **Edit** at **All records**; **Create invoice** needs **Invoice** **Add**. ## Why it works this way **A delivered order is your proof of handover.** When a customer later says a cabinet never arrived, the delivered date, the name under **Received by** and the signed copy settle it. That is why a delivered order's lines lock: the paper the customer signed and your record must keep saying the same thing. **The list opens on recent work.** Drafts still need finishing and recent orders still need marking or invoicing, while older delivered orders seldom need anything. Opening on the last 90 days and every draft keeps the work in front of you; the full history is one click away. **Marking many at once needs the widest access.** The batch changes orders you may not have raised yourself, in one step. Only someone responsible for every delivery order can do it; anyone else marks their own orders one at a time, from each order's page. ## Work faster - **Search by the customer's reference.** The search box finds a delivery order by its number, a reference or the customer's name. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Find delivered orders to invoice.** Filter **Source** to **Quotation** or **Standalone** and **Status** to **Delivered**, then tick them and select **Create invoice**. See [Invoice delivered goods](https://easysales.work/help/purchasing-delivery/invoice-delivery-orders/). - **See one customer's deliveries.** The **Delivery orders** tab on the account lists them without any filter. See [Accounts](https://easysales.work/help/accounts/overview/). - **Close the day in one step.** When the drivers are back, tick the issued orders they delivered and select **Mark delivered**. See [Issue and deliver](https://easysales.work/help/purchasing-delivery/issue-and-deliver/). - **Keep standard delivery terms ready.** A default **Delivery Order** template fills the terms of every new delivery order. See [Standard templates](https://easysales.work/help/documents/standard-templates/). ## Examples **Closing a day's deliveries.** On 20 October Lim & Co's van drops off five delivery orders. Back at the office, Daniel Lim, whose role has **Delivery** **Edit** at **All records**, ticks the five in the **Delivery orders** list, selects **Mark delivered** and sets **Delivered on** to 20 October. One of them was still a draft, so the message reads *4 marked delivered, 1 skipped (not issued, or dated after the delivered date)*. He opens the draft, issues it and marks it delivered on its own page. **Finding last year's delivery.** Harbour Café asks for a copy of the delivery order for its bar counter, delivered in March of last year. Mei Tan types "Harbour" in the search box, removes the **Period** from the filter bar, and opens the order to select **PDF**. ## Common questions - **Can I mark several delivery orders as delivered at once?** Yes, with **Delivery** **Edit** at **All records**. Orders that are not issued, or dated after the **Delivered on** date, are skipped, and **Received by** is not recorded in a batch. - **Are delivery orders from my previous system included?** Yes. They carry a **Migrated** tag and arrive as **Issued**; use **Migrated** › **Migrated only** to find them. - **Can I choose the columns on the Delivery orders list?** No. The list has a fixed set of columns; use the filters and the search box to narrow it. - **Where can I see a customer's delivery orders?** On the account's **Delivery orders** tab, or on the **Delivery** card of the invoice or quotation they came from. - **Who can see a delivery order?** Anyone with **Delivery** **List** and **View**; with **Own records only**, only the delivery orders they own. ## Related - [Deliveries and invoices](https://easysales.work/help/concepts/deliveries-and-invoices/) - [Invoices](https://easysales.work/help/invoices/overview/) - [Quotations](https://easysales.work/help/quotations/overview/) - [Purchase orders](https://easysales.work/help/purchasing-delivery/purchase-orders/) --- # Create a delivery order > How to create a delivery order in easySales from an invoice or quotation, deliver part of an order, or make a standalone delivery order for a customer. Source: https://easysales.work/help/purchasing-delivery/create-a-delivery-order/ This page is for anyone who prepares the paperwork for a delivery. To see how a delivery order relates to invoices and quotations first, read [Deliveries and invoices](https://easysales.work/help/concepts/deliveries-and-invoices/). ## Before you start - You need **Delivery** **Add**. To deliver against an invoice or a quotation you also need to be able to edit it; with **Own records only**, that means your own. - From an invoice: the invoice is issued and not voided. - From a quotation: the quotation is **Open** or **Accepted**, and it is the current version. - Decide how much of each line goes out on this trip. You can split a line over several deliveries. ## Steps **From an invoice or a quotation** 1. Open the invoice or the quotation. 2. In the **Delivery** card below the document, select **Create delivery order**. 3. The dialog lists the lines with **Invoiced** (or **Quoted**), **Delivered** and **Remaining**. Every line with something left is ticked at what remains, services included. 4. Untick the lines that are not going out, and change **This delivery** for a part delivery. It cannot be more than **Remaining**. 5. Check **Deliver to** — the contact's shipping address, which you can change on the delivery order afterwards — and the **Delivery date**. 6. Select **Create delivery order**. The delivery order opens as a draft. **On its own** 1. Select **Delivery orders** in the sidebar, then **New delivery order**. 2. Choose the **Customer**, and the **Contact** if there is one. 3. Under **Items**, search for a product or type a description, and enter the **Qty**. Add the **Unit**, **Serial no.** or **Remark** where they help. Select **Add line** for the next item. 4. Fill in **Deliver to**, or leave it blank to use the contact's shipping address. 5. Select **Create delivery order**. ## What happens next The delivery order is a **Draft**. It has no number yet, but its quantities already count against the source, so nobody can deliver the same units twice. Open it to check the lines, then [issue it](https://easysales.work/help/purchasing-delivery/issue-and-deliver/). The source's **Delivery** card shows the new delivered and remaining quantities. ## Rules to know - A delivery order has no prices, tax or totals. - On a quotation, **Remaining** leaves out what has already been invoiced from it with **Raise invoice**. Deliver those goods from the invoice instead. - When an invoice has credit notes, the dialog warns you. Credit notes do not change what is left to deliver, so check the quantities yourself. - From a quotation with a billing plan, the delivery order is **Delivery only**: the plan's invoices bill the work. - A quantity takes up to four decimal places and must be more than zero. ## Why it works this way **The paper matches what the customer ordered.** A delivery order made from the invoice or quotation copies its lines, descriptions and units, so the customer signs for the same items they agreed to and are billed for. Nothing is retyped, so nothing is mistyped. **Every line starts ticked, services included.** easySales cannot know what fits on today's van. Starting from everything that remains and unticking what stays behind means a forgotten line is visible in the dialog, rather than missing from the paper. **Invoiced goods are delivered from the invoice.** Once a quotation's goods are on an invoice, the invoice is the document the customer pays against. Delivering from it keeps one count of what is delivered and what remains, so the quotation and the invoice never both show the same units waiting. ## Work faster - **Accept what remains for a full delivery.** The dialog opens with every remaining quantity filled in; check the **Delivery date** and select **Create delivery order**. - **Pick products on standalone lines.** A line typed without a product needs one chosen later under **Invoice as** before it can be invoiced. See [Invoice delivered goods](https://easysales.work/help/purchasing-delivery/invoice-delivery-orders/). - **Add serial numbers where customers ask.** A **Serial no.** prints in its own column, only when a line has one. See [Issue and deliver](https://easysales.work/help/purchasing-delivery/issue-and-deliver/). - **Insert your standard wording.** **Use a saved template** under **Terms and conditions** puts in a saved text. See [Standard templates](https://easysales.work/help/documents/standard-templates/). ## Examples **Lending sample books.** Orchard Dental wants to choose fabrics at its own clinic. Mei Tan selects **New delivery order**, chooses Orchard Dental as the **Customer**, and adds 3 fabric sample books and 1 tile board, with the **Remark** "Return by 30 October". Nothing is to be billed, so the standalone delivery order simply records what left the studio and who signed for it. **A quotation that is already invoiced.** Lim & Co raised INV-10000330 from Harbour Café's quotation for 6 pendant lamps. When Daniel Lim opens the quotation's **Delivery** card, the lamps show **Remaining** 0, because the invoice already covers them. He opens INV-10000330 instead, selects **Create delivery order** in its **Delivery** card, and the 6 lamps are offered. ## Common questions - **Can I create a delivery order without an invoice or quotation?** Yes. Select **New delivery order** in the **Delivery orders** list, choose the customer and add the lines yourself. - **Can I create a delivery order from a draft invoice?** No. Issue the invoice first; a draft invoice can still change, so there is nothing fixed to deliver against. - **Why is nothing left to deliver on my quotation?** Its lines are already delivered, or already invoiced with **Raise invoice**. Create the delivery order from the invoice. - **Can I deliver more than was invoiced?** No. **This delivery** cannot be more than **Remaining**. Put extra goods on a new invoice, or on a standalone delivery order. - **Can I change the delivery address?** Yes. Edit **Deliver to** on the delivery order; left blank, it uses the contact's shipping address. - **Do services have to go on a delivery order?** No. They are ticked so nothing is missed; untick any service you do not hand over. ## Related - [Delivery orders](https://easysales.work/help/purchasing-delivery/delivery-orders/) - [Issue and deliver](https://easysales.work/help/purchasing-delivery/issue-and-deliver/) - [Deliveries and invoices](https://easysales.work/help/concepts/deliveries-and-invoices/) - [Quotations and orders](https://easysales.work/help/knowledge/quotations-and-orders/) --- # Issue and deliver > Issue a delivery order in easySales, print it, mark it delivered with the date and who received it, attach the signed copy, and cancel or delete one. Source: https://easysales.work/help/purchasing-delivery/issue-and-deliver/ This page takes a delivery order from draft to delivered. For what each status means, read [Deliveries and invoices](https://easysales.work/help/concepts/deliveries-and-invoices/). ## Before you start You need **Delivery** **Edit** to issue, change, deliver and cancel a delivery order, and **Delivery** **Delete** to delete a draft. With **Own records only** you work with the delivery orders you own. ## Steps 1. Open the delivery order. The main button at the top follows its status. 2. On a **Draft**, select **Edit** to check the lines and the details, then **Issue**. It takes its number, by default starting `DO-`, and today's date, and the customer's details are fixed as they are now. 3. Hand the delivery order over with the goods, with the **Driver** and **Vehicle** filled in if you use them. 4. When the customer has the goods, select **Mark delivered**. Enter **Delivered on** — not before the delivery order date, not after today — and **Received by**, then select **Mark delivered**. 5. In the **Signed copy** card, select **Upload signed copy** to attach the signed paper or a photo of it. 6. To withdraw an issued or delivered order, choose **Cancel delivery order** in the **···** menu and give a **Reason**. To discard a draft, choose **Delete draft** instead. To mark many orders delivered at once, tick them in the **Delivery orders** list, select **Mark delivered** and enter the **Delivered on** date. Orders that are not issued, or that are dated after that day, are skipped, and the message tells you how many. **Received by** is not asked for in a batch; add it on each order afterwards. To hand an order to a colleague, choose **Change Owner** in the **···** menu; **Owner history** in the same menu lists its earlier owners. ## What happens next - **Issued**: the order has its number. You can still change its lines, within what remains to deliver, and its details. - **Delivered**: the lines are locked. Only **Driver**, **Vehicle**, **Remark** and **Received by** can still change. The order can now be [invoiced](https://easysales.work/help/purchasing-delivery/invoice-delivery-orders/) if it came from a quotation or stands alone; **Create invoice** becomes the main button. - **Cancelled**: the order stays in the list with its history and its reason, and its quantities go back to the invoice or quotation it came from. ## Print a delivery order Select **PDF** at the top of the page to open the delivery order in a new tab, on any status, a draft included. It needs **Delivery** **View**, and there is no Word download. The layout is the **Delivery order** design under **System settings** → **Document settings**: the built-in design, a form design or a Word file you upload. - It is headed DELIVERY ORDER and lists the items and quantities with no prices, tax or totals; a serial number column appears only when a line has one. - Deliver To is the order's delivery address, or the customer's billing address fixed at issue. - Header lines with no value, such as Driver or Vehicle, are left out. A draft has no number. - The receipt block — "Received the above in good order and condition", signature, name, date and company chop — stays on one page. Your design can reword it or leave it out. - A draft prints a red DRAFT stamp and a cancelled order CANCELLED; issued and delivered orders none. ## Rules to know - A delivery order needs at least one line before it can be issued. - A draft is deleted, never cancelled; an issued order is cancelled, never deleted. - An order turned into an invoice cannot be cancelled until that invoice is voided, deleted while it is still a draft, or the line is removed from it. - A line already invoiced cannot be removed, or lowered below the invoiced quantity, until the invoice is voided or its draft deleted. - A **Signed copy** can be attached only to a delivered order: PDF, image or Office files, at most ten. A cancelled order keeps its files to download, but no file can be added or removed. - The history tab records every change, the issue, the delivery and the cancellation. > **Caution** > > Cancelling cannot be undone. To deliver again, create a new delivery order. ## Why it works this way **A delivered order matches what the customer signed.** Once the goods are received, the customer's signed paper is the record both sides hold. Locking the lines keeps your copy identical to theirs; a wrong delivery is corrected by cancelling it and raising a new one, so both versions stay on file. **The delivered date is the day the goods arrived.** You may record it days later, so easySales asks for the real day, never in the future and never before the delivery order date. When you invoice the goods with **Create invoice**, that date fills the invoice's supply date where your tax settings show one, so the sale lands in the right period. **Issuing fixes the customer's details.** The paper that went out shows the address and contact as they were that day. A later change to the account does not rewrite a delivery already made, so a reprint still matches the signed copy. ## Work faster - **Print the draft to check it.** **PDF** works on a draft too, stamped DRAFT, so you can check the layout before you issue. - **Fill in Driver and Vehicle before printing.** Empty header lines are left off the paper, so add them first if the customer's site asks for them. - **Upload the signature from your phone.** Open the delivered order on a phone and select **Upload signed copy** to attach a photo of the signed paper. - **Mark a day's deliveries together.** Tick the issued orders in the **Delivery orders** list and select **Mark delivered**. See [Delivery orders](https://easysales.work/help/purchasing-delivery/delivery-orders/). - **Go straight to the invoice.** On a delivered order from a quotation or a standalone one, the main button is **Create invoice** until everything on it is invoiced. See [Invoice delivered goods](https://easysales.work/help/purchasing-delivery/invoice-delivery-orders/). ## Examples **A delivery from start to finish.** Mei Tan creates DO-10000040 from Harbour Café's invoice for 5 of its 8 bar stools. She fills in the **Driver**, issues the order and prints it for the van. The café manager, Jason Ong, signs for the stools on 20 October. Back at the studio, Mei selects **Mark delivered**, enters 20 October and "Jason Ong" under **Received by**, and uploads a photo of the signed paper. The invoice's **Delivery** card shows the stools as **Delivered** 5, **Remaining** 3 (8 − 5). **Correcting a delivered quantity.** The same afternoon, Mei learns that only 4 of the 5 stools on DO-10000040 arrived undamaged, and the café signed for 4. The lines are locked, so Mei cancels DO-10000040 with the reason "One stool damaged; 4 received". The 5 stools go back to the invoice, showing **Remaining** 8. She creates DO-10000041 for 4 stools, issues it and marks it delivered on 20 October, received by Jason Ong. The card now shows **Delivered** 4, **Remaining** 4 (8 − 4). ## Common questions - **Can I change a delivery order after it is delivered?** Only the **Driver**, **Vehicle**, **Remark** and **Received by**. To correct anything else, cancel it and create a new one. - **Can I record a delivery on an earlier date?** Yes. **Delivered on** takes any day from the delivery order date up to today. The delivery order date is the day it was issued, so issue it before the goods go out. - **Why can't I cancel a delivery order?** It has been invoiced with **Create invoice**. Void that invoice, or delete it while it is a draft, and then cancel the delivery order. - **How do I attach the customer's signature?** Once the order is delivered, select **Upload signed copy** in the **Signed copy** card: up to ten PDF, image or Office files. - **Can I print a delivery order before issuing it?** Yes. A draft prints with a DRAFT stamp and no number. - **Can I print a delivery order without the signature block?** Yes, if your **Delivery order** design leaves it out. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). ## Related - [Create a delivery order](https://easysales.work/help/purchasing-delivery/create-a-delivery-order/) - [Invoice delivered goods](https://easysales.work/help/purchasing-delivery/invoice-delivery-orders/) - [Delivery orders](https://easysales.work/help/purchasing-delivery/delivery-orders/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) --- # Invoice delivered goods > Turn one or several delivery orders into a draft invoice in easySales, invoice only part of a delivery, and see where the prices come from. Source: https://easysales.work/help/purchasing-delivery/invoice-delivery-orders/ When you deliver first and invoice afterwards, **Create invoice** turns your delivery orders into a draft invoice, so you do not retype the lines. For how the two documents meet, read [Deliveries and invoices](https://easysales.work/help/concepts/deliveries-and-invoices/). ## Before you start - You need **Invoice** **Add**, and **Delivery** **Edit** on each delivery order. - The delivery orders are **Issued** or **Delivered**, for one customer, and either all come from one quotation or all stand alone. For a quotation's orders you also need to be able to edit the quotation. - A delivery order raised from an invoice is already billed by that invoice and is not offered here. ## Steps 1. Open a delivery order and select **Create invoice**: the main button on a delivered order, in the **···** menu on an issued one. For several orders, tick them in the **Delivery orders** list and select **Create invoice** above the list. 2. The dialog lists each line with its **Delivery order**, **Item**, **Delivered qty** and **Invoice qty**. Every line still to invoice is ticked at what is left. 3. Untick a line, or lower its **Invoice qty**, to invoice only part of it now. 4. For standalone delivery orders, every ticked line typed without a product needs one: choose it under **Invoice as**. When the orders do not name one contact between them, choose the **Contact** the invoice is addressed to from the customer's contacts. 5. Check the **Invoice date**. 6. Select **Create draft invoice**. The new draft invoice opens. 7. Check the invoice and [issue it](https://easysales.work/help/invoices/issue-an-invoice/) when it is right. ## What happens next - The invoice is a **Draft**: nothing is billed until you issue it. - Lines from a quotation take the quotation's prices, tax, contact and currency. Standalone lines take the **List Price** of their product, or of the one chosen under **Invoice as**, when the product is priced in the invoice's currency: the customer account's currency, or your base currency when the account has none. A line with no such price comes in at zero, and easySales will not issue the invoice, or send it for approval, until you enter its price. - Where your tax settings show a supply date, the invoice's supply date is filled in from the delivered dates. You can change it on the draft. - Each delivery order shows how much of it is invoiced: **Not invoiced**, **Partly invoiced** or **Invoiced**. What you left out stays ready for a later invoice. ## Rules to know - A delivery order from a quotation with a billing plan shows **Delivery only**. Its invoices follow the plan, so **Create invoice** is not offered for it, and the dialog explains why if you select it in the list. - When the invoice would take the quotation past its total, easySales warns you first. Select **Create anyway** only if that is what you meant. - An invoice quantity takes up to two decimal places and cannot be more than what is left to invoice. - Voiding the invoice makes the delivered lines uninvoiced again, so you can invoice them again. ## Why it works this way **You bill what the customer received.** When goods go out in trips, invoicing from the delivery orders charges only the quantities that arrived, so every invoice line can be matched to a signed delivery. Customers query fewer invoices when each one agrees with the paper they signed. **Each delivered unit is invoiced once.** A delivery order remembers how much of each line is already on an invoice. You can invoice a delivery in parts, over several invoices, and the same units are never billed twice. **A draft first, because the prices come from elsewhere.** A delivery order has no prices, so the invoice takes them from the quotation or your product list. Starting as a draft gives you the chance to check every price and the tax before the customer is charged. ## Work faster - **Invoice a week of deliveries in one go.** Filter the **Delivery orders** list by **Status** **Delivered** and search for the customer, tick their orders and select **Create invoice**. See [Delivery orders](https://easysales.work/help/purchasing-delivery/delivery-orders/). - **Choose products when you deliver.** A standalone line with a product needs no **Invoice as** choice later. See [Create a delivery order](https://easysales.work/help/purchasing-delivery/create-a-delivery-order/). - **Keep list prices current.** Standalone lines are priced from each product's **List Price**, so a price kept up to date means no zero lines to fix. See [Create a product](https://easysales.work/help/products/create-a-product/). - **Invoice on the day you deliver.** An issued order can be invoiced before it is marked delivered, from its **···** menu. See [Invoice on time](https://easysales.work/help/playbook/invoice-on-time/). ## Examples **Two standalone deliveries on one invoice.** Lim & Co delivered 4 seat cushions to Marina Physio on DO-10000044 and 6 blackout blinds on DO-10000046; the blinds were typed in without a product. Daniel Lim ticks both orders and selects **Create invoice**. The orders name different contacts, so he chooses Karen Lee as the **Contact**, and under **Invoice as** he picks the blackout roller blind product. At the list prices of SGD 85.00 and SGD 120.00, the draft bills SGD 340.00 (4 × 85.00) plus SGD 720.00 (6 × 120.00), SGD 1,060.00 before tax; with GST at 9% (SGD 95.40) it comes to SGD 1,155.40. **Invoicing what has arrived so far.** Lim & Co's quotation for Marina Physio has 12 storage cabinets at SGD 450.00 and no billing plan. By the end of the month two delivery orders from it, for 4 and 3 cabinets, are delivered. Mei Tan ticks both and selects **Create invoice**: the draft bills 7 cabinets, SGD 3,150.00 (7 × 450.00), GST SGD 283.50, SGD 3,433.50 in all. The other 5 cabinets stay on the quotation, to be delivered and invoiced later. ## Common questions - **Why is Create invoice missing on my delivery order?** The order was raised from an invoice, is **Delivery only** under a billing plan, is already fully invoiced, or is a draft or cancelled. Your role also needs **Invoice** **Add**. - **Can I invoice part of a delivery order?** Yes. Lower the **Invoice qty**, or untick the line; what you leave out stays ready for a later invoice. - **Can I invoice delivery orders for different customers together?** No. One invoice is for one customer, so create one invoice per customer. - **Can I put quotation and standalone delivery orders on one invoice?** No. One invoice comes from the delivery orders of one quotation, or from standalone delivery orders only. - **Why is a line on my invoice priced at zero?** It came from a standalone delivery order and its product has no **List Price** in the invoice's currency. Enter the price on the draft before you issue it. - **Can I invoice a delivery order before it is delivered?** Yes. An **Issued** order can be invoiced from the **···** menu on its page. - **What happens to the delivery orders if I void the invoice?** Their lines become uninvoiced again, and you can invoice them afresh. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). ## Related - [Deliveries and invoices](https://easysales.work/help/concepts/deliveries-and-invoices/) - [Issue and deliver](https://easysales.work/help/purchasing-delivery/issue-and-deliver/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Billing plan](https://easysales.work/help/quotations/billing-plan/) - [When to issue an invoice](https://easysales.work/help/knowledge/when-to-issue-an-invoice/) --- # Statuses > What each quotation, invoice, credit note, receipt, refund, recurring invoice, approval, lead, opportunity and purchase order status means, and what you can do next. Source: https://easysales.work/help/reference/statuses/ Use this page to look up a status you see on a record and what you can do with it next. ## Quotations | Status | Means | What you can do next | |---|---|---| | **Draft** | Not finalised; has a draft number, by default starting `QD-`. | Edit, preview, copy or delete it; **Finalise** it to give it its `QN-` number. See [Finalise a quotation](https://easysales.work/help/quotations/finalise-a-quotation/). | | **Open** | The customer has not decided yet. | Edit it until an invoice raised from it is issued; **Revise** it; **Accept** or **Reject** it; raise an invoice; mark it as sent. | | **Accepted** | The customer accepted. Closed and read-only. | Raise invoices from it; **Revise** it while no invoice from it is issued; preview the PDF. | | **Rejected** | The customer declined. Closed and read-only. | Preview the PDF, or copy it into a new draft. It cannot be invoiced. See [Accept or reject](https://easysales.work/help/quotations/close-a-quotation/). | | **Superseded** | An old version, replaced by a revision numbered `-R1`, `-R2` and so on. Read-only. | Preview the PDF, which carries a SUPERSEDED watermark; open the newer version from **Versions**. It cannot be invoiced. See [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/). | An **Open** quotation's header also reads **Not sent**, or **Sent** with the date once you mark it as sent. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). A quotation also shows an **Invoicing status**, which counts issued invoices against its **Contract sum (before tax)**: | Invoicing status | Means | |---|---| | **Not invoiced** | No invoice raised from it has been issued. | | **Partially invoiced** | Issued invoices cover the percentage shown. | | **Fully invoiced** | Issued invoices cover the whole contract sum. | | **Over-invoiced** | Issued invoices pass the contract sum by the percentage shown. | ## Invoices easySales sets an invoice's status from its balance due; you never set it yourself. | Status | Means | What you can do next | |---|---|---| | **Draft** | Not issued yet; has a proforma number, by default starting `PF-`. | Edit, preview, issue or delete it. | | **Unpaid** | Issued; nothing paid, credited or written off. | Record a payment, issue a credit note, write off a bad debt. Cancel it while it has no payments, credit or write-off. | | **Partial Paid** | Part settled by payments, credit notes or a write-off; a balance is still due. | Record the rest, credit it, or write off the rest as a bad debt. | | **Paid** | Nothing due, and at least one payment took part. Also when part is paid and the rest credited, or a small difference written off. | Credit it if goods come back; remove a payment recorded in error. | | **Credited** | Nothing due; credit notes alone cleared it. | Nothing to collect. | | **Written off** | Nothing due, and some of it is still written off as a bad debt. The customer still owes it. | **Record recovery** when money arrives; **Reverse** a write-off entered in error. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). | | **Cancelled** | Cancelled with **Cancel invoice**; a **Reversal** credit note reverses it. It keeps its number. | Open and read it, or copy it into a new draft. | The status can move back: removing a payment, cancelling a credit note or recording a recovery changes the balance, and the status follows. ## Credit notes | Status | Means | What you can do next | |---|---|---| | **Draft** | No number yet; no effect on the invoice. | Edit, print, issue or delete it. | | **Issued** | Numbered, by default starting `CN-`, and applied to its own invoice up to what that invoice still owes. | Apply or unapply its **Remaining** credit, refund it, or cancel it. | | **Cancelled** | Kept on record; its credit taken back. | Read and print it only. | An issued credit note cannot be cancelled while a refund from it stands. The **Reversal** credit note of a cancelled invoice cannot be cancelled at all. ## Approval When your company's rules hold a quotation, invoice or credit note for approval, it shows **Pending approval**. It keeps the status **Draft**, has no number and changes no balance. Its **Approval record** shows the request: | Request | Means | What happens to the document | |---|---|---| | **Pending** | Waiting for an approver. | Locked: withdraw the request to change or delete it. | | **Approved** | An approver selected **Approve and issue**. | Issued, or for a quotation finalised, in the same step, and given its number. | | **Returned** | An approver sent it back with a reason. | A draft again, for its author to change. | | **Withdrawn** | Its author, or someone who can edit it, withdrew the request. | A draft again; it can be submitted again later. | See [Document approval](https://easysales.work/help/quotations/document-approval/). ## Receipts and refunds | Status | Means | What you can do next | |---|---|---| | **Active** (receipt) | Its payments count on the invoices it paid. | Download the PDF, allocate or refund **Unapplied** money, void it. | | **Voided** (receipt) | Its payments were taken off the invoices. It keeps its number. | Read it; its PDF prints VOID. | | **Completed** (refund) | Money was paid back. | Void it if it was recorded in error. | | **Voided** (refund) | The amount went back to where it came from. | Read it only. | A receipt cannot be voided while a refund from it stands: void the refund first. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). ## Recurring invoices | Status | Means | What you can do next | |---|---|---| | **Active** | A draft invoice is raised for each period, automatically or by a person. | Edit, **Pause** or **End** it; generate or skip a period. | | **Paused** | Nothing is raised. A period that falls due meanwhile waits for a person. | **Resume** it, then generate or skip each waiting period; or **End** it. | | **Ended** | No further period is raised, by the schedule or by hand. Invoices already issued stay. | Read it, or select **Copy to a new recurring invoice**. Ending cannot be undone. | See [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/). ## Leads | Status | Means | What you can do next | |---|---|---| | **New** | Just recorded, or just arrived from a web form or an import. | Contact the person and log it; change the status as you go. | | **Contacted** | You have reached the person. | Ask your qualifying questions; set **Qualified** or **Disqualified**. | | **Qualified** | The need and the budget are real. | Select **Convert lead**. See [Convert a lead](https://easysales.work/help/sales/convert-a-lead/). | | **Disqualified** | Closed without converting, with a **Disqualification reason**. | Set an open status again if they come back, or deactivate it. | | **Converted** | Became a customer account. Read-only. | Open the account, contact or opportunity it became. It cannot be converted again. | You choose **New**, **Contacted**, **Qualified** or **Disqualified** on the lead; only converting sets **Converted**. See [Leads](https://easysales.work/help/sales/leads/). ## Opportunities | Status | Means | What you can do next | |---|---|---| | Open | The deal is on one of your pipeline's stages. | Move it between stages; mark it won or lost. | | **Won** | The deal closed in your favour. The close date is recorded and the probability becomes 100%. | Select **Reopen** and choose an open stage. | | **Lost** | The deal fell through, with a reason. The close date is recorded and the probability becomes 0%. | Reopen it the same way; it keeps its reason. | The stages between open and closed are your own. Set them under **System settings**, **Sales pipeline**; **Won** and **Lost** are fixed and always come last. See [Pipeline board](https://easysales.work/help/sales/pipeline-board/). ## Purchase orders | Status | Means | What you can do next | |---|---|---| | **Draft** | Being prepared; no purchase order number yet. | Edit it, **Issue purchase order** or delete it. | | **Issued** | Has its number; the supplier is fixed, and the lines are fixed once a supplier invoice is recorded. | Mark it as sent, record supplier invoices and payments, **Close purchase order**, or **Cancel purchase order** once it has no supplier invoices or payments left. | | **Closed** | Finished. | Read it, or reopen it with **Reopen purchase order**. | | **Cancelled** | An issued order no longer wanted. | Read it; it cannot be reopened. | See [Purchase orders](https://easysales.work/help/purchasing-delivery/purchase-orders/). ## Common questions - **Can I change an invoice's status by hand?** No. easySales sets it from the balance due, so it moves when you record or remove a payment, issue or cancel a credit note, or write off or recover a bad debt. See [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/). - **Why does an invoice say Written off when the customer still owes it?** A bad-debt write-off takes the debt out of your outstanding balance, not out of what the customer owes. When they pay, select **Record recovery**. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). - **Is Pending approval a status?** No. It marks a draft held for approval: the document stays a **Draft**, with no number, until an approver selects **Approve and issue**. - **Why does an issued credit note still show Remaining credit?** It is applied to its own invoice only up to what that invoice still owes. The rest stays **Remaining**, to apply to another invoice or refund. See [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/). - **What is the difference between Cancelled and Voided?** Invoices, credit notes and purchase orders are cancelled; receipts and refunds are voided. Either way the record keeps its number and stays on record. See [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/). - **Can I reopen a won or lost opportunity?** Yes. Open it, select **Reopen** and choose an open stage; a lost deal keeps its reason. See [Pipeline board](https://easysales.work/help/sales/pipeline-board/). ## Related - [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) - [Quotations](https://easysales.work/help/quotations/overview/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Payments](https://easysales.work/help/payments/overview/) - [Glossary](https://easysales.work/help/reference/glossary/) --- # Permissions > easySales role permissions explained: modules, actions, the three access levels, role controls, standard roles, and why a record or button is missing. Source: https://easysales.work/help/reference/permissions/ Your role decides what you can see and do in easySales. Use this page to read a role and to work out why something is missing for you. To set up roles, see [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). ## The levels | Level | Means | |---|---| | **No access** | You cannot do it at all. | | **All records** | You can do it on every record in your company. | | **Own records only** | You can do it on the records you own, plus those your company's sharing settings or an account team open to you. | Who owns a record depends on the module: the **Account Owner** of an account, the **Contact Owner** of a contact, the **Salesperson** of a quotation, invoice or credit note. ## The actions | Action | Lets you | |---|---| | **List** | See the module's list. | | **View** | Open a record. | | **Add** | Create a record. | | **Edit** | Change a record, and act on it — for invoices, issue, record and remove payments, refund and cancel. | | **Delete** | Delete or deactivate a record. | ## The modules The Roles screen shows up to 25 modules, by these names. Once your company's activity permissions have been converted, seven of them — **Task**, **Note**, **Event**, **Call Log**, **Email**, **SMS** and **Appointment** — are hidden, and **Activities** has a section of its own (below). A module that is not switched on for your company is not shown either. | Module | Where it applies | |---|---| | **Account**, **Contact** | **Accounts**, **Contacts** | | **Lead**, **Lead Pool**, **Campaign** | **Leads**, lead pools and campaigns | | **Opportunity** | **Opportunities** | | **Quote** | **Quotations** | | **Invoice** | **Invoices**, with their payments, receipts, refunds and recurring invoices | | **Credit Note** | **Credit notes** | | **Purchase**, **Delivery** | **Purchase orders**, **Delivery orders** | | **Contract** | Service contracts; not switched on in easySales, so the row is not shown | | **Product** | **Products** | | **Task**, **Note**, **Event**, **Call Log** | The older rows for tasks, notes, the calendar and call logs; hidden once **Activities** replaces them | | **Email**, **SMS** | The older rows for emails and SMS messages in a record's activities; hidden once **Activities** replaces them | | **Dashboard** | The cards on the **Dashboard**, and **Team management** | | **Report** | **Reports**; takes only **View**. Each report also needs its documents' own permission, see [Reports](https://easysales.work/help/reports/overview/) | | **User** | **User accounts** | | **System** | **System settings**, and **Usage** and **Modules** on the **Licence** page; takes only **No access** or **All records** | | **Appointment**, **HRM** | No screen in easySales; **Appointment** is hidden once **Activities** replaces the older rows | ## Activities The **Activities** row does not use the three levels above. It has its own: | Level | Lets you | |---|---| | **No access** | See no activities. | | **View** | Read the activities on records and in spaces you can see. | | **View and post** | Read them, and post activities and replies. | The **Manage others’ activities** switch beside it lets its holder edit and delete activities other people wrote, restore deleted ones, move threads and change who is in a space. Which activities you read always depends on the records and spaces you can see — see [Who can see activities](https://easysales.work/help/activities/who-can-see/). ## Role controls These are switches on a role, beside the modules. Each works on your whole company. **Transfer Records** has a switch of its own; **Use the AI assistant** and **Use AI chat** are under **AI assistant**; the rest are under **Role administration**. | Control | Lets its holder | |---|---| | **Transfer Records** | Transfer any record in your company to another owner. | | **Manage custom roles** | Create, edit and turn off custom roles. | | **Assign roles** | Give a standard or custom role to another user. | | **Write off small payment differences** | Write off a small balance left at payment, up to the limit under **System settings** → **Receipts & write-offs**. | | **Write off bad debts** | Write off a balance the customer will not pay, reverse such a write-off and record a recovery. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). | | **Forfeit security deposits** | Keep a customer's refundable security deposit, in whole or in part, as compensation for their breach, and reverse a forfeiture entered in error. Needs **Invoice** **View** and **Edit** at **All records**. | | **Approve quotations**, **Approve invoices**, **Approve credit notes** | Approve and issue a document your company's approval rules hold, or return it to its author with a reason; only documents the holder can view. Shown when your licence includes document approval. See [Document approval](https://easysales.work/help/quotations/document-approval/). | | **Import data** | Import accounts, contacts and products from a spreadsheet, see the import history and undo an import. Each row still needs permission to add that kind of record. See [Data import](https://easysales.work/help/administration/data-import/). | | **Bulk export documents** | Download invoices and credit notes in bulk: files for Xero or QuickBooks Online, the easySales Excel workbook and invoice PDFs. Needs **All records** on the documents exported. See [Accounting export](https://easysales.work/help/invoices/accounting-export/). | | **Export lists to Excel** | Download a list as an Excel file: the rows of the current filter, in the columns shown, and only the records and fields the holder can already see. Takes a level: **All records**, or **Own records only** for what the holder's own list shows. The standard **Administrator** role has it; other roles start without it. See [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/). | | **Set sales targets** | Under **Team management**: set the monthly sales targets of the people in the holder's team (**My team**: their reports and the teams they lead, never their own) or of anyone (**Whole company**). Shown when your plan includes Team management. See [Sales targets](https://easysales.work/help/team/sales-targets/). | | **Manage notification settings** | Open or close email for the whole company, set the company's default delivery rules, and set the days for the **To do** reminders about quotations. | | **Manage sign-in security** | Set the company's two-step verification policy: off, optional or required, the grace period, asking at every sign-in, and email codes. | | **Manage activity sub-types** | Add, rename, reorder and deactivate the company's activity sub-types, choose each kind's default, and decide whether a sub-type counts as customer contact. | | **Manage AI assistant settings** | Switch the AI assistant on or off for the company, set the monthly budget and each person's monthly cap, decide whether sensitive fields may be used, and see usage by user. See [AI settings](https://easysales.work/help/administration/ai-assistant-settings/). | | **Use the AI assistant** | Ask [@easy](https://easysales.work/help/activities/ask-easy/) by mentioning it in an activity. Off for every role until you turn it on, and it needs **View and post** on **Activities**. | | **Use AI chat** | Ask the built-in AI assistant in the private [AI chat](https://easysales.work/help/activities/ai-chat/) panel and point at records with **#**. A switch, not a level: on or off. Administrators have it; the **Viewer** role and every custom role start without it. It needs nothing on **Activities**, and the chat reads only what the person's own permissions allow. | A control keeps the module permissions it depends on switched on, listed under **Required permissions are kept on**. ## The standard roles | Role | Grants | |---|---| | **Administrator** | Every module, action and control at **All records**. | | **Viewer** | **List** and **View** at **Own records only** on **Account**, **Contact**, **Quote**, **Invoice** and **Credit Note**, and **View** on **Activities**; nothing else, so no dashboard tiles. | Neither can be changed. Every other role is a **Custom Role**. ## Why can't I see it? | Reason | How to tell | Who can fix it | |---|---|---| | Your role gives **No access** to that module or action. | The sidebar entry or button is missing for you, not for a colleague. | Someone with **Assign roles** or **Manage custom roles**. | | Your role is **Own records only** and the record is not yours. | A colleague with **All records** can see it. | Someone with **Transfer Records**, by changing the owner; or sharing, below. | | The sharing settings keep that module's records private. | The record belongs to someone outside your team. | Someone with **System** **Edit**, under **System settings** → **Sharing & teams**. | | A control is missing from your role. | A button such as **Write off as bad debt…** or **Approve and issue** is missing, though you can edit the record. | Someone with **Assign roles** or **Manage custom roles**. | | Your company's licence does not include the module. | The module is missing for everyone, and **Licence** shows **Not included** beside it. | easySales. | | The module is not switched on in easySales yet. | Some modules, such as delivery orders, are missing for everyone. | Nobody in your company; your role is not the cause. | Which modules your company has depends on its licence: the **Licence** page lists them under **Modules**, each **Enabled** or **Not included**. See [Your Licence](https://easysales.work/help/administration/licence/). ## Common questions - **What does Own records only mean?** You reach the records you own — as **Account Owner**, **Contact Owner** or **Salesperson** — plus those your company's sharing settings or an account team open to you. Each module has its own level. See [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/). - **Why can I open an account but not its invoices?** Each module has its own level. Your role may reach the **Account** but give **No access** or **Own records only** on **Invoice**. - **Can I change the Administrator or Viewer role?** No. Create a **Custom Role** with the permissions you need, and assign it instead. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Why can't I switch off a permission on a role?** A control that is on keeps the module permissions it needs, listed under **Required permissions are kept on**. Switch the control off first. - **Can a manager give someone more access than they have?** No. Someone who is not an **Administrator** can create, edit or assign only roles that grant no more than their own, and nobody can change their own role. ## Related - [Roles and sharing](https://easysales.work/help/concepts/roles-permissions-and-sharing/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/) - [Statuses](https://easysales.work/help/reference/statuses/) - [Sensitive fields](https://easysales.work/help/administration/sensitive-fields/) --- # Glossary > What easySales terms mean — account, quotation, invoice, receipt, credit note, refund, unapplied money, deposit, write-off, outstanding balance and more. Source: https://easysales.work/help/reference/glossary/ The words easySales uses, in alphabetical order. Where a page explains a word in full, the entry links to it. | Term | Meaning | |---|---| | **Account** | A customer — a company (**Business**) or a person (**Personal**). See [Accounts](https://easysales.work/help/accounts/overview/). | | **Account Owner** | The colleague responsible for an account. See [Change the owner](https://easysales.work/help/accounts/ownership/). | | **Account Team** | Colleagues who work on one account beside its owner, and can reach it. See [Account details](https://easysales.work/help/accounts/account-details/). | | **Administrator** | The standard role that holds every permission for your whole company. | | **Allocate** | Put a receipt's unapplied money onto invoices, with **Allocate to invoices** on the receipt. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). | | **Approval** | Your company's rule that holds some quotations, invoices or credit notes before they are issued. A held document shows **Pending approval**, stays a draft with no number, and is issued when an approver selects **Approve and issue**; **Return** sends it back to its author. See [Document approval](https://easysales.work/help/quotations/document-approval/). | | **Available credits** | In the **Record payment** dialog, the account's credit notes and unapplied money in the receipt's currency, which you can use on the invoices you are paying. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). | | **Bad debt** | An invoice balance you do not expect to collect, taken out of your outstanding balance with **Write off as bad debt…**. The customer still owes it. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). | | **Bad debt relief** | The tax on a written-off debt that you may claim back. The **Bad debt relief** panel says whether and from when, under the country confirmed in **System settings** → **Tax**. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). | | **Balance due** | What a customer still owes on an invoice, after payments, credit and any write-off. See [Outstanding balance](https://easysales.work/help/concepts/outstanding-balance-and-payments/). | | **Bank charges** | A fee the bank took from a customer's payment, recorded on the receipt. See [Record payment differences](https://easysales.work/help/payments/payment-differences/). | | **Base currency** | The currency your company keeps its books in. Account balances, statements and reports are totalled in it. See [Currency and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/). | | **Billing plan** | A quotation's invoices set out in advance — deposit, stages or periods — with each one's status. See [Billing plan](https://easysales.work/help/quotations/billing-plan/). | | **Cancel invoice** | Cancel an issued invoice that has no payments, credit or bad-debt write-off; easySales issues a **Reversal** credit note for it and the invoice becomes **Cancelled**. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). | | **Closing balance** | What an account owes at the end of a statement's period: **Opening balance** + **Invoiced** − **Payments** − **Credit notes** − **Adjustments**. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). | | **Committed cost** | Purchase orders issued for a deal that the supplier has not billed yet. See [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/). | | **Contact** | A person at an account. See [Contacts](https://easysales.work/help/contacts/overview/). | | **Contact Owner** | The colleague responsible for a contact. | | **Contract sum (before tax)** | A quotation's total before tax, which its **Invoicing status** counts issued invoices against. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). | | **Copy** | Start a new, independent draft from an existing quotation or invoice; the original does not change. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/) and [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/). | | **Credit note** | A numbered document that reduces what one issued invoice charges. See [Credit notes](https://easysales.work/help/credit-notes/overview/). | | **Custom Role** | A role your company creates and names itself. | | **Customer code** | The code easySales gives each new account, by default starting `C-`. The prefix is set under **System settings**, **Company**. | | **Customer credit** | Money a customer has with you that no invoice has used yet: unapplied money and credit notes' remaining credit. A statement whose balance is below zero shows **Customer credit**. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). | | **Deactivate** | Take a record out of use while keeping it on record. On accounts, contacts and quotations the menu item reads **Delete**. | | **Deposit** | An invoice for an advance on a quotation, raised with **Raise invoice** → **Deposit**. Later invoices take it off with a **Deposit deduction**. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). | | **Draft** | An invoice, credit note or purchase order not yet issued, or a quotation not yet finalised. See [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/). | | **Due date** | The day an invoice is to be paid by; a payment term such as `NET 30` fills it in. From the next day the invoice is overdue. See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). | | **Exchange gain or loss** | On a foreign-currency payment, the difference between its value at the invoice's rate and what reached your bank in your base currency. Shown on the receipt as **Exchange gain/(loss)**. See [Exchange differences](https://easysales.work/help/payments/exchange-differences/). | | **Finalise** | Give a draft quotation its `QN-` number and make it **Open**. See [Finalise a quotation](https://easysales.work/help/quotations/finalise-a-quotation/). | | **Forfeit** | Keep a customer's security deposit, in whole or in part, as compensation for their breach. See [Forfeit a deposit](https://easysales.work/help/payments/forfeit-a-deposit/). | | **Gross margin** | A deal's revenue less its cost, as a percentage of revenue. See [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/). | | **Invoice** | A request for payment for a confirmed sale. See [Invoices](https://easysales.work/help/invoices/overview/). | | **Invoicing status** | How much of a quotation issued invoices cover, from **Not invoiced** to **Fully invoiced**. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). | | **Issue** | Give a draft its number and lock what it charges. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). | | **Lead** | A possible customer you have not yet qualified. See [Leads](https://easysales.work/help/sales/leads/). | | **Licence** | Your company's easySales subscription: its own separate workspace, plan, limits and modules. See [Your Licence](https://easysales.work/help/administration/licence/). | | **Merge** | Join a duplicate account into the one you keep, with **Merge duplicate account…**. The duplicate is deleted, and a merge cannot be undone. See [Merge accounts](https://easysales.work/help/accounts/merge-accounts/). | | **Opening balance** | What an account owed at the start of a statement's period. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). | | **Opportunity** | A deal you are working on, which can hold several quotations. See [Opportunities](https://easysales.work/help/sales/opportunities/). | | **Outstanding** | What is still owed on issued invoices — in the invoice lists, per invoice when you record a payment, and in total on an account. On one invoice's page it is its **Balance due**. | | **Overdue** | Still owed after the due date. An invoice is overdue from the day after its due date until it is paid, credited or written off. See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). | | **Overpayment** | Money on a receipt beyond the invoices it pays, held on the account to allocate to invoices later or refund. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). | | **Payment term** | The time a customer has to pay, such as `NET 30`, or `COD` for the invoice date. It sets an invoice's due date from the invoice date. The invoice's own term wins, then the customer's, then the company default. See [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/). | | **Prepayment** | Money paid in advance for goods or services not yet invoiced, held on the account as customer credit. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). | | **Proforma number** | The number a draft invoice carries before it is issued, by default starting `PF-`. | | **Progress claim** | An invoice for a share of a quotation's contract sum, for work done. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). | | **Prompt-payment discount** | A discount a customer takes for paying early. It is settled on the receipt with a credit note applied to the invoice. See [Record payment differences](https://easysales.work/help/payments/payment-differences/). | | **Purchase order** | What you send a supplier to buy goods or services; it records what the supplier bills and what you pay. See [Purchase orders](https://easysales.work/help/purchasing-delivery/purchase-orders/). | | **Quotation** | An offer to a customer before anything is owed. See [Quotations](https://easysales.work/help/quotations/overview/). | | **Receipt** | A record of money received from one account, which can pay several invoices. See [Payments](https://easysales.work/help/payments/overview/). | | **Recovery** | Money received on a debt after it was written off, recorded with **Record recovery**. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). | | **Recurring invoice** | A schedule that raises a draft invoice for every period — each week, month, quarter or year — for you to check and issue. See [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/). | | **Refund** | Money paid back to a customer from a receipt's unapplied money or a credit note's remaining credit. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). | | **Remaining** | Credit on an issued credit note not yet applied or refunded. | | **Reversal** | The credit note reason easySales uses when you cancel an invoice. | | **Revise** | Replace a quotation with a new version numbered `-R1`, `-R2` and so on; the old version becomes **Superseded**. See [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/). | | **Role** | The set of permissions a user has. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). | | **Salesperson** | The colleague who owns a quotation, invoice or credit note. | | **Security deposit** | Refundable money held for a customer against something they must return or do. It is not customer credit and not part of the account balance. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). | | **Sharing rule** | A rule that shares one team's records with another team. See [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). | | **Staged invoicing** | Billing one quotation over several invoices: a deposit, progress claims, the remaining amount or chosen lines. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). | | **Standard Role** | A role every company has and cannot change: **Administrator** or **Viewer**. | | **Statement of account** | A PDF of an account's invoices, payments and credit notes over a period you choose, from **Statement** on the account. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). | | **Superseded** | The status of an old quotation version replaced by a revision. It is read-only and cannot be invoiced. | | **Supplier invoice** | A supplier's bill, recorded against a purchase order; it is the deal's actual cost. See [Supplier invoices](https://easysales.work/help/purchasing-delivery/supplier-invoices/). | | **Tax Registration No.** | A customer's tax registration number, kept on the account and copied onto an invoice when it is issued. See [Account details](https://easysales.work/help/accounts/account-details/). | | **Team** | A group of users. With **Team** access, everyone on the same team as the owner reaches the record; a **Team Leader** also reaches the teams below. See [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/). | | **Total Outstanding** | The total balance due of the invoices a list shows under your filter, added up without converting currencies. See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). | | **Transfer Records** | A role switch that allows transferring any record in your company to another owner. See [Transfer records](https://easysales.work/help/administration/transfer-records/). | | **Unapplied** | Money on a receipt not yet allocated to any invoice. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). | | **Unapply** | Take a credit note's credit off an invoice it was applied to; the amount returns to **Remaining**. See [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/). | | **Viewer** | The standard role that can list and view its own accounts, contacts, quotations, invoices and credit notes, and read activities. | | **Void** | Cancel a receipt or a refund recorded in error, keeping it on record with its number. Invoices are not voided: see **Cancel invoice**. See [Receipts](https://easysales.work/help/payments/receipt-pdf/). | | **Write off** | Take an amount off what is owed: a small difference at payment, or a bad debt. See [Record payment differences](https://easysales.work/help/payments/payment-differences/) and [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). | | **Written off** | The status of an invoice with nothing due while a bad debt is still written off. The customer still owes it. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). | ## Related - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Statuses](https://easysales.work/help/reference/statuses/) - [Permissions](https://easysales.work/help/reference/permissions/) - [Questions and answers](https://easysales.work/help/reference/faq/) --- # Country tax & invoice rules > A side-by-side matrix of sales tax, tax invoice, deposit, bad-debt and e-invoicing rules in each country easySales supports or plans to support, with sources. Source: https://easysales.work/help/reference/country-tax-rules/ Use this matrix to compare the sales-tax and invoicing rules that apply in each country at a glance. easySales currently supports Singapore, Malaysia, Hong Kong, Australia, New Zealand, Brunei and Japan; the other countries listed are planned. For more detail, see the page for your country: [Singapore](https://easysales.work/help/reference/tax-singapore/), [Malaysia](https://easysales.work/help/reference/tax-malaysia/), [Japan](https://easysales.work/help/reference/tax-japan/), [Hong Kong](https://easysales.work/help/reference/tax-hong-kong/), [Australia](https://easysales.work/help/reference/tax-australia/), [New Zealand](https://easysales.work/help/reference/tax-new-zealand/) or [Brunei](https://easysales.work/help/reference/tax-brunei/). This is a general guide, not tax advice. Check with your accountant or the tax authority before you rely on it. ## Rules by country On a phone, scroll the table sideways. "tbc" marks a point that has not been confirmed yet. | Country | Tax and rates | Registration | Heading wording | Number / fields | Local-currency amount | Tax point | Deposits, forfeiture — rule (for reference) | Bad-debt relief | E-invoicing | easySales | |---|---|---|---|---|---|---|---|---|---|---| | Singapore (SG) | GST 9% (8% in 2023) | tbc | "Tax Invoice" required | Number required; simplified invoice up to S$1,000; credit note cites original and reason | SGD equivalent required | Earlier of invoice or payment; invoice within 30 days | Security deposit not taxed; forfeited on early termination: outside GST | Written off, 12 months unpaid or insolvent; claim within 5 years | InvoiceNow (PINT SG), phased | Supported | | Malaysia (MY) | Service tax 8% (6% listed services, from 2024-03-01, tbc); sales tax 10% / 5% (tbc) | Separate service and sales tax registrations; threshold tbc | Not prescribed | Serial number required; invoice within 1 year of service; credit note cites original and reason | MYR at selling rate | Services: on payment (due after 12 months unpaid); sales tax: on sale | Refundable deposit: no e-invoice; forfeited: service tax depends on whether anything was supplied, e-invoice still needed | Refund of tax paid, written off, within 6 years of paying | MyInvois, phased; turnover under RM3m exempt | Supported | | Hong Kong (HK) | No sales tax or VAT | — | — | Not required; registered company name on invoices and receipts | — | — | — | — | No mandate | Supported | | Australia (AU) | GST 10% | tbc | Must indicate "tax invoice" | Number not required; invoice on request within 28 days (not for A$82.50 or less); recipient details above A$1,000; adjustment note within 28 days, reason required | — | Earlier of invoice or payment (cash basis: on receipt) | Security deposit taxed only when forfeited or applied; forfeited: taxable | Written off or 12 months overdue; not on cash basis; 4-year claim limit (tbc) | Peppol PINT A-NZ, voluntary | Supported | | New Zealand (NZ) | GST 15% | Threshold tbc; invoice basis forced above NZ$225,000 | Not prescribed | Number not required; supply information on request within 28 days (not for NZ$200 or less); recipient details above NZ$1,000; correction must identify original | — | Earlier of invoice or payment | Security deposit taxed on receipt; forfeited: tbc | Written off, tax fraction; payments basis limited | Peppol PINT A-NZ (government buyers) | Supported | | Brunei (BN) | No sales tax (income tax and stamp duty only) | — | — | Sequential receipt for every payment | BND and SGD are 1:1 | — | — | Income-tax deduction only | Government invoicing only | Supported | | Thailand (TH) | VAT 7% until 2027-09-30, then statutory 10%; 0% exports | THB 1.8m a year | "ใบกำกับภาษี" (tax invoice), in Thai | Serial number; seller and buyer branch codes; buyer tax ID if registered; Thai language and THB | Whole document in THB unless approved | Goods: delivery or earlier; services: payment or earlier | Security deposits taxed on receipt | Only if buyer not VAT-registered and a full tax invoice exists | e-Tax Invoice opt-in; mandate tbc | Planned — architecture ready, not selectable yet | | United Kingdom (GB) | VAT 20% / 5% / 0% | £90,000 | Not prescribed | Sequential number; VAT in sterling; invoice within 30 days of tax point; simplified up to £250 | VAT total in GBP | Basic tax point; earlier on invoice or payment; 14-day invoice rule | Security deposit forfeited as compensation: outside scope; retained part-payment: taxable | 6 months unpaid after later of supply and due date; claim within 4 y 6 m; not on cash scheme | Mandatory from April 2029 (format tbc) | Planned — architecture ready, not selectable yet | | Ireland (IE) | VAT 23% / 13.5% / 9% / 4.8% / 0% | €85,000 goods, €42,500 services | Not prescribed | Sequential number; invoice within 15 days after month-end; credit note carries customer VAT no. and reason | Tax in EUR | Invoice issue or its deadline (B2B); prepayment at receipt | Retained prepayment taxable (from 2022); security deposits tbc | Written off, deductible, debtor not connected; not on moneys-received basis | Large-corporate B2B + real-time reporting from Nov 2028 | Planned — architecture ready, not selectable yet | | Japan (JP) | Consumption tax 10% / 8% (1% food rate proposed from 2027-04-01, not enacted) | Taxable above ¥10m; registration as a qualified invoice issuer separate, voluntary | Not prescribed | Registered issuer: registration number T plus 13 digits; per rate, the tax-exclusive total and its tax (「10％対象 税抜価額 ¥… 消費税 ¥…」); reduced-rate items marked ※ with 「※ 軽減税率対象品目」; tax rounded once per rate, whole yen, by the method your company chooses | A yen block with 換算レート and the total and tax per rate in JPY | On delivery; advances not taxed on receipt | Damages: outside scope; handling fee: taxable | Listed legal events only (not a book write-off) | Peppol JP PINT, voluntary | Supported; no 0% codes, deposit tax invoice or tax-inclusive prices yet | | Canada (CA) | GST 5%; HST 13% (ON), 14% (NS from 2025-04-01), 15% (NB, NL, PE) | C$30,000 | Not prescribed | No number required; detail rises at C$100 and C$500 | None | Earlier of payment and due | Not consideration until applied; forfeiture taxable | Written off; claim within 4 years | No B2B mandate | Planned — architecture ready, not selectable yet | | South Africa (ZA) | VAT 15% / 0% | R2.3m from 2026-04-01 (tbc) | "tax invoice", "VAT invoice" or "invoice" | Serial number; full invoice above R5,000; none at R50 or less; within 21 days | Whole invoice in ZAR (zero-rated excepted) | Earlier of invoice or payment | Deposit not taxed until applied; forfeiture taxable (tbc) | Invoice basis; payments-basis vendors only for supplies ≥ R100,000 | Clearance model from about 2030 | Planned — architecture ready, not selectable yet | The deposits column states each country's rule for reference. In easySales, [**Forfeit security deposit**](https://easysales.work/help/payments/forfeit-a-deposit/) records a forfeiture with no tax for a company in Singapore, Hong Kong or Brunei, and for any company not registered for tax on the forfeiture date. It is refused for a company registered for tax in Malaysia, New Zealand or Australia, and until your company's country is confirmed. ## Country notes - **All supported countries:** an issued tax document is not cancelled in place. Issue a credit note instead — in Australia an adjustment note, in New Zealand a supply correction, in Malaysia a refund note. - **Singapore:** a deposit you keep as compensation, such as on early termination, is outside GST: use **Forfeit security deposit**. If it pays for something you supplied, such as unpaid rent, repairs or a fee, it is taxable: use **Invoice from deposit**. IRAS's example is a tenancy. - **Malaysia:** whether SST applies to a forfeited deposit depends on whether anything was supplied or made available to the customer, so a registered company cannot forfeit one in easySales; agree the treatment with your accountant. A forfeited deposit may still need a MyInvois e-invoice, depending on your turnover and phase date. easySales does not submit to MyInvois; submit it yourself. - **Australia:** a forfeited deposit is taxable, and easySales does not issue the tax invoice it needs, so a GST-registered company cannot forfeit a deposit in easySales. - **New Zealand:** how GST applies to a forfeited deposit depends on what the deposit was for, so a GST-registered company cannot forfeit one in easySales; agree the treatment with your accountant. - **Hong Kong and Brunei:** documents carry no tax lines. In Brunei, stamp duty of B$0.10 applies to receipts above B$20 (enforcement tbc). - **United Kingdom:** a pro-forma says "This is not a VAT invoice"; a non-VAT credit note says "This is not a credit note for VAT". - **Ireland:** credit notes need the customer's VAT number. The 9% rate is time-limited to 2030-12-31. - **Japan:** registered issuers show "T" plus 13 digits, and a non-registrant must not print a look-alike number. Return invoices are needed except under ¥10,000; in easySales a credit note serves as the return invoice and prints the same per-rate details. Corrections are made by a corrected invoice. - **Thailand:** the 7% rate reverts to 10% after 2027-09-30 unless extended. Credit and debit notes (ใบลดหนี้ / ใบเพิ่มหนี้) cite the original serial number and a reason. - **Canada:** the rate follows the province of supply. Québec QST and French-language rules are out of scope. Early-payment discounts do not reduce tax. - **South Africa:** issue one tax invoice per supply. A pro-forma that demands payment can trigger the tax point. Daylight-saving time zones (United Kingdom, Ireland, Canada) and Canadian province rates are planned for later. ## Sources - **Singapore:** [IRAS — e-Tax guide: GST InvoiceNow requirement](https://www.iras.gov.sg/docs/default-source/e-tax/etaxguide_gst_invoicenow_requirement.pdf) · [IRAS — Deposits and downpayment](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/charging-gst-%28output-tax%29/common-scenarios---do-i-charge-gst/deposits-and-downpayment) · [IRAS — Invoicing customers](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/invoicing-price-display-and-record-keeping/invoicing-customers) · [Singapore Statutes Online — GST (General) Regulations, regulation 11](https://sso.agc.gov.sg/SL/GSTA1993-RG1?ProvIds=pr11-) - **Malaysia:** [RMCD MySST — Service tax FAQ](https://mysst.customs.gov.my/faq-services-tax/) · [RMCD MySST — Service Tax Act 2018 (PDF)](https://mysst.customs.gov.my/wp-content/uploads/2025/03/Service-Tax-Act-2018.pdf) · [LHDN — e-Invoice general FAQs (PDF)](https://www.hasil.gov.my/media/0xqitc2t/lhdnm-e-invoice-general-faqs.pdf) · [LHDN — e-Invoice guideline (PDF)](https://www.hasil.gov.my/media/fzagbaj2/irbm-e-invoice-guideline.pdf) - **Hong Kong:** [IRD — Record keeping](https://www.ird.gov.hk/eng/tax/bus_rke.htm) · [Companies Registry — Disclosure of company name](https://www.cr.gov.hk/en/faq/companies-ordinance/disclose-company-name-liability.htm) - **Australia:** [Federal Register of Legislation — GST Act 1999](https://www.legislation.gov.au/C2004A00446/latest/text) · [Federal Register of Legislation — Adjustment Note Information Requirements Determination 2022](https://www.legislation.gov.au/F2022L01272/latest/text) · [Peppol — PINT A-NZ](https://docs.peppol.eu/poac/aunz/pint-aunz/bis/) - **New Zealand:** [NZ Legislation — Goods and Services Tax Act 1985](https://www.legislation.govt.nz/act/public/1985/0141/latest/DLM81035.html) · [IRD — Interpretation statement IS 10/03 (PDF)](https://www.taxtechnical.ird.govt.nz/-/media/project/ir/tt/pdfs/interpretation-statements/is1003.pdf) · [IRD — QB 25/18: deposit retained in a cancelled land sale](https://www.taxtechnical.ird.govt.nz/questions-we-ve-been-asked/2025/qb-25-18) - **Brunei:** [MOFE — Income Tax Act, Chapter 35 (PDF)](https://www.mofe.gov.bn/wp-content/uploads/2025/10/TR_Relevant-Acts_Income-Tax-Act-Chapter-35.pdf) - **Thailand:** [Revenue Department — Value Added Tax](https://www.rd.go.th/english/6043.html) · [Revenue Department — Sections 85–86](https://www.rd.go.th/english/37741.html) · [Revenue Department — VAT notification No. 85 (Thai)](https://www.rd.go.th/3377.html) · [Revenue Department — Order Por. 73/2541 (Thai)](https://www.rd.go.th/3580.html) - **United Kingdom:** [GOV.UK — VAT guide (VAT Notice 700)](https://www.gov.uk/guidance/vat-guide-notice-700) · [GOV.UK — Relief from VAT on bad debts (VAT Notice 700/18)](https://www.gov.uk/guidance/relief-from-vat-on-bad-debts-notice-70018) · [GOV.UK — VAT rates](https://www.gov.uk/vat-rates) · [GOV.UK — VAT registration: when to register](https://www.gov.uk/vat-registration/when-to-register) - **Ireland:** [Revised Acts — Value-Added Tax Consolidation Act 2010](https://revisedacts.lawreform.ie/eli/2010/act/31/revised/en/html) · [Revenue — Payments in advance and deposits](https://www.revenue.ie/en/vat/charging-vat/payments-in-advance-and-deposits/index.aspx) · [Revenue — VAT modernisation timeline](https://www.revenue.ie/en/vat/vida-vat-modernisation/vat-modernisation-timeline.aspx) - **Japan:** [NTA — Reduced tax rate Q&A (PDF, Japanese)](https://www.nta.go.jp/taxes/shiraberu/zeimokubetsu/shohi/keigenzeiritsu/pdf/qa/01-01.pdf) · [NTA — Tax Answer No. 6303: consumption tax rates (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6303.htm) · [NTA — Tax Answer No. 6367: bad-debt tax adjustment (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6367.htm) - **Canada:** [CRA — General information for GST/HST registrants (RC4022)](https://www.canada.ca/en/revenue-agency/services/forms-publications/publications/rc4022/general-information-gst-hst-registrants.html) · [Justice Laws — Input Tax Credit Information (GST/HST) Regulations, SOR/91-45](https://laws-lois.justice.gc.ca/eng/regulations/SOR-91-45/FullText.html) - **South Africa:** [SARS — VAT 404 Guide for Vendors (PDF)](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/Legal-Pub-Guide-VAT404-VAT-404-Guide-for-Vendors.pdf) · [SARS — Value-Added Tax](https://www.sars.gov.za/types-of-tax/value-added-tax/) > **Not tax advice** > > This page is a general guide, not tax advice. Tax rules change; check with your accountant or the > tax authority before you rely on any point here. ## Related - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Forfeit a security deposit](https://easysales.work/help/payments/forfeit-a-deposit/) --- # Singapore GST invoices > Singapore GST invoice rules — what a tax invoice must show, the 30-day deadline, SGD amounts, deposits and bad debt relief — and how easySales applies them. Source: https://easysales.work/help/reference/tax-singapore/ A business registered for Goods and Services Tax (GST) in Singapore charges GST at 9% and issues a **tax invoice** to GST-registered customers. This page sums up the rules that shape your invoices and shows how easySales applies them. It is a general guide, not tax advice; check with your accountant or IRAS before you rely on it. ## The rules | Topic | Rule | |---|---| | Rate | GST 9% (8% in 2023). | | Heading | The document must say "Tax Invoice". | | Contents | Your name, address and GST registration number; an identifying number and the date; the customer's name and address; a description of what you supplied; the GST rate; the total before GST, the GST and the total with GST. Zero-rated, exempt and other supplies are shown separately. | | Simplified tax invoice | Allowed when the total including GST is S$1,000 or less. It shows your name, address and GST registration number, the date, an identifying number, a description, the total including GST and a statement such as "Price payable includes GST". | | Customers not registered | You may give a receipt instead of a tax invoice. | | Time of supply | The earlier of the invoice or the payment. Issue the tax invoice within 30 days of the time of supply. | | Foreign currency | The total before GST, the GST and the total with GST must also be shown in SGD. | | Credit notes | A credit note shows its own number and date, the reason, what is credited, the GST credited, and the number and date of the original tax invoice. | | Deposits | A security deposit is not taxed. A deposit forfeited as compensation, such as on early termination, is outside GST; one that pays for something you supplied is taxable. | | Bad debts | Relief needs every condition: you accounted for and paid the GST, wrote the debt off in your accounts, took reasonable steps to recover it, and 12 months have passed from the date of supply, or the customer became insolvent before then. Claim within 5 years from the date of supply, in Box 7 of the GST return. | | Records | Keep all records for at least 5 years from the end of the accounting period. | | E-invoicing | InvoiceNow (Peppol PINT SG), phased in. See [InvoiceNow](https://easysales.work/help/concepts/invoicenow/). | ## How easySales applies them - Record your GST registration under **System settings** → **Tax**. Documents dated inside a registration period may charge GST and print your GST registration number; documents dated outside one leave the tax field out. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - With the invoice design's title on **Automatic (by tax registration)**, an issued invoice prints TAX INVOICE when your company is registered on the invoice date and the invoice has a standard- or zero-rated line, and INVOICE otherwise. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - At issue, a heading that says "Tax Invoice" is refused when you are not registered on the invoice date. Registered, you are warned when an invoice charges GST and its heading does not say it. An invoice whose every line is exempt or out of scope is not a tax invoice, so it prints INVOICE in place of a "Tax Invoice" heading. - The tax choices on a document dated today are **None**, **GST 0%** and **GST 9%**. A back-dated document offers the rates in force on its own date, such as **GST 8%** in 2023. See [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/). - **Advanced tax codes** adds **Exempt (Reg 33)**, **Exempt (non-Reg 33)**, **Out of scope**, **Customer accounting (GST 9%, customer to account)** and **Deemed supply GST 9%**. A customer-accounting invoice prints "Sale made under customer accounting. Customer to account for GST of" the amount, and cannot be issued without the customer's **Tax Registration No.** - Registered, you cannot issue a line taxed **None**: choose zero-rated, exempt or out of scope in the issue dialog. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - A foreign-currency invoice that charges GST prints a **For Singapore GST Purpose Only** block: the exchange rate to SGD, and the total before GST, the GST and the total including GST in SGD, at the invoice's rate. A credit note converts at the rate of the invoice it credits. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - An issued invoice is corrected with a credit note, not changed in place, and cannot be deleted. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - Money received in advance as a **Prepayment** gets a deposit tax invoice dated the day it arrived. A **Security deposit** is held with no tax; one kept as compensation is recorded with **Forfeit security deposit**, with no GST. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - **Write off as bad debt…** judges relief for the write-off date: **Eligible** from the day after the invoice date's first anniversary, or at once when you tick that the debtor is insolvent, with **Claim by** the day before the fifth anniversary. easySales counts from the invoice date. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). - With the IRAS cash accounting scheme recorded under **Approvals held**, that relief judgement is marked **Advisory**, because GST on the unpaid part may never have been accounted. ## Why it works this way **"None" is not a GST treatment.** Zero-rated, exempt and out-of-scope sales go in different boxes of your GST return. A line left at **None** would leave you guessing at filing time, so easySales asks you to decide when you issue, while the sale is fresh in your mind. **Registration is judged on each document's own date.** You may charge GST only while you are registered, and only a registered business may call its invoice a tax invoice. Because easySales reads the registration that applied on the document date, back-dated documents and old reprints always say what was true on that day. **The SGD block keeps your invoice and your return in step.** You report GST in SGD. Printing the three SGD totals on the invoice gives you and your customer the same figures to file, and a credit note converts at its invoice's rate so the two cancel exactly. **Issued documents are kept, not changed.** IRAS can ask to see your records for five years, and a bad debt claim needs the original invoice and your recovery steps. An issued invoice is never edited or deleted; corrections and write-offs sit beside it with their own dates. ## Work faster - **Turn on advanced tax codes once.** If you sell anything exempt or out of scope, switch on **Advanced tax codes** so those choices are on every form. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **Let the heading follow your registration.** Set the invoice design's title to **Automatic (by tax registration)** and the TAX INVOICE heading takes care of itself. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - **Add the customer's GST number before a customer-accounting sale.** Enter the account's **Tax Registration No.** first, so the issue is not refused. See [Account details](https://easysales.work/help/accounts/account-details/). - **Record advances as a prepayment.** Choosing **Prepayment** on the receipt issues the deposit tax invoice the same day. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - **Download the bad-debt register each GST period.** **Bad-debt register** on the **Invoices** list gives your accountant every write-off and recovery with its relief status. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). - **Send invoices to your accounting software.** **Accounting export** carries each tax code to Xero or QuickBooks Online. See [Accounting export](https://easysales.work/help/invoices/accounting-export/). ## Examples **A standard tax invoice.** Lim & Co is registered for GST. Mei Tan issues INV-10000352 to Harbour Café: a design fee of SGD 3,200.00 and furniture sourcing of SGD 1,800.00, both at **GST 9%**. The total before GST is SGD 5,000.00, the GST SGD 450.00 (5,000.00 × 9%) and the total SGD 5,450.00. With the title on automatic, it prints TAX INVOICE with Lim & Co's GST registration number. **An invoice in US dollars.** Harbour Café's parent company asks to be billed in USD for a job in Singapore. Mei invoices USD 2,000.00 at **GST 9%**: GST USD 180.00, total USD 2,180.00. The invoice's rate is 1.35, so the **For Singapore GST Purpose Only** block shows SGD 2,700.00 before GST, GST SGD 243.00 and SGD 2,943.00 in all (2,180.00 × 1.35). **A debt not yet old enough.** INV-10000301, dated 15 March 2026, is still unpaid in December. Daniel Lim writes it off on 1 December 2026. The relief panel reads **Not yet**, claimable from 16 March 2027, with **Claim by** 14 March 2031. The write-off stands; only the GST claim waits. ## Common questions - **What must a Singapore tax invoice show?** Your name, address and GST registration number, an invoice number and date, the customer's name and address, a description, the GST rate, and the totals before GST, the GST and with GST. It must also carry the words "Tax Invoice". - **When must I issue a tax invoice in Singapore?** Within 30 days from the time of supply, which is the earlier of the invoice or the payment. - **Can I issue a simplified tax invoice?** Yes, when the total including GST is S$1,000 or less. It needs fewer details and a statement such as "Price payable includes GST". - **Do I give a tax invoice to a customer who is not GST-registered?** You may give a receipt instead. IRAS asks for a serially numbered receipt with the date, your name and GST registration number, the total including GST and the words "Price payable includes GST". - **Do I have to write off a debt before claiming GST bad debt relief?** Yes. The write-off in your accounts is one of the conditions, with the 12 months or insolvency and your recovery steps. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). - **How long must I keep GST records in Singapore?** At least 5 years from the end of the accounting period. In easySales an issued invoice cannot be deleted, only cancelled, so it stays on record. - **Can I charge GST before my registration starts?** No. A document dated before your registration period offers no GST, and its heading cannot say "Tax Invoice". ## Sources [IRAS — Invoicing customers](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/invoicing-price-display-and-record-keeping/invoicing-customers) · [IRAS — Keeping records](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/invoicing-price-display-and-record-keeping/keeping-records) · [IRAS — Deposits and downpayment](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/charging-gst-%28output-tax%29/common-scenarios---do-i-charge-gst/deposits-and-downpayment) · [IRAS — Bad debt relief: checklist for self-review (PDF)](https://www.iras.gov.sg/docs/default-source/uploadedfiles/bad-debt-relief-%28checklist-for-self-review-of-eligibility-of-claim%29.pdf) · [IRAS — e-Tax guide: GST InvoiceNow requirement](https://www.iras.gov.sg/docs/default-source/e-tax/etaxguide_gst_invoicenow_requirement.pdf) · [Singapore Statutes Online — GST (General) Regulations, regulation 11](https://sso.agc.gov.sg/SL/GSTA1993-RG1?ProvIds=pr11-) Last checked: 2026-10-21 ## Related - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/) - [InvoiceNow](https://easysales.work/help/concepts/invoicenow/) --- # Malaysia SST invoices > Malaysia SST invoice rules — service and sales tax rates, when tax is due, deposits, bad debts and MyInvois e-invoicing — and how easySales applies them. Source: https://easysales.work/help/reference/tax-malaysia/ Malaysia's Sales and Service Tax (SST) is two taxes: **service tax** on taxable services and **sales tax** on taxable goods, each with its own registration. This page sums up the rules that shape your invoices and shows how easySales applies them. It is a general guide, not tax advice; check with your accountant or the Royal Malaysian Customs Department before you rely on it. ## The rules | Topic | Rule | |---|---| | Rates | Service tax 8%, with 6% for listed services (from 1 March 2024); sales tax 10%, 5% or a specific rate. | | Registration | Service tax and sales tax are separate registrations. | | Heading | No title is prescribed; the regulations list what the invoice must contain. | | Contents | Issue the invoice in Malay or English, with the prescribed particulars, within one year from the date the service was provided. A serial number is required. | | Foreign currency | The tax is accounted in MYR, at the selling rate. | | When tax is due | Service tax: when payment is received. If it is still unpaid 12 months from the date the service was provided, it is due the next day. The Director General may approve service tax being due when the invoice is issued. Sales tax: on the sale. | | Credit notes | A credit note cites the original invoice and the reason. | | Deposits | A refundable deposit held as security is not subject to service tax and needs no e-invoice. Whether a forfeited deposit bears service tax depends on whether anything was supplied or made available; it may still need an e-invoice. | | Bad debts | A refund of the tax paid, once the debt is written off and all reasonable efforts to recover it were made, claimed within 6 years of paying the tax. | | Records | Keep records for 7 years. | | E-invoicing | MyInvois, phased in; small businesses below the turnover threshold are exempt. | ## How easySales applies them - Record each registration separately under **System settings** → **Tax**: service tax and sales tax are two kinds of registration, and **Tax type** follows from them. Your numbers print as "BRN" and "SST No.". Documents issued before this label changed keep "SSM No.", and a number you typed with "SSM" in front prints as you typed it. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - The tax choices are **None**, **Service Tax 8%**, **Service Tax 6%**, **Sales Tax 10%** and **Sales Tax 5%**; **Advanced tax codes** adds **SST exempt**. A document can charge only the taxes your company is registered for on its date. easySales does not choose between 8% and 6%, or 10% and 5%: you choose the rate that fits each line. - If the Director General approved service tax on the invoice basis, record it under **Approvals held**. - With the invoice design's title on **Automatic (by tax registration)**, an issued invoice prints INVOICE, because Malaysia prescribes no title. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - A foreign-currency invoice that charges SST prints a **For Malaysia SST Purpose Only** block: the exchange rate to MYR and the total before SST, the SST and the total including SST in MYR. It prints when your company's country is confirmed and you are registered for SST, at the invoice's rate; a credit note converts at its invoice's rate. A Word invoice design needs the exchange-lines placeholder for the block, and easySales warns you when it is missing. - Registered for service tax only, a **Prepayment** gets a deposit tax invoice dated the day it arrived. With sales tax only, or the invoice-basis approval, it is held as the customer's credit. Registered for both without that approval, a prepayment is refused: issue an invoice for the advance and record the payment against it. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - Add the date MyInvois applies to your company under **E-invoicing applies from (MyInvois)**. easySales does not submit to MyInvois; submit your e-invoices yourself. - An issued invoice is corrected with a credit note, not changed in place. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - A company registered for SST cannot forfeit a deposit in easySales, because the tax depends on the facts; agree the treatment with your accountant. A company that is not registered but has a MyInvois date is warned that the forfeiture needs an e-invoice. See [Forfeit a deposit](https://easysales.work/help/payments/forfeit-a-deposit/). - **Write off as bad debt…** judges relief, registered for service tax only and without the invoice-basis approval, as **Not yet** until the day after 12 months from the invoice date, then **Eligible**, marked **Advisory**; easySales takes the invoice date as the date the service was provided. Registered for sales tax, relief is **Eligible** from the write-off date. No **Claim by** date is shown, because the date you paid the tax is not recorded. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). ## Why it works this way **Service tax waits for the money.** Service tax falls due when you are paid, not when you invoice. So money paid in advance carries the tax at once, and that is why a prepayment gets its own tax invoice the same day. **Relief refunds tax you have actually paid.** On an unpaid invoice, service tax becomes due only after 12 months. Before then you have paid nothing on it, so there is nothing to refund; the panel says **Not yet** instead of a figure you cannot claim. **Only you know which rate applies.** The 6% service tax covers listed services and the 5% sales tax listed goods. A wrong default would put the wrong tax on a customer's invoice, so easySales leaves the choice to you on every line. **Two registrations, two checks.** Because each tax has its own registration and dates, easySales checks each line against the registration that covers it on the document date. ## Work faster - **Record both registrations with their dates.** Then the forms offer exactly the taxes you may charge. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **Set the tax on the draft.** Choosing **Service Tax 8%** or **Service Tax 6%** as you add each line means the invoice is ready to issue. See [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/). - **Check the MYR rate before issuing a foreign-currency invoice.** The rate is fixed at issue and the MYR block prints at it. See [Exchange rate](https://easysales.work/help/invoices/exchange-rate/). - **Download the bad-debt register for your SST return.** It lists each write-off with its relief status. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). - **Export the period for your accountant.** **Accounting export** downloads issued invoices and credit notes for Xero, QuickBooks Online or Excel. See [Accounting export](https://easysales.work/help/invoices/accounting-export/). ## Examples **An invoice with service tax.** Lim & Co's Malaysian company is registered for service tax. It invoices Harbour Café MYR 5,000.00 for an interior design at **Service Tax 8%**: tax MYR 400.00, total MYR 5,400.00. **An invoice in Singapore dollars.** The company bills a Singapore client SGD 1,000.00 at **Service Tax 8%**: tax SGD 80.00, total SGD 1,080.00. At a rate of 3.30, the **For Malaysia SST Purpose Only** block shows MYR 3,300.00 before SST, SST MYR 264.00 and MYR 3,564.00 in all (1,080.00 × 3.30). **A bad debt before the tax falls due.** The MYR 5,400.00 invoice above, dated 10 January 2026, is still unpaid. Daniel Lim writes it off on 1 September 2026. The relief panel reads **Not yet**, claimable from 11 January 2027, the day after 12 months from the invoice date. ## Common questions - **What is the service tax rate in Malaysia?** 8% for most taxable services, and 6% for the services the law lists, from 1 March 2024. - **When is service tax due in Malaysia?** When you are paid. If the invoice is still unpaid 12 months after the service was provided, the tax is due the next day, unless the Director General approved the invoice basis. - **Do I have to issue an invoice for service tax?** Yes, in Malay or English with the prescribed particulars, within one year from the date the service was provided. - **Can one invoice charge service tax and sales tax?** Yes, when your company is registered for both on the invoice date; each line takes the tax that fits it. - **Does easySales submit e-invoices to MyInvois?** No. easySales records your MyInvois date; you submit the e-invoices yourself. - **How long must I keep SST records?** For 7 years. ## Sources [RMCD MySST — Service tax FAQ](https://mysst.customs.gov.my/faq-services-tax/) · [RMCD MySST — Sales tax FAQ](https://mysst.customs.gov.my/faq-sales-tax/) · [RMCD MySST — Service Tax Act 2018 (PDF)](https://mysst.customs.gov.my/wp-content/uploads/2025/03/Service-Tax-Act-2018.pdf) · [RMCD MySST — Service Tax (Amendment) Act 2019 (PDF)](https://mysst.customs.gov.my/wp-content/uploads/2025/03/Service-Tax-Amendment-Act-2019.pdf) · [LHDN — e-Invoice general FAQs (PDF)](https://www.hasil.gov.my/media/0xqitc2t/lhdnm-e-invoice-general-faqs.pdf) · [LHDN — e-Invoice guideline (PDF)](https://www.hasil.gov.my/media/fzagbaj2/irbm-e-invoice-guideline.pdf) Last checked: 2026-10-21 ## Related - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/) --- # Japan qualified invoices > What a Japanese qualified invoice (適格請求書) must show — the T registration number, tax per rate and the reduced-rate mark — and how easySales prints it once Japan is switched on for your company. Source: https://easysales.work/help/reference/tax-japan/ Under Japan's qualified invoice system (インボイス制度), a business registered as a qualified invoice issuer shows its registration number and the consumption tax per rate on its invoices. easySales supports Japan, and companies in Japan can sign up directly. This page sums up the rules and shows how easySales prints them. It is a general guide, not tax advice; check with your accountant or the National Tax Agency before you rely on it. ## The rules | Topic | Rule | |---|---| | Rates | Consumption tax 10%, and 8% (reduced rate) for qualifying items such as food. | | Registration | Businesses above ¥10 million of taxable sales must charge tax; registering as a qualified invoice issuer is a separate, voluntary step. | | Registration number | A registered issuer shows "T" plus 13 digits. A business that is not registered must not print a look-alike number. | | Contents | Per tax rate, the total and the tax. Reduced-rate items are marked. Tax is rounded once per rate on each invoice, in whole yen. | | Foreign currency | The tax per rate is shown in yen. | | When tax is due | On delivery; money received in advance is not taxed when it arrives. | | Returns and corrections | A return invoice is needed, except under ¥10,000. Mistakes are corrected with a corrected invoice. | | Bad debts | Relief only for the events the law lists, not a write-off in your books alone. | | E-invoicing | Peppol JP PINT, voluntary. | ## How easySales applies them - Choose **Japan** as the **Country** when you sign up. Then record your registration as a qualified invoice issuer under **System settings** → **Tax**, with its **Registration number**: the letter T and 13 digits, such as T1234567890123. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - Choose **Tax rounding** under **Edit company & tax**: **Round down**, **Round up** or **Round half up**. Until a method is saved, a document that charges tax cannot be saved or issued. - The tax choices are 10% and 8% (reduced rate). Reduced-rate lines are marked ※. - A registered issuer's invoice prints, per rate, the tax-exclusive total and its tax, such as 「10％対象 税抜価額 ¥80,000 消費税 ¥8,000」, and the legend 「※ 軽減税率対象品目」, with the registration number as 「登録番号 T1234567890123」. - A foreign-currency invoice adds a yen block: 「換算レート」 and the total and tax per rate in JPY. - A draft invoice can carry a **Supply date** or a supply period when the goods or services were supplied on a different day. See [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/). - A credit note serves as the return invoice and prints the same per-rate details. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - Not available yet: 0% codes (exports, non-taxable sales), a deposit tax invoice (money received in advance stays on the receipt), and tax-inclusive prices. ## Sources [NTA — Reduced tax rate Q&A (PDF, Japanese)](https://www.nta.go.jp/taxes/shiraberu/zeimokubetsu/shohi/keigenzeiritsu/pdf/qa/01-01.pdf) · [NTA — Tax Answer No. 6303: consumption tax rates (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6303.htm) · [NTA — Tax Answer No. 6367: bad-debt tax adjustment (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6367.htm) ## Related - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Japanese documents](https://easysales.work/help/documents/japanese-documents/) --- # Hong Kong invoices > Hong Kong has no VAT or GST: what invoices and receipts must show, the 7-year record-keeping rule, and how easySales handles a Hong Kong company's documents. Source: https://easysales.work/help/reference/tax-hong-kong/ Hong Kong has no sales tax, VAT or GST, so invoices carry no tax lines. Records still have to be kept for profits tax, and a company shows its registered name on its invoices and receipts. This page sums up the rules and shows how easySales applies them. It is a general guide, not tax advice; check with your accountant before you rely on it. ## The rules | Topic | Rule | |---|---| | Sales tax | None: no sales tax, VAT or GST. | | Contents | No prescribed tax invoice. A company states its registered name on its invoices, receipts and other transaction documents, on paper or electronic. A company with both an English and a Chinese name may use either. | | Records | Keep sufficient business records, including invoices, receipts, vouchers and bank statements, for at least 7 years. | ## How easySales applies them - With your company's country set to Hong Kong, forms leave out the tax field and the PDF prints no tax row and no tax number. Your business registration number prints as "BR No.". See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - With the invoice design's title on **Automatic (by tax registration)**, an issued invoice prints INVOICE. A heading that says "Tax Invoice" is refused at issue. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - Your company name comes from **System settings** → **Company**, or from a company block set in **Document settings**. An issued invoice, its credit notes and receipts keep the name, and the block, your company had when the invoice was issued. See [Company details](https://easysales.work/help/administration/company-details/). - An issued invoice is corrected with a credit note and cannot be deleted. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - Money received in advance, as a **Prepayment** or a **Security deposit**, is held on the receipt; no tax invoice is issued for it. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - A security deposit you keep is recorded with **Forfeit security deposit**, with no tax. See [Forfeit a deposit](https://easysales.work/help/payments/forfeit-a-deposit/). - **Write off as bad debt…** reads **Not applicable** for relief: with no indirect tax, there is no tax to claim back. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). ## Why it works this way **No tax means no tax lines at all.** A zero tax row, or a tax number with nothing behind it, would make a customer wonder what was charged. Leaving them out keeps the invoice true to Hong Kong's rules. **"Tax Invoice" would claim something that does not exist.** No Hong Kong business can issue a tax invoice, so easySales stops that heading at issue rather than let it reach a customer. **Your registered name is what the law asks for.** The name on your documents must be the one on the Companies Register. Keeping it right in one place, your company record, means every invoice and receipt prints it. ## Work faster - **Check the company name once.** Make the **Company name** match your registered name, in English or Chinese, and every document follows. See [Company details](https://easysales.work/help/administration/company-details/). - **Keep the registered name in your own company block.** If you print a different block with **Edit company block**, include the registered name in it. See [Company details](https://easysales.work/help/administration/company-details/). - **Download a period's documents at once.** Issued invoices, credit notes and receipts stay on record, and **Accounting export** downloads a period's invoices and credit notes as one Excel workbook, or the invoices as PDFs. See [Accounting export](https://easysales.work/help/invoices/accounting-export/). - **Send statements for slow payers.** A customer statement shows every invoice, payment and credit in a period. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). ## Examples **An invoice with no tax.** Lim & Co's Hong Kong company invoices Harbour Café HKD 18,000.00 for an interior design. The invoice has no tax line: subtotal and total are both HKD 18,000.00. With the title on automatic, it prints INVOICE, the company's registered name and its BR No. **A deposit kept.** A customer pays a HKD 5,000.00 security deposit on sample furniture and breaks the agreement. Mei Tan records **Forfeit security deposit** for HKD 5,000.00; no tax is charged on it. ## Common questions - **Is there GST or VAT in Hong Kong?** No. Hong Kong has no sales tax, VAT or GST, so invoices carry no tax. - **Does a Hong Kong invoice need to say Tax Invoice?** No. Hong Kong has no tax invoice, so the heading would claim something that does not exist. easySales refuses that heading for a Hong Kong company. - **What must a Hong Kong company show on its invoices?** Its registered name, on invoices, receipts and other transaction documents. A company with both names may use the English or the Chinese one. - **How long must I keep business records in Hong Kong?** At least 7 years, including invoices, receipts, vouchers and bank statements. - **Can I claim tax relief on a bad debt in Hong Kong?** Not in easySales: with no sales tax there is no tax portion to claim. Ask your accountant about profits tax. ## Sources [IRD — Record keeping](https://www.ird.gov.hk/eng/tax/bus_rke.htm) · [Companies Registry — Disclosure of company name](https://www.cr.gov.hk/en/faq/companies-ordinance/disclose-company-name-liability.htm) Last checked: 2026-10-21 ## Related - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) - [Company details](https://easysales.work/help/administration/company-details/) - [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/) - [Forfeit a deposit](https://easysales.work/help/payments/forfeit-a-deposit/) --- # Australia GST invoices > Australian GST tax invoice rules — when a customer can ask for one, adjustment notes, deposits, bad debts and the cash basis — and how easySales applies them. Source: https://easysales.work/help/reference/tax-australia/ A business registered for Goods and Services Tax (GST) in Australia charges GST at 10% and issues a **tax invoice** when the customer asks for one. This page sums up the rules that shape your invoices and shows how easySales applies them. It is a general guide, not tax advice; check with your accountant or the Australian Taxation Office before you rely on it. ## The rules | Topic | Rule | |---|---| | Rate | GST 10%. | | Heading | The document must make clear it is a tax invoice. | | When to issue | Within 28 days of the customer asking, except for sales of A$82.50 or less. | | Contents | An invoice number is not required. The customer's identity or ABN is needed for sales of A$1,000 or more. | | Time of supply | The earlier of the invoice or the payment; on the cash basis, when payment is received. | | Adjustment notes | Issue one within 28 days, with the reason. | | Deposits | A security deposit is taxed only when it is forfeited or applied to the sale; a forfeited deposit is taxable. | | Bad debts | Relief once the debt is written off or 12 months overdue; not on the cash basis. | | E-invoicing | Peppol PINT A-NZ, voluntary. | ## How easySales applies them - Record your GST registration and choose the **Accounting basis**, **Accrual** or **Cash**, under **System settings** → **Tax**. Your ABN prints on your documents. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - The tax choices are **None**, **GST-free** and **GST 10%**. **Advanced tax codes** adds **Input taxed** and **BAS excluded**. Documents dated outside a registration period leave the tax field out. - With the invoice design's title on **Automatic (by tax registration)**, an issued invoice prints TAX INVOICE while your company is registered on the invoice date, and INVOICE otherwise. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - At issue, registered, you are warned whenever the heading does not say "Tax Invoice"; unregistered, a heading that says it is refused. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - A draft raised in stages from a quotation, such as a deposit or progress claim, has no **PDF**: a document asking for payment can be the tax invoice, so you issue it first, then download or send it. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - An issued invoice is corrected with a credit note, which serves as the adjustment note. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - Registered, money received as a **Prepayment** gets a deposit tax invoice dated the day it arrived, on either basis. A **Security deposit** is held with no tax. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - A GST-registered company cannot forfeit a deposit in easySales, because a forfeited deposit is taxable and needs a tax invoice that easySales does not issue. See [Forfeit a deposit](https://easysales.work/help/payments/forfeit-a-deposit/). - **Write off as bad debt…** judges relief as **Eligible** from the write-off date, with **Claim by** the day before the fourth anniversary of the write-off, marked **Advisory**. On the cash basis it reads **Not applicable**. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). ## Why it works this way **Your accounting basis decides when GST is due.** On the accrual basis you account for GST when you invoice or are paid, whichever is first; on the cash basis, when you are paid. easySales reads the basis you record when it judges bad debt relief, so the panel matches what your BAS can claim. **A request for payment can be the tax invoice.** Under GST, a document that asks for payment can fix when the tax is due. That is why a staged claim is issued, numbered and locked before it leaves your hands, rather than sent as a proforma that might later change. **A cash-basis business has nothing to claim back.** On the cash basis you never paid GST on money you were not paid, so a bad debt brings no GST relief. The panel says so, instead of showing a figure you cannot claim. ## Work faster - **Record your basis before you start invoicing.** The **Accounting basis** decides the bad debt relief judgement from the first write-off. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **Plan the stages on the quotation.** A billing plan schedules the deposit and progress claims, and each becomes an invoice to check and issue when it falls due. See [Plan billing stages](https://easysales.work/help/quotations/billing-plan/). - **Send the customer's statement before writing off.** A dated statement is one more recovery step on record. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). - **Export to Xero with your tax codes mapped.** Map each easySales tax code once, and every export carries it. See [Accounting export](https://easysales.work/help/invoices/accounting-export/). ## Examples **A tax invoice with GST.** Lim & Co's Australian company is registered for GST. It invoices Harbour Café AUD 4,000.00 for a fit-out design at **GST 10%**: GST AUD 400.00, total AUD 4,400.00. With the title on automatic, the invoice prints TAX INVOICE and the company's ABN. **A prepayment on the accrual basis.** The café pays AUD 1,100.00 in advance. Mei Tan records it as a **Prepayment**, and saving issues a deposit tax invoice for AUD 1,100.00 dated that day: AUD 1,000.00 plus GST AUD 100.00 (1,100.00 ÷ 1.1 = 1,000.00). **A bad debt on the cash basis.** A company on the **Cash** basis writes off an unpaid AUD 2,200.00 invoice. The panel reads **Not applicable**: on the cash basis GST is due only on money received, so there is none to claim back. ## Common questions - **Do I have to issue a tax invoice in Australia?** When the customer asks for one, within 28 days, unless the sale was A$82.50 or less. - **Does an Australian tax invoice need an invoice number?** No, it is not required. easySales gives every issued invoice a number all the same. - **Is a credit note the same as an adjustment note?** In easySales the credit note serves as the adjustment note: it states the reason and refers to the invoice. See [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/). - **Can I claim GST back on a bad debt on the cash basis?** No. On the cash basis no GST was paid on money you were not paid. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). - **Why can't I preview a deposit invoice before issuing it?** A request for payment can be the tax invoice, so a staged claim is issued before it is sent. - **Why can't I forfeit a customer's deposit in easySales?** A forfeited deposit is taxable in Australia and needs a tax invoice, which easySales does not issue for a forfeiture. ## Sources [Federal Register of Legislation — GST Act 1999](https://www.legislation.gov.au/C2004A00446/latest/text) · [Federal Register of Legislation — Adjustment Note Information Requirements Determination 2022](https://www.legislation.gov.au/F2022L01272/latest/text) · [Peppol — PINT A-NZ](https://docs.peppol.eu/poac/aunz/pint-aunz/bis/) Last checked: 2026-10-21 ## Related - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/) --- # New Zealand GST invoices > New Zealand GST rules — taxable supply information, the 28-day request rule, accounting bases, deposits and bad debts — and how easySales applies them. Source: https://easysales.work/help/reference/tax-new-zealand/ A business registered for Goods and Services Tax (GST) in New Zealand charges GST at 15% and gives **taxable supply information** — what used to be called a tax invoice — when the customer asks for it. This page sums up the rules that shape your invoices and shows how easySales applies them. It is a general guide, not tax advice; check with your accountant or Inland Revenue before you rely on it. ## The rules | Topic | Rule | |---|---| | Rate | GST 15%. | | Heading | No title is prescribed. | | When to issue | Within 28 days of a GST-registered customer asking, for sales over NZ$200. | | Contents | An invoice number is not required. Above NZ$200: your GST number, and either the amount before GST, the GST and the total, or the total with a statement that it includes GST. Above NZ$1,000: also the buyer's name and an identifier, such as an address, phone number, email or NZBN. | | Accounting basis | The payments basis only if your sales are NZ$2 million or less in 12 months. The invoice and hybrid bases are open to anyone. | | Time of supply | The earlier of the invoice or the payment. | | Corrections | A correction must identify the original. | | Deposits | A security deposit is taxed when it is received. | | Bad debts | Relief on the tax part of a debt written off; limited on the payments basis. | | E-invoicing | Peppol PINT A-NZ, for government buyers. | ## How easySales applies them - Record your GST registration and choose the **Accounting basis**, **Invoice**, **Payments** or **Hybrid**, under **System settings** → **Tax**. Your NZBN and GST number print on your documents. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - The tax choices are **None**, **GST 0%** and **GST 15%**. **Advanced tax codes** adds **Exempt**. Documents dated outside a registration period leave the tax field out. - With the invoice design's title on **Automatic (by tax registration)**, an issued invoice prints INVOICE, because New Zealand prescribes no title. A heading that says "Tax Invoice" is refused only when you are not registered on the invoice date. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - A draft raised in stages from a quotation, such as a deposit or progress claim, has no **PDF**: issue it first, then download or send it. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - An issued invoice is corrected with a credit note, which serves as the supply correction. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - Registered, a **Prepayment** gets a deposit tax invoice dated the day it arrived. A **Security deposit** does too, because it is taxed when received; refunding it later is a credit note on that invoice, then a refund. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - A GST-registered company cannot forfeit a deposit in easySales, because how GST applies depends on what the deposit was for; agree the treatment with your accountant. See [Forfeit a deposit](https://easysales.work/help/payments/forfeit-a-deposit/). - **Write off as bad debt…** judges relief as **Eligible** from the write-off date, with no **Claim by** date. On the payments basis it reads **Not applicable**. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). ## Why it works this way **The basis you record decides when GST is due.** On the invoice basis you account for a sale when you invoice it or are paid, whichever is first; on the payments basis, when you are paid. easySales reads your basis for bad debt relief, so the panel matches what your GST return can claim. **A security deposit is taxed on receipt.** Because the GST falls due when the deposit arrives, easySales issues the tax invoice the same day. A refund is then a credit note and a payment back, so your return shows the GST charged and the GST reversed. **No title, but the facts still matter.** New Zealand asks for information, not a heading. easySales leaves the heading as INVOICE and prints your GST number and the amounts, which is what the customer needs to claim the GST. ## Work faster - **Record your basis once.** The **Accounting basis** is used for every bad debt judgement from then on. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **Choose the receipt type as you record it.** **Prepayment** or **Security deposit** issues the tax invoice in the same step. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - **Refund a deposit through its credit note.** Credit the deposit invoice, then pay the credit back. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). - **Keep each customer's address current on the account.** Above NZ$1,000 the buyer must be identified, and an issued invoice prints the name and address the account had at issue. See [Account details](https://easysales.work/help/accounts/account-details/). ## Examples **A sale with GST.** Lim & Co's New Zealand company invoices Harbour Café NZD 2,000.00 for a design at **GST 15%**: GST NZD 300.00, total NZD 2,300.00. With the title on automatic, the invoice prints INVOICE, the company's NZBN and its GST number. **A security deposit.** The café pays a NZD 575.00 bond on hired furniture. Mei Tan records it as a **Security deposit**, and saving issues a deposit tax invoice for NZD 575.00: NZD 500.00 plus GST NZD 75.00 (575.00 ÷ 1.15 = 500.00). When the furniture comes back, she credits that invoice and refunds the NZD 575.00. ## Common questions - **Do I still need a tax invoice in New Zealand?** The law now asks for taxable supply information rather than a document called a tax invoice. Give it within 28 days when a registered customer asks, for sales over NZ$200. - **Does taxable supply information need a heading or a number?** Neither is required. With the title on automatic, easySales prints INVOICE, and every issued invoice has a number all the same. - **Who can use the payments basis?** A business whose sales are NZ$2 million or less in 12 months. The invoice and hybrid bases are open to anyone. - **Do I charge GST on a security deposit in New Zealand?** Yes, when it is received. easySales issues a deposit tax invoice for it on the day. - **Can I claim GST back on a bad debt on the payments basis?** The relief is limited on that basis, so the panel reads Not applicable; check with your accountant. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). ## Sources [NZ Legislation — Goods and Services Tax Act 1985](https://www.legislation.govt.nz/act/public/1985/0141/latest/DLM81035.html) · [IRD — How tax invoices for GST work](https://www.ird.govt.nz/gst/tax-invoices-for-gst/how-tax-invoices-for-gst-work) · [IRD — Which GST accounting basis and filing frequency should I use?](https://www.ird.govt.nz/gst/registering-for-gst/which-gst-accounting-basis-and-filing-frequency-should-i-use) · [IRD — Interpretation statement IS 10/03 (PDF)](https://www.taxtechnical.ird.govt.nz/-/media/project/ir/tt/pdfs/interpretation-statements/is1003.pdf) · [Peppol — PINT A-NZ](https://docs.peppol.eu/poac/aunz/pint-aunz/bis/) Last checked: 2026-10-21 ## Related - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/) --- # Brunei invoices > Brunei has no sales tax: numbered receipts for every payment, 7-year records, bad debts, the BND–SGD par, and how easySales handles Brunei documents. Source: https://easysales.work/help/reference/tax-brunei/ Brunei has no sales tax, VAT or GST; businesses pay income tax and stamp duty. Invoices carry no tax lines, and each payment received gets a receipt. This page sums up the rules and shows how easySales applies them. It is a general guide, not tax advice; check with your accountant before you rely on it. ## The rules | Topic | Rule | |---|---| | Sales tax | None: only income tax and stamp duty. | | Receipts | Issue a printed, serially numbered receipt for every sum received for goods sold or services performed, and keep a duplicate. | | Records | Keep sufficient records for 7 years from the year of assessment the income relates to. | | Currency | The Brunei dollar is pegged to the Singapore dollar at par, 1:1. | | Bad debts | An income-tax deduction for a trade debt written off, with evidence of reasonable steps to recover it. A debt recovered later is income. | ## How easySales applies them - With your company's country set to Brunei, forms leave out the tax field and the PDF prints no tax row and no tax number. Your registration number prints as "ROC No.". See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - With the invoice design's title on **Automatic (by tax registration)**, an issued invoice prints INVOICE. A heading that says "Tax Invoice" is refused at issue. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - Each payment you record gets a receipt numbered from `RCT-`, headed OFFICIAL RECEIPT, and you can download its PDF again at any time. A voided receipt keeps its number. See [Receipt PDF](https://easysales.work/help/payments/receipt-pdf/). - easySales does not set the BND–SGD rate to 1 for you. On an SGD invoice, check the rate and change it if your company uses par. See [Exchange rate](https://easysales.work/help/invoices/exchange-rate/). - **Write off as bad debt…** records the write-off, your reason and your recovery steps. Relief reads **Not applicable**, because there is no indirect tax; the write-off may be an income-tax deduction. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). - Money received in advance is held on the receipt with no tax invoice, and a security deposit you keep is recorded with **Forfeit security deposit**, with no tax. See [Forfeit a deposit](https://easysales.work/help/payments/forfeit-a-deposit/). ## Why it works this way **The receipt is the record Brunei asks for.** With no sales tax, the law's document duty falls on the receipt. easySales gives every receipt its own number, and a voided receipt keeps it, so no number goes missing from the series. **Recovery steps are kept with the write-off.** A bad debt is deductible only when you can show you tried to collect it. The reason and the steps you list are stored on the day, ready for the Collector's questions years later. **No tax means no tax lines.** A zero tax row or a tax number would suggest a tax that does not exist, so Brunei documents leave them out. ## Work faster - **Give the receipt as you record the payment.** **Download PDF** on the receipt opens it ready to send. See [Receipt PDF](https://easysales.work/help/payments/receipt-pdf/). - **Record one receipt for several invoices.** A customer who pays a batch gets one numbered receipt that lists each invoice. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Set the rate on an SGD draft.** **Change rate** lets you type 1 for par before you issue. See [Exchange rate](https://easysales.work/help/invoices/exchange-rate/). - **Send a statement before writing off.** A dated statement is one more recovery step on record. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). ## Examples **A payment and its receipt.** Lim & Co's Brunei company invoices Harbour Café BND 6,500.00 for an interior design, with no tax line. The café pays BND 6,500.00, and Mei Tan records the payment. It gets the next receipt number, and she downloads the OFFICIAL RECEIPT PDF for the café. **An invoice in SGD at par.** A Singapore client asks to be billed in SGD. On the draft, Mei selects **Change rate** and types 1, so SGD 3,000.00 is BND 3,000.00 in the books. ## Common questions - **Is there GST in Brunei?** No. Brunei has no sales tax, VAT or GST; businesses pay income tax and stamp duty. - **Do I have to give a receipt for every payment in Brunei?** Yes. A printed, serially numbered receipt is required for every sum received for goods or services, and you keep a duplicate. - **How long must I keep business records in Brunei?** For 7 years from the year of assessment the income relates to. - **Is the Brunei dollar the same as the Singapore dollar?** They are pegged at par, 1:1. In easySales, type the rate 1 on an SGD invoice if your company uses par. - **Can I deduct a bad debt in Brunei?** A trade debt written off can be an income-tax deduction when you can show reasonable steps to recover it. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). ## Sources [MOFE — Income Tax Act, Chapter 35 (PDF)](https://www.mofe.gov.bn/wp-content/uploads/2025/10/TR_Relevant-Acts_Income-Tax-Act-Chapter-35.pdf) · [MOFE — Public Ruling PR 02/2017, deductible and non-deductible expenses (PDF)](https://www.mofe.gov.bn/wp-content/uploads/2025/10/PR_002-2017_Public_Ruling_on_deductions.pdf) · Brunei Darussalam Central Bank — Monetary policy framework (currency board and the Currency Interchangeability Agreement with Singapore) Last checked: 2026-10-21 ## Related - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) - [Company details](https://easysales.work/help/administration/company-details/) - [Receipt PDF](https://easysales.work/help/payments/receipt-pdf/) - [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/) --- # Questions and answers > Quick answers to common easySales questions on sign-in, customers, quotations, invoices, payments, refunds, credit notes, bad debts and access. Source: https://easysales.work/help/reference/faq/ Short answers to the questions people ask most. Each points to the page that answers it in full. ## Getting started - **Why can't I sign in?** Type your email or username in **Email / username**; a username also needs your company's **Licence code**. Five failed attempts lock the username for a minute, and longer after more. See [Sign in](https://easysales.work/help/getting-started/sign-in/) or [Reset your password](https://easysales.work/help/getting-started/reset-your-password/). - **I lost the phone I use for two-step verification. How do I sign in?** Use a passkey on another device, or select **Use a recovery code instead**. With neither, ask your company's administrator. See [Get back in](https://easysales.work/help/security/locked-out/). - **What is the difference between two-step verification and a passkey?** Two-step verification adds a code after your password. A passkey is unlocked with your fingerprint, face or device PIN; it can sign you in on its own, or stand in for the code after your password. See [Sign-in security](https://easysales.work/help/security/overview/). - **Why can't I get codes by text message?** easySales does not send SMS codes: they can be intercepted or moved to another SIM card. See [Sign-in security](https://easysales.work/help/security/overview/). - **Can I change the language?** Yes: English, 简体中文, 繁體中文, Bahasa Melayu, ไทย or 日本語. Choose it on the sign-in page, in your own menu or under **Language & appearance** in **My profile**. Every page follows it, apart from two labels on **Document settings**; names and text people type stay as typed, and printed documents and emails do not follow your language. See [The workspace](https://easysales.work/help/getting-started/workspace/). - **Why did a sign-in box appear over my work?** Your session ended. Sign in again in that dialog and carry on; what you had on screen is kept. See [The workspace](https://easysales.work/help/getting-started/workspace/). - **Where is the search that searches everything?** The search box in the top bar finds accounts, contacts, quotations, invoices and opportunities. Inside a list, use the list's own search. See [The workspace](https://easysales.work/help/getting-started/workspace/) and [Lists and columns](https://easysales.work/help/getting-started/lists/). ## Customers and contacts - **How do I record a company where I deal with several people?** Create one account for the company and add each person as a contact. See [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/). - **Can I import my customers from a spreadsheet?** Yes. **Data import** under **System settings** takes an .xlsx or .csv file of up to 5,000 rows; it needs the **Import data** control in your role. See [Data import](https://easysales.work/help/administration/data-import/). - **How do I merge two duplicate accounts?** Open the account you keep and select **Merge duplicate account…** in the **···** menu. Its contacts, activities and open documents move across, issued invoices count towards the kept account's balance, and the duplicate is deleted. A merge cannot be undone. See [Merge accounts](https://easysales.work/help/accounts/merge-accounts/). - **Should I merge or deactivate a duplicate account?** Merge when both accounts are the same customer and either holds records; deactivate an account that is simply no longer needed. See [Edit or deactivate](https://easysales.work/help/accounts/edit-and-delete/). - **How do I see how much a customer owes?** Open the account: **Outstanding** under the heading is what the customer owes now, and **Overdue** the part past its due date. See [Account details](https://easysales.work/help/accounts/account-details/). - **How do I send a customer a statement of account?** Open the account, select **Statement**, check the **Period** and the **Attention** contact, then select **PDF**, download it and attach the file to your own email. It needs **Invoice** **View** at **All records**. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). - **What happens to a colleague's customers when they leave?** Deactivate the user, then move what they owned to a colleague. See [Transfer records](https://easysales.work/help/administration/transfer-records/). ## Quotations - **How do I bill a quotation in stages?** Select **Raise invoice** on the quotation and choose **Deposit**, **Progress claim**, **Remaining** or **By lines**. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Can I take a deposit before the work starts?** Yes. Select **Raise invoice** and choose **Deposit**, as a percentage or an amount before tax; later invoices deduct it. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - **Should I edit or revise a quotation the customer already has?** Edit when the customer has not relied on the version you sent. Revise to keep that version: the new one is numbered `-R1`, `-R2` and so on, and the old one becomes **Superseded**. See [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/). - **Can I change a quotation after invoicing it?** Not once an invoice raised from it has been issued: the quotation is locked. See [Edit a quotation](https://easysales.work/help/quotations/edit-a-quotation/). - **How do I email a quotation?** easySales does not email it for you. Select **PDF**, then **Download**, attach the file to your own email, then tick **Sent to the customer**. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). - **Why does a document show Pending approval instead of a number?** Your company holds some quotations, invoices or credit notes for approval. The document stays a draft, with no number, until an approver selects **Approve and issue**. See [Document approval](https://easysales.work/help/quotations/document-approval/). ## Invoices - **How do I change an issued invoice?** What it charges is locked: issue a credit note, or cancel it if none of it is to stand. See [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/). - **Can I delete an issued invoice?** No. An issued invoice can only be cancelled, and it keeps its number; only a draft can be deleted. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **Why is Cancel invoice refused on an old invoice?** Some older invoices record figures a credit note cannot reproduce. Create a credit note for the whole invoice by hand instead. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **How do I set up an invoice that repeats every month?** Select **Recurring invoices** in the sidebar, then **New recurring invoice**; choose the contact and lines and set **Repeats every** to 1 month(s). easySales raises a draft each month for you to check and issue. See [Set up a recurring invoice](https://easysales.work/help/invoices/set-up-a-recurring-invoice/). - **Does easySales send payment reminders to my customers?** No. easySales sends nothing to your customers. The salesperson gets the reminder under **To do**; send the customer a statement or the invoice PDF yourself. See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). - **Can I send invoices to Xero or QuickBooks Online?** Yes, as files they import: [Accounting export](https://easysales.work/help/invoices/accounting-export/) downloads the issued invoices and credit notes of a period. Payments are recorded in your accounting software. ## Payments and refunds - **How do I record one payment for several invoices?** Tick the invoices on the **Invoices** list and select **Record payment** to record one receipt for all of them. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **What happens when a customer pays too much?** The extra stays on the receipt as **Unapplied** money, to allocate to a later invoice or refund. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). - **How do I refund a customer?** Select **Refund** on an issued credit note that has **Remaining** credit, or **Refund unapplied** in a receipt's **···** menu. A refund cannot exceed what is **Refundable**. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). - **The bank deducted a fee from the payment. How do I record it?** Type the fee in **Bank charges** in the **Record payment** dialog, and keep **Amount received** at what the customer paid. See [Record payment differences](https://easysales.work/help/payments/payment-differences/). - **I recorded a payment on the wrong invoice. How do I fix it?** Remove it from the wrong invoice, then open its receipt and select **Allocate to invoices** to put the money on the right one. See [Remove a payment](https://easysales.work/help/payments/remove-a-payment/). - **How do I give a customer a receipt?** Open the receipt and select **Download PDF**, then save or print it and send it yourself. See [Receipts](https://easysales.work/help/payments/receipt-pdf/). ## Credit notes and bad debts - **What is the difference between a credit note and a refund?** A credit note reduces what the customer owes. A refund records money you pay back, out of a credit note's **Remaining** credit or a receipt's unapplied money. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - **Can I issue a credit note on an invoice that is already paid?** Yes. You can credit up to the invoice's total less earlier credit notes; on a paid invoice the whole credit stays as **Remaining** for the customer. See [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/). - **What do I do when a customer will never pay?** Select **Write off as bad debt…** on the invoice. It takes the amount out of your outstanding balance, but the customer still owes it. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). - **A customer paid after I wrote off the debt. What now?** Select **Record recovery** on the write-off. It records a receipt and applies it to the invoice. See [Write off a bad debt](https://easysales.work/help/invoices/write-off-a-bad-debt/). ## Team and access - **Why can't I see a record my colleague can?** Your role may give **Own records only** for that module, or the record belongs to someone your company's sharing settings do not open to you. See [Permissions](https://easysales.work/help/reference/permissions/). - **Who can change my role?** Someone whose role has **Assign roles**. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Who can approve quotations, invoices and credit notes?** Anyone whose role has **Approve quotations**, **Approve invoices** or **Approve credit notes**; the **Administrator** role has all three. See [Document approval](https://easysales.work/help/quotations/document-approval/). ## Everything else - **What does "The server was too busy to confirm my change" mean?** The message reads *The server was too busy to confirm this request. Check whether your change was saved before you try again.* Open the record to see whether the change is there before you repeat it. - **Why does the PDF window say the PDF couldn't be prepared?** Many PDFs are being made at once, or you made a lot in a short time. Wait a moment and select **Try again**. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - **Where are the reports?** Select **Reports** in the sidebar. It lists the reports your role can open: sales performance, quotation conversion, sales by customer or product, and receivables ageing. See [Reports](https://easysales.work/help/reports/overview/). - **How long does easySales keep history?** As long as your plan says. With **System** **View**, see **Data retention** on the [Licence page](https://easysales.work/help/administration/licence/). Nothing is removed until easySales starts removal for your company; then the audit log says from which date records were removed. - **Can I export a list?** Yes. **Accounts**, **Contacts**, **Opportunities**, **Quotations**, **Invoices**, **Credit notes** and **Products** have **Export to Excel** in the **···** menu, for roles with **Export lists to Excel**. Each report has **Export CSV**. See [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/) and [Reports](https://easysales.work/help/reports/overview/). - **Can I download many invoices as PDFs at once?** Yes, up to 50 per download, from the [accounting export](https://easysales.work/help/invoices/accounting-export/): choose **Invoice PDFs** and a **Period**. It needs the **Bulk export documents** control and **Invoice** at **All records**. ## Related - [Glossary](https://easysales.work/help/reference/glossary/) - [Statuses](https://easysales.work/help/reference/statuses/) - [Permissions](https://easysales.work/help/reference/permissions/) - [Your first 30 minutes](https://easysales.work/help/getting-started/your-first-30-minutes/) --- # Moving from Classic > A summary of what changed for people who used the previous easySales site. Source: https://easysales.work/help/reference/differences-from-classic/ If you used the previous easySales site (Classic), these are the changes you will notice first. ## What changed - **Signing in.** You can sign in with your email address; a username still needs the licence code. - **Invoices start as drafts.** A draft carries a proforma number (`PF-`) and takes its invoice number only when you issue it. - **Corrections are credit notes.** Instead of negative invoices or negative payments, issue a credit note against the invoice, and record a refund when money goes back. - **Cancelling raises a credit note.** A cancelled invoice keeps its number, and a full credit note reverses it. - **One receipt, several invoices.** A payment is a receipt with its own number (`RCT-`) that can pay several of a customer's invoices at once. - **Six languages.** Choose English, 简体中文, 繁體中文, Bahasa Melayu, ไทย or 日本語 in your profile. This page is a summary. A full guide for moving from Classic will follow. ## Related - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [Sign in](https://easysales.work/help/getting-started/sign-in/) --- # What's new > Changes you can see in easySales, newest first. Source: https://easysales.work/help/whats-new/ Changes you can see in easySales, newest first. Each item links to the page that explains it. ## October 2026 - **Payment term** on invoices: a new invoice takes the term of its quotation, delivery order or recurring invoice, else the customer's, else your company's **Default payment term** under **System settings** → **Receipts & write-offs**, and works out the due date from the invoice date. The term locks when the invoice is issued and can print on the PDF. See [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/) and [System settings](https://easysales.work/help/administration/settings/). - **Install the app**: install easySales from Chrome or Edge, or add it to the Home Screen from Safari on an iPhone or iPad, and open it from its own icon. **Install app** is in the user menu. See [Install the app](https://easysales.work/help/getting-started/install-the-app/). - **Push notifications** bring your **Message centre** notifications to each browser or installed app you turn them on for, under **My profile** → **Notifications**. The lock screen never shows an amount. It depends on your plan. See [Notification settings](https://easysales.work/help/inbox/notification-settings/). - **Sensitive fields** on a custom role limit who can see and change e-mail addresses, phone numbers, addresses, personal details and cost and margin. Without **View** a value is masked or hidden, without **Edit** it is read-only, and the same holds in lists, exports and AI tools. It depends on your plan. See [Sensitive fields](https://easysales.work/help/administration/sensitive-fields/). - A company whose tax country is Japan gets its quotations, invoices and credit notes in Japanese: 見積書, 請求書, and 適格返還請求書 or クレジットノート. Your own template text prints as you wrote it. See [Japanese documents](https://easysales.work/help/documents/japanese-documents/). - **The Dashboard shows your money**: invoiced this month (net), collected, unpaid with the overdue part, and open quotations, a six-month chart of invoiced and collected, and **Needs attention** with overdue customers or invoices, quotations about to expire, approvals and tasks. Each figure counts only what your role can see. See [Dashboard](https://easysales.work/help/getting-started/dashboard/). - **Team management** in the sidebar shows a manager each team member's invoiced sales this month against their target, with overdue invoices and open quotations, and **Sales targets** sets each person's monthly target. It depends on your plan, and setting targets needs **Set sales targets**. See [Team management](https://easysales.work/help/team/overview/) and [Sales targets](https://easysales.work/help/team/sales-targets/). - The dashboard has two more cards, **My target this month** and **Open opportunities**, and on plans that include it **Customise** lets each person hide and reorder their own cards. The Dashboard no longer carries a **Beta** tag. See [Dashboard](https://easysales.work/help/getting-started/dashboard/). - **Discounts** on quotations, invoices, credit notes and recurring invoices: a percentage or an amount on any line, and one on the whole document, both before tax. The PDF prints the full price, the discount and the net. See [Give a discount](https://easysales.work/help/quotations/discounts/). - **Files** on accounts, quotations and invoices: upload contracts, drawings or a customer's PO, up to 25 MB each and 20 per record. The **Licence** page shows your company's **File storage**. See [Attach files](https://easysales.work/help/documents/attach-files/). - **Export to Excel** on the **Accounts**, **Contacts**, **Opportunities**, **Quotations**, **Invoices**, **Credit notes** and **Products** lists exports the list as you see it, up to 10,000 rows. It needs the new **Export lists to Excel** permission. See [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/). - Tick rows on a list to **Change owner…** or **Delete…** up to 200 records at once; anything that cannot be changed is skipped with the reason. See [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/). - On a new quotation or invoice, type a new customer's name in **Contact** and choose **Create new customer “…”** to add a company, an individual or a new contact person without leaving the form. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/) and [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/). - One **PDF** button on quotations, invoices, credit notes and statements opens a window to view, download, open in a new tab or share the PDF, and to tick **Sent to the customer**. easySales never emails your customer. See [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/) and [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - The **Calendar** shades your company country's public holidays and names them beside the date; **System settings** → **Currency & FX** lists them under **Public holidays**. See [Calendar](https://easysales.work/help/activities/calendar/). - A product can have a **Default sales tax**, which a quotation, invoice or credit note line takes when you choose the product. See [Create a product](https://easysales.work/help/products/create-a-product/). - Importing accounts and contacts can fill **Record link** custom fields, matched by the linked record's name or number among the records you can see. See [Data import](https://easysales.work/help/administration/data-import/). - React to a message in an activity thread with one of six emoji: point at it and select **Add reaction**. See [Write an activity](https://easysales.work/help/activities/activities-tab/). - A downloaded invoice PDF is named after its invoice number. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - The **User accounts** list has a **Status** filter: choose **Deactivated** to find people who have left, open their read-only page and transfer their records. See [User accounts](https://easysales.work/help/administration/users/). - A **Rejected** quotation no longer offers **Raise invoice**. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - Administrators of a new company see **Get started with easySales** on the Dashboard: four steps from company details to bringing in customers, until the first invoice is issued. See [Dashboard](https://easysales.work/help/getting-started/dashboard/). - The **Licence** page says each thing once, and shows under **Monthly usage** the date it starts again: for a plan paid online, your billing day. See [Your Licence](https://easysales.work/help/administration/licence/). - When a company closes, its data is kept for 180 days and then deleted, and its administrators are emailed 30 and 7 days before. See [Cancel your plan](https://easysales.work/help/administration/cancel-your-plan/). - **Reports**: select **Reports** in the sidebar for sales performance, quotation conversion, sales by customer or product, and receivables ageing, each with **Export CSV**. A report counts only the documents your role lets you see. See [Reports](https://easysales.work/help/reports/overview/). - **Accounting export** in **System settings** downloads a period's issued invoices and credit notes for Xero or QuickBooks Online, as an Excel workbook, or the invoices as a ZIP of PDFs. It needs the **Bulk export documents** control. See [Accounting export](https://easysales.work/help/invoices/accounting-export/). - Every new invoice needs a **Due date**, a draft included, and a due date once set cannot be cleared. See [Create an invoice](https://easysales.work/help/invoices/create-an-invoice/). - **Copy** in an invoice's or a purchase order's **···** menu starts a new draft from it at today's date and rates. See [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/) and [Purchase orders](https://easysales.work/help/purchasing-delivery/purchase-orders/). - Standard templates now cover purchase orders and credit notes, and each kind can have a default that new documents start with. See [Standard templates](https://easysales.work/help/documents/standard-templates/). - Document approval depends on your plan: the **Licence** page lists **Document approval** under **Modules**. Without it, quotations, invoices and credit notes are issued without approval. See [Your Licence](https://easysales.work/help/administration/licence/). - **AI usage is shown in Points**: 100 Points = US$1 of AI usage. Budgets and caps are entered as whole Points, and what has been used is shown as a whole number, or **<1** when it is below one Point. See [AI settings](https://easysales.work/help/administration/ai-assistant-settings/). - **The AI models the assistant can use now depend on your plan**: Standard AI (Haiku), or Standard + Advanced AI (Haiku and Sonnet). **System settings** → **AI** shows which your company has under **AI models available**. See [AI settings](https://easysales.work/help/administration/ai-assistant-settings/). - The **Licence** page now groups what your plan includes under **Monthly usage**, **Usage** and **Modules**, with **Data retention** for how long history is kept. See [Your Licence](https://easysales.work/help/administration/licence/). - For AI apps connected over MCP, a preview of a change now counts as a read, and only the confirmed change counts as a write. Each connection may make 60 reads and 10 writes a minute. See [AI data sharing](https://easysales.work/help/ai-access/ai-and-data-sharing/). - **AI proposals**: the built-in AI assistant can now propose a change in AI chat or an @easy thread: a new task, note or call, a draft quotation, a new or changed account, contact or opportunity, or the approval of a quotation, invoice or credit note. It shows a card, and nothing changes until a person who is allowed to selects **Approve**. The change is then made as that person. See [AI proposals](https://easysales.work/help/activities/ai-proposals/). - **AI chat** is a private panel on every page, opened from the assistant's icon in the top bar. Ask the built-in AI assistant about your records, point at them with **#**, or select **Ask AI** on an account, contact, opportunity, quotation or invoice. It reads with your own permissions, answers only you, and never changes anything. An administrator turns it on for a role with **Use AI chat**. See [AI chat](https://easysales.work/help/activities/ai-chat/). - **System settings** → **AI** now has an **AI connection (MCP)** switch. Your company's administrator sets it to **Off**, **Read only** or **Read and write** to let AI apps such as Claude or ChatGPT connect; it is free for every customer, and no longer needs easySales support. Switching it off disconnects every connected app and personal token. See [AI settings](https://easysales.work/help/administration/ai-assistant-settings/). - **Calendar subscription** shows your easySales events, calls and dated tasks in Outlook, Google Calendar or Apple Calendar through a private, read-only link. See [Calendar](https://easysales.work/help/activities/calendar/). - In Malaysia, the business registration number now prints as "BRN" instead of "SSM No." on new documents. See [Malaysia SST invoices](https://easysales.work/help/reference/tax-malaysia/). - Clearer accounting words across the app and this Help Centre: **Cancel invoice** (receipts and refunds are still voided), **Record payment**, **Subtotal (excl. tax)** and **Total**, **Base currency** and **Security deposit**. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - An invoice design can print its title automatically from your tax registration, such as TAX INVOICE in Singapore and Australia. See [Letterhead and designs](https://easysales.work/help/documents/letterhead-and-designs/). - Each tax registration period can have its own **Registration number**, and your company can choose a named **Time zone** that follows daylight saving. See [Company and tax](https://easysales.work/help/administration/company-and-tax/) and [Company details](https://easysales.work/help/administration/company-details/). - Japan's consumption tax is available on request: 10% and 8% rates, the T registration number, your choice of tax rounding and the per-rate details on invoices. See [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/). - The **Licence** page shows how long your plan keeps audit history, record views, API call records and assistant conversation text, under **Data retention**. Once easySales starts removing older records for your company, the audit log says so. See [Audit and history](https://easysales.work/help/administration/audit-trail/). - **Recurring invoices** bill the same customer the same lines every week, month, quarter or year. easySales raises a draft invoice for each period, and a person checks and issues it. See [Recurring invoices](https://easysales.work/help/concepts/recurring-invoices/). - A quotation's billing plan can raise the draft invoice for its period stages automatically on an accepted quotation. See [Plan billing stages](https://easysales.work/help/quotations/billing-plan/). - Clearing a search box in a form, such as **Contact** or **Owner**, now clears the field. See [Workspace](https://easysales.work/help/getting-started/workspace/). - The sidebar stays pinned open on screens at least 1100 pixels wide; a tablet shows the strip of icons. See [Workspace](https://easysales.work/help/getting-started/workspace/). - Everyone can open the **Licence** page and see the company name, plan and period. Usage and modules still need **System** **View**. See [Your Licence](https://easysales.work/help/administration/licence/). - The company name can now be changed under **System settings** → **Company**. Issued invoices, their credit notes and receipts keep the name they were issued with. **Contact** is now called **Document contact line**, and your country and base currency are fixed when your account is created. See [Company details](https://easysales.work/help/administration/company-details/). - Your tax number has moved to **System settings** → **Tax**, under **Edit company & tax**. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - A connected AI app can now do much more: opportunities from start to finish, products, what an account owes and its statement, a search across everything, duplicate accounts and merging them, account teams, personal accounts, deposits, payment differences, bad debts and quotation billing plans. Every change is still previewed for you to confirm. See [AI data sharing](https://easysales.work/help/ai-access/ai-and-data-sharing/). - A connected AI app can list seven ready-made starting prompts, including reviews of your pipeline and your collections and a duplicate-account clean-up. See [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/). - **@easy**, the AI assistant built into easySales, answers questions in activity threads: mention it, ask in your own words, and it looks up the records you can see and answers in the thread. It only reads. It works once easySales has set it up for your company and an administrator has turned it on. See [Ask @easy](https://easysales.work/help/activities/ask-easy/). - **System settings** → **AI** switches @easy on or off for your company and sets its monthly budget and caps; roles have **Use the AI assistant** and **Manage AI assistant settings**. See [AI settings](https://easysales.work/help/administration/ai-assistant-settings/). - History, the audit log and activities now say which AI acted for a person: the built-in assistant, or a connected AI app and the name of its connection. See [Audit and history](https://easysales.work/help/administration/audit-trail/). - The sidebar no longer has a **Reports** entry; reports are not available yet. - A connected AI app may list a few ready-made starting prompts from easySales. See [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/). - **Document numbers** under **System settings** → **Company** sets how quotations, invoices, credit notes, receipts, purchase orders and delivery orders are numbered: the prefix, a year or month in the number, the number of digits and the starting number. The next number shows before you save, and numbers already issued never change. See [Document numbers](https://easysales.work/help/administration/document-numbers/). - A product's type shows as a coloured tag on the Products list and the product's page: **Goods** in blue, **Service** in green. See [Products](https://easysales.work/help/products/overview/). - **Purchase orders** are a full module: issue an order with its number, download its PDF, mark it as sent, record the supplier's invoices and your payments, then close it. The list shows **Invoicing** and **Payment**, and accounts and opportunities have a **Purchase orders** tab. See [Purchase orders](https://easysales.work/help/purchasing-delivery/purchase-orders/). - An opportunity's **Profit** section shows its revenue, its estimated, committed and actual cost, and its expected or actual gross margin, which you can also set by hand with a reason. See [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/). - The **Gross margin %** column on the Opportunities list now shows gross margin — revenue less cost, as a percentage of revenue. It used to show a mark-up on cost, so the figures read differently. See [Opportunities](https://easysales.work/help/sales/opportunities/). - **Copy** in a quotation's **···** menu starts a new, independent draft from it, at today's date and rates. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). - The Purchase orders list has column settings too. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - On a phone, each list card shows a second line with the details that matter for that list. - A connected AI assistant can now work with purchase orders, supplier invoices and payments, set up recurring invoices, and mark a message as unread. See [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/). - A new quotation starts as a **Draft** with a `QD-` number. Select **Finalise** when it is ready: it takes its `QN-` quotation number and date, and becomes **Open**. A revision is a draft too, and the old version is superseded only when you finalise it. See [Finalise a quotation](https://easysales.work/help/quotations/finalise-a-quotation/). - **Mark as sent** records the day a quotation went to the customer, and easySales asks after you open its PDF. Your **To do** reminds you to send it, then to follow it up. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). - You can keep all or part of a customer's security deposit as compensation for their breach, give them a forfeiture notice, and reverse a forfeiture entered in error. **Security deposit forfeitures** under **Registers** on the Invoices list shows them for any period. See [Forfeit a security deposit](https://easysales.work/help/payments/forfeit-a-deposit/). - When you record foreign-currency money, enter what arrived in your base currency; easySales fills it in at today's rate for you to correct. The receipt then shows its realised exchange gain or loss, and **Exchange differences** under **Registers** lists them. See [Exchange differences](https://easysales.work/help/payments/exchange-differences/). - If your company is registered for GST in Singapore and an invoice has lines taxed "None", the issue dialog asks whether they are zero-rated, exempt or out of scope. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - Business accounts have a **Tax Registration No.** that prints in the invoice's Bill To block and is fixed when the invoice is issued. See [Create an account](https://easysales.work/help/accounts/create-an-account/). - A company that charges no tax no longer sees a tax field on invoices, quotations and purchase orders, and its documents print no tax wording. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - **System settings** is a menu of groups — Organisation, Sales, Finance, Data and Users & security — with a page for each setting and a search box. Company details are under **Company**, and tax under **Tax**. See [System settings](https://easysales.work/help/administration/settings/). - **My profile** has four pages: **Profile**, **Sign-in & security**, **Notifications** and **Third-party AI tools**. See [Your profile](https://easysales.work/help/getting-started/profile/). - **Standard templates** can now be created, edited and deleted in easySales. See [Standard templates](https://easysales.work/help/documents/standard-templates/). - Column settings save as you go, and Credit notes, Opportunities, Products and User accounts now have them too. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Hide menu** gives the page more room; point at the menu button to bring the menu back. See [The workspace](https://easysales.work/help/getting-started/workspace/). - A record's **History** is one timeline: who opened it appears among the changes, for administrators and the record's owner. See [Audit and history](https://easysales.work/help/administration/audit-trail/). - **User accounts** shows each person's two-step verification. See [User accounts](https://easysales.work/help/administration/users/). - Sign-in always opens ready for your email address, and changing your password cancels any reset link you asked for earlier. See [Reset your password](https://easysales.work/help/getting-started/reset-your-password/). - Activities are rebuilt. Notes, tasks, events and communications are written on the record they belong to, you can @mention a colleague or mark the mention urgent, and **Who can see this** explains who can read each one. See [Activities](https://easysales.work/help/activities/overview/). - Spaces hold activities that are not about one record. A members-only space is read by its members alone; a company-wide space by everyone. See [Spaces](https://easysales.work/help/spaces/overview/). - The bell in the top bar opens the message centre, with **To do** and **Updates**, and your notification settings decide which messages also come by email. See [Message centre](https://easysales.work/help/inbox/message-centre/). - **My work** gathers your tasks and events by due date, with a calendar and a team view. See [My work](https://easysales.work/help/my-work/overview/). - Sign-in security has its own chapter: two-step verification with an authenticator app or email codes, recovery codes, passkeys, and the company's security settings. See [Sign-in security](https://easysales.work/help/security/overview/). - A new reference page sets out tax and invoice rules country by country. See [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/). ## September 2026 - When you accept a quotation, easySales asks whether to mark its opportunity won. A won opportunity shows a **Project** card with its contract value — its accepted quotations before tax, in your base currency — what is invoiced and still to invoice, its billing plan and its receivables. The board and the forecast count won deals at that contract value. See [Opportunities](https://easysales.work/help/sales/opportunities/#when-you-win-the-deal). - When a deal has two or more accepted quotations, easySales lists them so you can reject a duplicate. A rejected quotation can no longer be invoiced or given a billing plan. See [Accept or reject](https://easysales.work/help/quotations/close-a-quotation/). - Exchange rates on foreign-currency documents are kept to twelve decimal places, so you can enter a rate such as 0.00004884 exactly. VND and IDR invoices now print their SGD amounts, and a foreign-currency credit note prints the **For Singapore GST Purpose Only** block at its invoice's rate. See [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/). - A Singapore GST-registered company whose base currency is not SGD needs an SGD rate to issue a foreign-currency invoice that charges GST. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - A contact's consent change can no longer be dated in the future. See [Contact details](https://easysales.work/help/contacts/contact-details/). - The totals under the invoice list are no longer recounted each time you change page or sort. See [Invoices](https://easysales.work/help/invoices/overview/). - When your session ends while you work, a sign-in dialog opens over the page and keeps what you had on screen. Logging out in one tab logs you out in the others, leaving a form with unsaved changes asks **Discard changes?**, and a banner offers **Reload** when a new version is out. See [The workspace](https://easysales.work/help/getting-started/workspace/#sessions-tabs-and-updates). - Changing your email address in **My profile** now asks for your current password, and five wrong current passwords make you wait before trying again. See [Your profile](https://easysales.work/help/getting-started/profile/). - An issued invoice's total no longer changes when you save it; corrections go through a credit note. A draft's total always follows its lines. See [Edit an issued invoice](https://easysales.work/help/invoices/edit-an-issued-invoice/). - Cancelling an invoice issues a credit note that matches it exactly, down to a one-cent **Rounding** line where needed. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - On a PDF with several tax rates, the tax lines add up exactly to the total tax, and an older invoice whose lines differ from its recorded total prints an **Adjustment** line. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - When a credit note is issued, or a quotation accepted or rejected, in another tab or by an AI app while you edit it, your change is refused and nothing is saved over it. See [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/) and [Edit a quotation](https://easysales.work/help/quotations/edit-a-quotation/). - An account's **Receipts** tab shows **100+** and **Show more** when it has more than 100 receipts. See [Account details](https://easysales.work/help/accounts/account-details/). - **Credited** and **Written off** invoices are no longer marked overdue. See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). - Select **Revise** on a quotation that has not been invoiced to make a new version numbered -R1, -R2 and so on. The old version turns **Superseded** and becomes read-only. See [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/). - An administrator's **Reset password** for a colleague now creates a temporary password that is shown once. The user must choose a new password at their next sign-in. See [User accounts](https://easysales.work/help/administration/users/). - A connected AI app can now create and change accounts and contacts, and work with quotations, invoices, payments and credit notes. It previews every change, and nothing is saved until you confirm. See [AI data sharing](https://easysales.work/help/ai-access/ai-and-data-sharing/). - Add a **Billing plan** to a quotation to set a deposit, milestones or regular instalments, then raise each instalment's invoice from the plan. See [Billing plan](https://easysales.work/help/quotations/billing-plan/). - easySales now has a Japanese interface (Beta), and the Help Centre is available in Japanese. Choose your language on [your profile](https://easysales.work/help/getting-started/profile/). - Every help page has a **Copy for AI** menu, so you can paste a page, or all of the help, into your own AI tool and ask questions. See [Use AI with help](https://easysales.work/help/ai-access/read-help-with-ai/). - You can raise a deposit, progress claims and a final invoice from one quotation, and deduct the deposit from later invoices. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - When a payment does not match the invoice, you can record bank charges, write off a small balance or give a prompt-payment discount. See [Record payment differences](https://easysales.work/help/payments/payment-differences/). - You can write off an invoice that cannot be collected with **Write off as bad debt…**; it then shows **Written off**. You can still record a recovery if the customer pays. See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). - When you record a receipt, say whether money received is an overpayment, a prepayment or a refundable security deposit. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - Opportunities now open as a list, a board you can drag cards across, or a weighted forecast, and stages can be renamed, reordered and added in **System settings**. See [Pipeline board](https://easysales.work/help/sales/pipeline-board/), [Forecast](https://easysales.work/help/sales/forecast/) and [Opportunity stages](https://easysales.work/help/sales/opportunity-stages/). - **Credit notes** in the sidebar lists every credit note with what is still available to use. See [Credit notes](https://easysales.work/help/credit-notes/overview/). - Select **Allocate to invoices** on a receipt to use money it left unapplied on the customer's later invoices. See [Use unapplied money](https://easysales.work/help/payments/unapplied-money/). - The interface is also available in Bahasa Melayu and Thai (Beta), alongside English, Simplified Chinese and Traditional Chinese. --- # Your first week > A five-day easySales training plan for new users — sign in, accounts and contacts, quotations, invoices and payments, then corrections and reports. Source: https://easysales.work/help/training/first-week/ Marcus Tan has just joined Lim & Co, a five-person interior design firm. Daniel Lim gave him this plan for his first week: about an hour a day, working on real jobs where he can. Each task links to the page that explains it. If a button in a task does not appear for you, your role does not include that permission. Ask your administrator, then carry on. ## Day 1: Find your way Goal: sign in, know where things are and set up your own view. - Sign in with your email or username and password; a username also needs your company's **Licence code** — [Sign in](https://easysales.work/help/getting-started/sign-in/). - Find the sidebar, the search box in the top bar and your own menu — [The workspace](https://easysales.work/help/getting-started/workspace/). - Open **My profile** and set your **Timezone** and **Date format** under **Preferences**, and your **Language** under **Language & appearance** — [Your profile](https://easysales.work/help/getting-started/profile/). - Open **Quotations**, search, use **Filters** and sort by a column — [Lists and columns](https://easysales.work/help/getting-started/lists/). ## Day 2: Accounts and contacts Goal: record the customers you work for and the people you deal with. - Create a **Business** account for a company client, such as Harbour Café — [Create an account](https://easysales.work/help/accounts/create-an-account/). - Create a **Personal** account for a homeowner. - Add the person you deal with at Harbour Café as a contact — [Create a contact](https://easysales.work/help/contacts/create-a-contact/). - If a **Duplicate Alert** appears, check whether the record already exists before you add another — [Duplicate alerts](https://easysales.work/help/contacts/duplicates/). ## Day 3: Quotations Goal: price a job, send it and record the customer's answer. - Create a quotation for Harbour Café with two or three lines and check the totals. It starts as a **Draft** — [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - Select **PDF** and read it as your customer will; a draft's PDF is marked as a draft — [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/). - Select **Finalise**. The quotation takes its number and becomes **Open** — [Finalise a quotation](https://easysales.work/help/quotations/finalise-a-quotation/). - When you have sent it, tick **Sent to the customer** in the **PDF** window — [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). - When the customer agrees, select **Accept** in the **···** menu — [Accept or reject](https://easysales.work/help/quotations/close-a-quotation/). - Create and finalise a second quotation and **Reject** it, so you know both outcomes. ## Day 4: Invoices and payments Goal: bill an accepted job and record the money received. - From the accepted quotation, select **Raise invoice** to create a **Draft** invoice — [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - Check the draft and select **Issue invoice**. The invoice takes its invoice number — [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - Select **Record payment** and record part of the amount. The invoice shows **Partial Paid** — [Record a payment](https://easysales.work/help/payments/record-a-payment/). - Record the rest. In the invoice's **Payments and credits** section, select the receipt's number to open it, then select **Download PDF** — [Receipts](https://easysales.work/help/payments/receipt-pdf/). ## Day 5: Corrections and review Goal: correct an issued invoice and see what customers owe. - On an issued invoice that is not fully paid, select **New credit note** in its **Payments and credits** section, or in the **···** menu under **Receivables**, and credit one line — [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/), then [Issue a credit note](https://easysales.work/help/credit-notes/issue-a-credit-note/). - On an invoice issued by mistake with no payments on it, select **Cancel invoice** in the **···** menu. A credit note for the whole amount is issued, and the invoice keeps its number as **Cancelled** — [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) explains which correction to choose. - Open **Invoices** and read **Total Outstanding** under the list — [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). - If your role has **Report** **View**, open **Reports**, then **Sales performance**: this week's invoices count in **This month**, less the credit note. Then open **Receivables ageing** — [Reports](https://easysales.work/help/reports/overview/). - Open the **Dashboard** and check that **Invoiced this month (net)** includes this week's invoices, less the credit note, and that **Needs attention** lists anything overdue — [Dashboard](https://easysales.work/help/getting-started/dashboard/). - Select **Copy for AI** on any help page, paste it into your AI tool and ask about anything you were unsure of this week — [Use AI with help](https://easysales.work/help/ai-access/read-help-with-ai/). If your team tracks deals before they are quoted, continue with [Opportunities](https://easysales.work/help/sales/opportunities/) and the [Pipeline board](https://easysales.work/help/sales/pipeline-board/). ## Why it works this way **The days follow the order your money moves.** An account comes before its contact, the contact before the quotation, the quotation before the invoice and the invoice before the payment. Each record is built from the one before it, so a wrong contact caught on day 2 does not travel into a quotation and an invoice. The whole chain is in [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/). **Real jobs teach the rules that matter.** An issued invoice keeps its number for good, and a cancelled one stays in your records. Practising on real work means every number you take is one you need, and the series your accountant checks has nothing in it you have to explain. **Corrections get a day of their own.** An issued invoice is corrected with a credit note or by cancelling it, never by editing or deleting it, so your records and your customer's still agree. Learning that in the first week saves looking for a delete button later. ## Work faster - **Jump to any record with /.** Press **/** outside a text box and type a name or number; the top-bar search finds accounts, contacts, documents and opportunities. See [The workspace](https://easysales.work/help/getting-started/workspace/). - **Set your list columns once.** Columns you choose for yourself in **List Column Setting** (under **Just me**, where that choice appears) stay on every visit, without changing anyone else's list. See [Lists and columns](https://easysales.work/help/getting-started/lists/). - **Raise, don't retype.** **Raise invoice** copies the quotation's lines, contact and payment term into the invoice. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Open the guide for the module you are in.** **Help Centre** in the top bar opens its help page in a new tab, in your language. See [The workspace](https://easysales.work/help/getting-started/workspace/). - **Keep a weekly rhythm after this week.** The [weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) turns what you practised into a 30-minute review. ## Examples **Marcus's first job.** On day 3 Marcus quotes Harbour Café two lines: a mood board and concept for SGD 800.00 and site measurement for SGD 400.00. The quotation shows SGD 1,200.00 before tax, GST 9% SGD 108.00 and SGD 1,308.00 in all. He finalises it, and the café accepts. On day 4 he raises and issues the invoice, then records SGD 500.00 that arrived by bank transfer: the invoice is **Partial Paid** with SGD 1,308.00 − 500.00 = SGD 808.00 left. When the rest arrives he records SGD 808.00, and the invoice is **Paid**. **A line that was not needed.** On day 5 Harbour Café tells Marcus that site measurement was not needed on a second job, invoiced for the same SGD 1,308.00 and not yet paid. He credits that one line: SGD 400.00 plus GST SGD 36.00, a credit note of SGD 436.00. The invoice's **Balance due** falls to SGD 1,308.00 − 436.00 = SGD 872.00, and the invoice keeps its number and its original lines. ## Common questions - **How long does it take to learn easySales?** This plan takes five days at about an hour a day. For a shorter first look, [Your first 30 minutes](https://easysales.work/help/getting-started/your-first-30-minutes/) runs one customer from account to receipt. - **Why can't I see a button this plan mentions?** Your role does not include that permission. Ask your administrator; see [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). - **Why can't I accept my quotation?** **Accept** appears only on an **Open** quotation. Select **Finalise** on the draft first. See [Finalise a quotation](https://easysales.work/help/quotations/finalise-a-quotation/). - **Where is the Credit notes tab on an invoice?** There is none. Select **New credit note** in the invoice's **Payments and credits** section, or in the **···** menu under **Receivables**. Every credit note is also on the **Credit notes** list in the sidebar. - **Where do I find the receipt for a payment?** In the invoice's **Payments and credits** section, select the receipt's number. The receipt opens with **Download PDF** at the top. - **Can I delete a practice invoice?** Only while it is a draft: select **Delete draft** in the **···** menu. An issued invoice can only be cancelled, and it keeps its number. - **Which reports help a new user most?** **Sales performance** for what was sold this month, and **Receivables ageing** for who owes you. Both need **Report** **View**; see [Report figures](https://easysales.work/help/reports/report-figures/). ## Related - [Your first 30 minutes](https://easysales.work/help/getting-started/your-first-30-minutes/) - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [Reports](https://easysales.work/help/reports/overview/) - [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) --- # Sales playbook > A simple sales process for small businesses — from first enquiry to quotation, follow-up, closing, invoicing and getting paid — with what to do at each step in easySales. Source: https://easysales.work/help/playbook/overview/ This playbook is a practical sales routine for a small business: how to turn an enquiry into a quotation, follow it up without being pushy, close the deal, invoice it and get paid on time. Each article gives the general approach first, then how to do it in easySales, then templates you can copy, in your own language and written the way business is done where you work. ## The seven steps Every deal passes through the same steps, whether it is a SGD 500 repair or a SGD 50,000 fit-out. Knowing which step a deal is in tells you what to do next and when to move on. | Step | What you do | Move on when | Read | |---|---|---|---| | 1. First contact | Note where they came from, find out what they need, agree the next step | They want a price | [First contact](https://easysales.work/help/playbook/first-contact/) | | 2. Quotation | Send a clear offer: scope, price, tax, validity, payment terms | It is sent | [Write a clear quotation](https://easysales.work/help/playbook/clear-quotation/) | | 3. Follow-up | Check it arrived, answer questions, ask for a decision | They want to talk terms, or decide | [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/) | | 4. Negotiation | Trade a lower price for something in return, revise in writing | Both sides agree | [Negotiate and revise](https://easysales.work/help/playbook/negotiate-and-revise/) | | 5. Close | Get written acceptance, take the deposit, hand over to the team | The customer accepts | [Close the deal](https://easysales.work/help/playbook/close-the-deal/) | | 6. Invoice | Invoice the day you deliver, to the person who pays | The invoice is sent | [Invoice on time](https://easysales.work/help/playbook/invoice-on-time/) | | 7. Get paid | Remind before and after the due date, on a fixed schedule | It is paid | [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) | Around the seven steps sit three habits: winning [repeat business](https://easysales.work/help/playbook/repeat-business/) from customers you already have, a [weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) that keeps every deal moving, and [consent for marketing](https://easysales.work/help/playbook/marketing-consent/). When a payment is badly late, see [Long-overdue debts](https://easysales.work/help/playbook/long-overdue-debts/). ## Good practice **Always know the next step.** A deal without a booked next step — a call, a visit, a date to send the revised price — is the deal that quietly goes cold. End every contact by agreeing what happens next and when. **Write things down where the team can see them.** A note on the customer, not in your own notebook, means a colleague can pick the deal up when you are away and nobody asks the customer the same question twice. **Keep the paperwork tidy from the start.** The customer's correct company name, the person who approves, the person who pays and the payment term all matter later. Getting them right at the first quotation saves a corrected invoice and a late payment. **Look at the whole pipeline every week.** Thirty minutes once a week, at the same time, is enough to see which deals are stuck, which quotations are waiting for an answer and who owes you money. ## Do it in easySales Each step has a home in easySales, and each record links to the next: - A new enquiry is a [lead](https://easysales.work/help/sales/leads/). When it becomes real business you [convert it](https://easysales.work/help/sales/convert-a-lead/) into an account, a contact or an opportunity. - The deal is an [opportunity](https://easysales.work/help/sales/opportunities/), moved through your stages on the [pipeline board](https://easysales.work/help/sales/pipeline-board/). - The offer is a [quotation](https://easysales.work/help/quotations/overview/); you [mark it as sent](https://easysales.work/help/quotations/mark-as-sent/) so follow-up reminders start. - The charge is an [invoice](https://easysales.work/help/invoices/overview/), raised from the accepted quotation, and the money is a [payment](https://easysales.work/help/payments/overview/) on it. - Every call, visit and next step is an [activity](https://easysales.work/help/activities/overview/), and your own list of what is due is [My work](https://easysales.work/help/my-work/overview/). The whole chain, and why each document follows the one before, is explained in [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/). ## Examples **One deal, start to finish.** Harbour Café asks Lim & Co about a new counter and lighting. Marcus Tan records a lead with the **Source** **Web form**, calls the owner, books a site visit and converts the lead into a business account with an opportunity. He sends quotation QN-10000125 for SGD 2,080.00 before GST, marks it as sent, and calls three days later. The café asks for a lower price; Marcus takes SGD 100.00 off in return for a 50% deposit and revises the quotation. The café accepts, pays the deposit, and Lim & Co invoices the balance on the day the counter is installed. A reminder goes out three days before the due date, and the café pays on time. ## Common questions - **What are the steps of a sales process?** First contact, quotation, follow-up, negotiation, closing, invoicing and getting paid. Around them sit repeat business, a weekly review and consent for marketing. - **Do I need a CRM for a small business?** You need one place where every customer, quotation, next step and unpaid invoice is visible to the whole team. A spreadsheet works for a handful of deals; once several people sell, one shared record stops deals and payments slipping. - **How often should I review my sales pipeline?** Once a week, at a fixed time. See [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/). - **What is the difference between a lead and an opportunity?** A lead is someone who might buy and is not yet qualified. An opportunity is a deal you are actively working on with a customer, with a value and an expected close date. See [Leads](https://easysales.work/help/sales/leads/). - **Can I use these templates as they are?** Yes. Change the names, numbers and dates, and keep the structure: what it is about, the facts, and the next step. ## Related - [Quote to cash](https://easysales.work/help/concepts/quote-to-cash/) - [First contact](https://easysales.work/help/playbook/first-contact/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) - [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) --- # First contact > How to handle a new sales enquiry — reply fast, ask the right qualifying questions, decide whether it is worth pursuing and book the next step — and record it as a lead in easySales. Source: https://easysales.work/help/playbook/first-contact/ The first contact decides a lot: how quickly you answer, what you ask and whether you leave with a clear next step. This article covers what to do when an enquiry arrives — by phone, email, a web form, a referral or a trade show — and how to keep track of it in easySales. It is the first step of the [sales playbook](https://easysales.work/help/playbook/overview/). ## Good practice **Reply the same working day.** A customer who sends an enquiry often sends it to several suppliers. The first to answer with a useful question, rather than a brochure, is the one they remember. **Note where they came from.** A referral, a repeat customer, a web search or a trade show tells you what they already know about you. Over a few months it also tells you which source brings the customers who actually buy. **Ask before you price.** Five questions sort most enquiries: 1. What do you need, and what problem does it solve for you? 2. When do you need it by? 3. Have you set a budget, even a rough range? 4. Who else is involved in the decision, and who approves the payment? 5. Are you comparing other suppliers? **Decide whether it is worth pursuing.** A clear need, a date and someone who can decide make a real prospect. "Just send me a price" with no date and no decision maker is worth a short reply, not a day of work on a detailed quotation. **Leave with a next step and a date.** A site visit, a call with the person who decides, or a date by which you will send the quotation. Say it aloud and confirm it in writing. ## Do it in easySales 1. Record the enquiry as a [lead](https://easysales.work/help/sales/leads/): **New lead** above the **Leads** list. Fill in the **Name**, **Company** and how to reach them, and choose the **Source**, such as **Referral** or **Web form**. If a source you need is missing, an administrator can add it to the list. 2. Log the first call or email on the lead's **Activities** tab as a communication. Tick **Also create a next-step task** and give it a **Next step** and a due date. See [Events and communications](https://easysales.work/help/activities/events-and-call-logs/). 3. Use **Status** for where the lead stands: **New**, **Contacted** or **Qualified**. A lead that goes nowhere becomes **Disqualified**, with a **Disqualification reason**. 4. When it is real business, select **Convert lead** at the top of the lead. Convert it into a **Business account** — the person becomes its first contact — or into an **Opportunity on an existing account** for a customer you already have. See [Convert a lead](https://easysales.work/help/sales/convert-a-lead/). 5. On the new opportunity, enter the **Sales Value** you expect and the **Expected Close Date**, so it counts in your [forecast](https://easysales.work/help/sales/forecast/). If the enquiry comes from a customer you already have, skip the lead: start an [opportunity](https://easysales.work/help/sales/opportunities/) on their account, or a quotation straight away. ## Templates you can use **Replying to a web or email enquiry** > Hi [Name], thank you for getting in touch about [the kitchen renovation]. To give you an accurate > quotation, could you tell me a little more: roughly when you would like the work done, the size of > the space, and whether you have a budget in mind? If it is easier, I can call you — would Thursday > afternoon suit you? **After a first call** > Hi [Name], thank you for your time today. As discussed, I will visit on Tuesday, 27 October at > 10:00 to measure the space, and send you a quotation by Friday, 30 October. Please let me know if > anyone else from your team would like to join the visit. **A referral** > Hi [Name], Grace Wong at Harbour Café suggested I contact you about your new outlet. We designed > Harbour Café's counter and lighting last year. Would a 15-minute call this week be useful to see if > we can help? ## Common questions - **How quickly should I reply to a sales enquiry?** The same working day. If you cannot give an answer yet, reply to say when you will, and ask one question to keep the conversation going. - **What questions should I ask a new lead?** What they need and why, when they need it, their budget, who decides and pays, and whether they are comparing suppliers. - **When should a lead become an account in easySales?** When it is real business — they want a quotation or a visit. Convert it then, and the person becomes the account's first contact. See [Convert a lead](https://easysales.work/help/sales/convert-a-lead/). - **Can I undo a lead conversion?** No. A lead converts once and cannot be converted again, so choose the target carefully. - **How do I track where my customers come from?** Choose a **Source** on every lead and read the **Source** column on the **Leads** list. Everyone picks from the same list, so the column stays easy to compare. - **Should I send a price on the first call?** Only for a simple, standard job. For anything else, ask your questions first; a price that misses the real need is a price you will have to revise. ## Related - [Leads](https://easysales.work/help/sales/leads/) - [Convert a lead](https://easysales.work/help/sales/convert-a-lead/) - [Write a clear quotation](https://easysales.work/help/playbook/clear-quotation/) - [Sales playbook](https://easysales.work/help/playbook/overview/) --- # Write a clear quotation > What to include in a quotation — scope, quantities, unit prices, tax, validity, payment terms and deposit — so customers can say yes without coming back with questions. Source: https://easysales.work/help/playbook/clear-quotation/ A clear quotation is easier to accept and harder to argue about later. It answers the customer's questions before they ask them, and it becomes the basis of your invoice. This article lists what a good quotation contains, how each part maps to easySales, and what to write in the email that goes with it. ## Good practice **Describe the scope in the customer's words.** Each line says what they get, in terms they would use — "Supply and install oak counter, 2.4 m" rather than a product code. Say what is not included, too: "Electrical work by others" saves an argument later. **Show quantities and unit prices.** A single lump sum invites the question "what is that made of?". Lines with a quantity and a unit price show how you arrived at the total, and make a later change easy to price. **State the tax and the currency.** Show the amount before tax, the tax and the total, and name the currency. A business customer who can claim back tax wants to see it separately. **Give it an expiry date.** Prices and availability change. Thirty days is common for services; a shorter period suits materials whose prices move. **Set the payment terms and any deposit now.** The quotation is where the customer agrees how and when they will pay. Write the payment term, such as 30 days from the invoice date, and any deposit, such as 50% on acceptance. **Say how to accept.** "Sign and return this quotation" or "Reply to this email to confirm" gives the customer a simple way to say yes and gives you a written record. ## Do it in easySales - **Lines.** Under **Items**, add one line per item with **Qty**, **Unit** and **Unit price**, and a description the customer will understand. Enter **Unit cost** too: it never prints, and it shows your margin. See [Line items](https://easysales.work/help/quotations/line-items/). - **Tax.** Choose the tax in **Taxes**; the quotation shows **Subtotal**, **Tax** and **Total**. - **Validity.** Set the **Expires** date. Once it passes, the quotation shows a notice and stays **Open** until you accept or reject it, and a quotation expiring within seven days appears in your **To do**. - **Payment term.** The quotation takes the account's **Default payment term**, and an invoice raised from it takes its due date from that term. - **Terms.** Put payment terms, exclusions and how to accept under **Terms and conditions**; pick a saved template so every quotation says the same thing. Templates are set up under [Standard templates](https://easysales.work/help/documents/standard-templates/). - **Deposit and stages.** For a deposit or progress claims, add a [billing plan](https://easysales.work/help/quotations/billing-plan/) to the quotation. - **Check the PDF.** **PDF** shows what the customer will see, with your letterhead and design. When you send it, tick **Sent to the customer** so follow-up reminders start. See [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/). ## Examples **A quotation that answers its own questions.** Mei Tan quotes Harbour Café for a new counter: | Item | Qty | Unit | Unit price (SGD) | Amount (SGD) | |---|---|---|---|---| | Design and drawings | 1 | lot | 600.00 | 600.00 | | Oak counter, supply and install, 2.4 m | 1 | unit | 1,200.00 | 1,200.00 | | Pendant lights, supply and install | 4 | pc | 70.00 | 280.00 | **Subtotal** SGD 2,080.00, **Tax** at GST 9% SGD 187.20, **Total** SGD 2,267.20. Under **Terms and conditions**: "30% deposit on acceptance, balance 30 days from invoice. Valid until 20 November. Electrical connection by the café's electrician. Sign and return to accept." ## Templates you can use **The email that goes with the quotation** > Subject: Quotation QN-10000125 — Harbour Café counter and lighting > > Hi [Name], thank you for meeting me on Tuesday. Please find our quotation attached for the new > counter and lighting: SGD 2,080.00 before GST, SGD 2,267.20 in total. It includes design, supply and > installation, and is valid until 20 November. To go ahead, please sign and return it, or reply to > this email. I will call you on Friday to answer any questions. **Terms and conditions to adapt** > Prices are in SGD and exclude GST unless stated. This quotation is valid for 30 days. A deposit of > 50% is due on acceptance; the balance is due 30 days from the invoice date. Work not listed above is > quoted separately. To accept, sign and return this quotation or confirm by email. ## Common questions - **What should a quotation include?** Your company and the customer's details, a quotation number and date, each item with quantity and unit price, the tax and total, the currency, an expiry date, payment terms and how to accept. - **How long should a quotation be valid for?** Long enough for the customer to decide, short enough that your prices still hold — 30 days for most services, less for materials whose prices change. - **Is a quotation legally binding?** A quotation is an offer; once the customer accepts it, it may form a contract. Ask a lawyer about your own terms. - **Should I show the price before or after tax?** Show both: the amount before tax, the tax, and the total. easySales prints **Subtotal**, **Tax** and **Total**. - **How do I show a discount on a quotation?** Give it on a line with **Line discounts**, or on the whole quotation in the **Discount** row, as a percentage or an amount. The PDF prints the full price, the discount and the net. See [Give a discount](https://easysales.work/help/quotations/discounts/). - **What happens when a quotation expires?** It shows a notice and stays **Open** until you accept or reject it. Copy it to a new quotation at today's prices if the customer comes back later. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). ## Related - [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/) - [Line items](https://easysales.work/help/quotations/line-items/) - [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/) - [Sales playbook](https://easysales.work/help/playbook/overview/) --- # Follow up a quotation > How to follow up a quotation without being pushy — when to call, how many times, what to say each time and when to let go — with follow-up email templates and reminders in easySales. Source: https://easysales.work/help/playbook/follow-up-a-quotation/ Many quotations are lost not because the price was wrong but because nobody followed them up. The customer was busy, had a question they did not ask, or simply forgot. This article gives a follow-up rhythm that is persistent without being pushy, what to say at each step, and how easySales reminds you when a quotation has gone quiet. ## Good practice **Agree the follow-up when you send it.** "I will call you on Friday to answer any questions" turns the next call into something the customer expects, not an interruption. **Bring something new each time.** "Just checking in" gives the customer nothing to answer. A follow-up that answers a likely question, offers a choice or mentions a date is easier to reply to. **A rhythm that works for most quotations:** | When | What | Purpose | |---|---|---| | Day 2–3 after sending | A call or short email | Check it arrived and was clear; answer questions | | Day 7 | An email with something useful: an option, a photo of similar work, a lead time | Keep it moving | | Day 14 | A call to ask for a decision | Find out where it stands and what is in the way | | A few days before it expires | A note that the price holds until the expiry date | A natural reason to decide | | After it expires | A last, polite message that you will close the file | Get an answer, yes or no | **Ask what is in the way.** "Is there anything that would stop you going ahead?" brings out the real objection — price, timing, a colleague who has not agreed — which you can then deal with. **Know when to let go.** After four or five contacts with no reply, close the quotation as lost and note why. A clear "no" is better than a pipeline full of deals that will never close, and a polite last message often brings an answer. ## Do it in easySales - **Mark it as sent.** When the quotation goes out, select **PDF** and tick **Sent to the customer**. The latest mark is the sent date that follow-up reminders count from. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). - **Let To do remind you.** When a sent quotation has had no communication or meeting with the customer for the number of days your company sets, it appears in the salesperson's **To do**; so does a quotation not yet marked as sent, and one expiring within seven days. The days are set under **System settings** → **Notifications**. See [Message centre](https://easysales.work/help/inbox/message-centre/). - **Log every contact.** Record each call or email as a communication on the quotation, its opportunity or the customer's contact. That clears the follow-up reminder and shows colleagues what was said; an internal note does not count as contact. Tick **Also create a next-step task** to book the next follow-up in the same step. See [Events and communications](https://easysales.work/help/activities/events-and-call-logs/). - **Keep a next step on the deal.** An open opportunity with no open task and no future event appears in its owner's **To do** and in the team view under **No next step**. See [Team view](https://easysales.work/help/my-work/team/). - **Follow the quotation** to get an update in the message centre when something happens to it. See [Follow a document](https://easysales.work/help/inbox/follow-a-document/). - **Close it when you know.** **Accept** or **Reject** in the **···** menu records the answer; on the [pipeline board](https://easysales.work/help/sales/pipeline-board/), mark a lost deal **Lost** with a **Lost Reason**, so you can see later why deals are lost. ## Templates you can use **Day 2–3: check it arrived** > Hi [Name], I wanted to make sure our quotation QN-10000125 for the counter and lighting reached > you, and that everything in it is clear. Is there anything you would like me to explain or change? **Day 7: add something useful** > Hi [Name], one thing that may help with your decision: the oak for the counter has a lead time of > three weeks, so confirming by 6 November would let us install before your December opening. I have > attached two photos of a similar counter we built last year. **Day 14: ask for a decision (call, then email)** > Hi [Name], thank you for the call. As discussed, you are waiting for your partner's view on the > lighting. I will hold the quotation until 20 November and call you on Monday, 9 November. **Before it expires** > Hi [Name], a short note that quotation QN-10000125 is valid until Friday, 20 November. If you would > like to go ahead at these prices, a reply to this email is all I need. **The last message** > Hi [Name], I have not heard back about the counter and lighting, so I will assume the timing is not > right and close the file for now. If anything changes, I will gladly update the quotation for you. ## Common questions - **How long should I wait to follow up on a quotation?** Two or three days for the first contact, then about a week apart. Agree the first follow-up when you send it. - **How many times should I follow up?** Four or five times over three to four weeks, each with something new, then a last message saying you will close the file. - **How do I follow up without sounding pushy?** Bring something useful each time — an answer, an option, a lead time — and ask what is in the way rather than whether they have decided. - **Does easySales remind me to follow up a quotation?** Yes. A sent quotation with no logged contact for the number of days your company sets appears in your **To do**, and so does one about to expire. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). - **Why did a follow-up reminder disappear?** Someone logged a communication, or held a meeting with the customer's contact, on the quotation, its opportunity or its contact — or the quotation is no longer **Open**. To do items leave as soon as their cause is dealt with. - **What do I do when a quotation expires?** It stays **Open** with a notice. Send the last message; if the customer comes back, copy it to a new quotation at today's prices. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). - **Should I mark a quotation rejected if the customer never answers?** Yes, once you have sent your last message. Mark the opportunity **Lost** with a reason such as **No decision**. ## Related - [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/) - [Message centre](https://easysales.work/help/inbox/message-centre/) - [Negotiate and revise](https://easysales.work/help/playbook/negotiate-and-revise/) - [Sales playbook](https://easysales.work/help/playbook/overview/) --- # Negotiate and revise > How to handle a request for a discount — know your margin floor, trade price for something in return, offer options and revise the quotation in writing with a full history. Source: https://easysales.work/help/playbook/negotiate-and-revise/ "Can you do better on the price?" is a good sign: the customer wants to buy and is asking on what terms. This article covers how to answer without giving your margin away, how to offer choices instead of a discount, and how to keep each version of the quotation on record in easySales. ## Good practice **Know your floor before the conversation.** Work out what the job costs you and the lowest margin you will accept. Without that number you will either refuse too quickly or agree to a price that loses money. **Ask what the concern is.** "Too expensive" can mean over budget, more than a competitor quoted, or not sure it is worth it. Each needs a different answer: a smaller scope, a comparison of what is included, or more about the result. **Trade, do not just give.** If you lower the price, get something in return: a larger deposit, faster payment, a bigger order, a longer contract, a later delivery date or a referral. A discount given for nothing teaches the customer to ask again next time. **Offer options rather than a cut.** A basic, standard and premium version lets the customer choose a lower price by choosing less, instead of you charging less for the same work. **Change the quotation in writing.** Every agreed change goes into a revised quotation, not a phone call or a chat message. Both sides then see exactly what was agreed when the invoice comes. **Know when to walk away.** A deal below your floor costs you more than losing it. Say so politely and leave the door open. ## Do it in easySales - **See your margin as you quote.** Enter **Unit cost** on each line. The quotation adds up the **Cost**, which never prints, so you can see the margin before and after a discount. See [Line items](https://easysales.work/help/quotations/line-items/). - **Revise rather than retype.** On an **Open** quotation, select **Revise** in the **···** menu and enter the **Reason for the revision**. A draft revision opens; change it and select **Finalise**. It takes the same number with `-R1`, `-R2` and so on, and the old version becomes **Superseded**, kept read-only for reference. See [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/). - **Offer options as separate quotations.** Use **Copy** in the **···** menu to make a second version — the standard and the premium — linked to the same opportunity. When the customer accepts one, easySales offers to reject the others. See [Close a quotation](https://easysales.work/help/quotations/close-a-quotation/). - **Protect your floor with approval.** Under **System settings** → **Approval**, a quotation can need a second person's approval when its margin falls below a percentage you set (**Margin below**) or its amount reaches a limit (**Amount at least**). See [Document approval](https://easysales.work/help/quotations/document-approval/). - **Show a discount clearly.** Use a line discount or the **Discount** row of the totals, so the PDF prints the full price, the discount and the net — see [Give a discount](https://easysales.work/help/quotations/discounts/). - **Note what was traded.** Record the conversation as a communication on the quotation: what the customer asked for, what you gave and what you got in return. ## Examples **A discount for a bigger deposit.** Harbour Café's quotation QN-10000125 is SGD 2,080.00 before GST, with costs of SGD 1,160.00: a margin of SGD 920.00, or 44.2%. The café asks for SGD 200.00 off. Mei Tan knows her floor is 35%. She offers SGD 100.00 off if the café pays a 50% deposit on acceptance instead of 30%. The café agrees. Mei selects **Revise**, enters the reason "SGD 100 off for 50% deposit", types 100 as an amount in the **Discount** row of the totals, and changes the deposit in the terms. QN-10000125-R1 totals SGD 1,980.00 before GST; the margin is SGD 820.00, or 41.4%, still above her floor. The original stays on record as **Superseded**. ## Templates you can use **Answering a request for a discount** > Hi [Name], thank you for coming back to me. I want to make this work for you. I can take SGD 100.00 > off the total if the deposit is 50% on acceptance rather than 30%, which lets us order the oak > straight away. Would that work for you? **Offering options** > Hi [Name], to bring the cost closer to your budget, I have attached two options. Option A keeps the > oak counter with standard lighting, at SGD 1,800.00 before GST. Option B is the original design at > SGD 2,080.00. Both include installation. **Saying no politely** > Hi [Name], I understand the budget is tight. At that price we would not be able to do the work to > the standard you expect, so I would rather not cut corners. If the scope changes, I will gladly > look at it again. ## Common questions - **How do I respond when a customer asks for a discount?** Find out what the concern is, then offer something in exchange for a lower price — a larger deposit, faster payment or a bigger order — or a smaller option at a lower price. - **How do I revise a quotation without losing the original?** Select **Revise** on the quotation. The new version takes a `-R1` number and the original is kept as **Superseded**. See [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/). - **Can I revise a quotation after the customer accepted it?** Yes, until an invoice from it is issued. After that, change what is billed with a credit note or a new quotation. - **What is a healthy profit margin?** It depends on your trade and costs. Work out your own floor from what each job costs you, and record **Unit cost** on your lines so you can see it on every quotation. - **How do I stop salespeople giving away too much discount?** Turn on approval for quotations with **Margin below** your floor, so a second person checks them before they go out. See [Document approval](https://easysales.work/help/quotations/document-approval/). - **Should I offer several options in one quotation or separate ones?** Separate quotations on the same opportunity keep each option's total clear; accept the one the customer chooses and reject the rest. ## Related - [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/) - [Line items](https://easysales.work/help/quotations/line-items/) - [Close the deal](https://easysales.work/help/playbook/close-the-deal/) - [Sales playbook](https://easysales.work/help/playbook/overview/) --- # Close the deal > How to close a sale properly — ask for the decision, get written acceptance, collect the deposit and hand the job over — and record the win in easySales. Source: https://easysales.work/help/playbook/close-the-deal/ A deal is closed when the customer has said yes in writing, the terms are clear to both sides and the people doing the work know what was sold. Skipping any of the three leads to the same problems later: disputes about scope, a deposit that never arrives, or a team that delivers something slightly different from what was promised. This article covers the close and the handover. ## Good practice **Ask for the decision.** When the questions have been answered, ask plainly: "Shall we go ahead?" Many customers are ready to say yes and are waiting to be asked. **Get acceptance in writing.** A signed quotation, a purchase order or an email that says "we accept quotation QN-10000125-R1" is enough. It fixes the version, the price and the terms that were agreed. **Take the deposit before you commit costs.** If the job needs materials or booked time, ask for the deposit you agreed in the quotation before you order or schedule. A customer who has paid a deposit is committed too. **Confirm the details that make the invoice right.** The customer's registered company name, their tax registration number if they have one, the person who approves the invoice, the person who pays and any purchase order number they need on it. **Hand over in one go.** Tell the people doing the work what was sold, what was promised, the dates and who the customer's contact is. Write it down where they can find it, not only in a conversation. **Close the loop on the other quotations.** If you sent options or a competitor's comparison, tell the customer which one you are proceeding with, and close the rest. ## Do it in easySales 1. **Accept the quotation.** On the accepted version, select **Accept** in the **···** menu and confirm with **Accept quotation**. If the opportunity has other **Open** quotations, easySales asks **Reject the other quotations?** — leave the ones to reject ticked and select **Reject selected**. See [Close a quotation](https://easysales.work/help/quotations/close-a-quotation/). 2. **Mark the deal won.** easySales then asks **Mark the opportunity as won?** Select **Mark as won**. The deal leaves the [pipeline board](https://easysales.work/help/sales/pipeline-board/) and counts as won this month. 3. **Invoice the deposit.** With a [billing plan](https://easysales.work/help/quotations/billing-plan/), create the deposit stage's invoice. Without one, select **Raise invoice** on the quotation. If the customer pays before you invoice, record the money as a prepayment. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). 4. **Check the account details.** Add the **Tax Registration No.** and the right contacts to the account before the first invoice is issued. See [Account details](https://easysales.work/help/accounts/account-details/). 5. **Hand over.** Post a task on the opportunity for the colleague who will do the work, and mention anyone else who needs to know with **@**. Put the scope and promises in a note on the same opportunity. See [Tasks](https://easysales.work/help/activities/tasks/). 6. **Follow the project.** The won opportunity's **Project** card shows the contract value, what has been invoiced and what is still owed. See [Opportunities](https://easysales.work/help/sales/opportunities/). ## Templates you can use **Asking for the decision** > Hi [Name], I think we have covered everything: the revised design, the price of SGD 1,980.00 before > GST and installation in the first week of December. Shall we go ahead? If so, please sign and return > the quotation and we will send the deposit invoice today. **Confirming the order** > Hi [Name], thank you for accepting quotation QN-10000125-R1. To confirm: we will supply and install > the counter and lighting as quoted, starting on 1 December. The deposit invoice for 50% is attached; > once it is paid we will order the materials. Your contact during the work will be Siti Nadia. **The handover note to your team** > Harbour Café — counter and lighting, QN-10000125-R1, SGD 1,980.00 before GST. 50% deposit invoiced. > Install from 1 December, before the café opens on the 10th. Customer contact: Grace Wong. Promised: > oak counter, four pendant lights, café's electrician does the connections. ## Common questions - **How do I ask a customer to close the deal?** Summarise what was agreed — scope, price, dates — and ask "Shall we go ahead?". Tell them exactly how to accept: sign the quotation or reply by email. - **Is an email acceptance enough?** For most small jobs, a clear email that names the quotation version is good written evidence. For large or complex work, ask for a signed quotation or a purchase order. - **How much deposit should I ask for?** Enough to cover the costs you commit before the customer pays the rest — materials and booked time. Agree it in the quotation, not after acceptance. - **Does accepting a quotation create an invoice?** No. Accepting records the customer's answer. Raise the invoice from it, or from its billing plan. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **What happens to the other quotations on the deal?** When you accept one, easySales offers to reject the other **Open** quotations on the same opportunity. - **Can I reopen a deal I marked as won?** Yes. Open the opportunity and move it to an open stage under **Move stage**. ## Related - [Close a quotation](https://easysales.work/help/quotations/close-a-quotation/) - [Billing plan](https://easysales.work/help/quotations/billing-plan/) - [Invoice on time](https://easysales.work/help/playbook/invoice-on-time/) - [Sales playbook](https://easysales.work/help/playbook/overview/) --- # Invoice on time > Invoice the day you deliver, with the right details and payment terms, to the person who pays — so invoices are not queried and payment is not delayed. Source: https://easysales.work/help/playbook/invoice-on-time/ The fastest way to be paid sooner is to invoice sooner. An invoice sent a week after delivery is paid a week later, and an invoice with the wrong name, a missing purchase order number or an unclear amount is sent back and paid later still. This article covers when to invoice, what to check, and how easySales keeps invoices quick and consistent. ## Good practice **Invoice the day you deliver.** Make it part of finishing the job: the work is handed over, the invoice goes out. For a long project, invoice by stage or by month as agreed in the quotation, not all at the end. **Use the details the customer gave you.** The registered company name, the billing address, their tax registration number if they have one and the purchase order number if they use them. A large company's accounts team may hold an invoice that does not quote its purchase order. **Make the amount match what was agreed.** Raise the invoice from the accepted quotation so the lines, prices and terms are the same. A difference, even a small one, starts a query. **State the due date, not just the term.** "Due 23 October" is clearer than "30 days", and it is the date your reminders count from. **Send it to the person who pays, and copy the person who ordered.** Ask the customer for their accounts email at the start. Then ask them to confirm they received it. **Check the PDF before it goes.** Spelling, amounts, tax, the due date and your payment details. A correction after issuing means a credit note. ## Do it in easySales - **Raise it from the quotation.** **Raise invoice** on the accepted quotation copies its lines, contact, payment term and **Terms and conditions**. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). - **Invoice by stage.** A [billing plan](https://easysales.work/help/quotations/billing-plan/) on the quotation sets the deposit, milestones or regular periods in advance, and each stage becomes its own invoice. - **Invoice delivered goods together.** For goods sent on delivery orders, raise one invoice from the delivered orders. See [Invoice delivery orders](https://easysales.work/help/purchasing-delivery/invoice-delivery-orders/). - **Let regular charges draft themselves.** A [recurring invoice](https://easysales.work/help/invoices/recurring-invoices/) creates the same invoice each period; you check it and issue it. A scheduled invoice due to be raised appears in your **To do**. - **Fill in the customer's reference.** Enter the **Customer PO number** on the invoice. It is one of the details you can still change after issuing. See [Edit an issued invoice](https://easysales.work/help/invoices/edit-an-issued-invoice/). - **Check the payment term and due date.** **Payment term** and **Due date** sit side by side. The term is the customer's, else the company default, and the due date is counted from the invoice date. **Due date** is required, and a date you type yourself stays as typed. - **Check the PDF, then issue.** **PDF** shows it, headed **PROFORMA INVOICE** while it is a draft. **Issue invoice** gives it its invoice number. Save or print the PDF and send it yourself. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) and [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - **Follow it** to hear in the message centre when it is paid. See [Follow a document](https://easysales.work/help/inbox/follow-a-document/). ## Templates you can use **Sending the invoice** > Subject: Invoice INV-10000319 from Lim & Co — due 23 October > > Hi [Name], please find attached invoice INV-10000319 for SGD 2,260.00, for the counter and lighting > installed on 23 September. It is due on 23 October. Payment details are on the invoice. Could you > confirm you have received it? Thank you for your business. **Asking who should receive invoices** > Hi [Name], before we send our first invoice: who should receive it in your accounts team, and do > you need a purchase order number on it? **A stage invoice under a billing plan** > Hi [Name], as the counter is now installed, please find attached our invoice for the second stage, > SGD 1,079.10 including GST, as set out in the quotation. It is due on 23 October. ## Common questions - **When should I send an invoice?** On the day you deliver the work or the goods, or on the stage dates agreed in the quotation. Every day of delay is a day added to when you are paid. - **What should an invoice include?** Your and the customer's details, the invoice number and date, what was supplied with quantities and prices, the tax and total, the currency, the due date and how to pay. Tax rules in your country may require more on a tax invoice. See [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/). - **Can I send a proforma invoice before the work is done?** Yes. A draft invoice prints as a **PROFORMA INVOICE** you can send to ask for payment in advance; the customer owes nothing on it until you issue it. - **Can I change an invoice after sending it?** Only its reference details, such as the **Customer PO number**. To change an amount, issue a credit note. See [Edit an issued invoice](https://easysales.work/help/invoices/edit-an-issued-invoice/). - **Does easySales email the invoice for me?** No. You preview or download the PDF and send it yourself, so you choose the recipient and the wording. - **How do I invoice the same customer every month?** Set up a recurring invoice. See [Set up a recurring invoice](https://easysales.work/help/invoices/set-up-a-recurring-invoice/). ## Related - [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) - [Sales playbook](https://easysales.work/help/playbook/overview/) --- # Get paid faster > A payment reminder schedule that works — a note before the due date, then reminders on day 1, 7, 14 and 30 overdue — with polite email templates and how to track it in easySales. Source: https://easysales.work/help/playbook/get-paid-faster/ Most late payments are not refusals. The invoice went to the wrong person, is waiting for a signature, or nobody has looked at it yet. A steady, polite routine of reminders fixes most of these before they turn into a real problem, and keeps the relationship intact. This page gives the routine, the words to use and how to run it from easySales. When a debt is more than a month late, carry on with [Long-overdue debts](https://easysales.work/help/playbook/long-overdue-debts/). ## Good practice **Set payment up before the work starts.** Agree the payment term and any deposit in the quotation, invoice the day you deliver, and put your payment details on the invoice. Every day you wait to invoice is a day added to when you are paid. See [Invoice on time](https://easysales.work/help/playbook/invoice-on-time/). **Send the invoice to the person who pays.** In many companies the person who ordered the work does not pay the bill. Ask who handles payments, and whether they need a purchase order number on the invoice, before you send it. **Remind on a fixed schedule.** A reminder that arrives on the same days for every customer feels routine, not personal, and nothing slips. A schedule that works for most small businesses: | When | What | Tone | |---|---|---| | 3 days before the due date | A short note that the invoice is due, with a copy attached | Helpful | | Day 1 overdue | "It may have crossed with your payment" | Friendly | | Day 7 overdue | A reminder with the invoice and a statement | Polite and direct | | Day 14 overdue | A phone call to the person who pays, then an email confirming what was agreed | Firm | | Day 30 overdue | A written notice that new work is paused until the account is up to date | Formal | **Make paying easy.** Put the amount, the invoice number, the due date and how to pay in every reminder. Attach the invoice again: nobody wants to search their inbox for it. **Keep it about the invoice, not the person.** Polite, factual and specific messages are paid sooner than angry ones, and you will want to work with most of these customers again. **Reward paying early, if it suits you.** A small discount for prompt payment, stated on the invoice, can bring money in sooner. Offer it only if your margin allows it. ## Do it in easySales - **Due dates come from the payment term.** An invoice counts its due date from its payment term, such as 30 days for `NET 30`, or the invoice date for `COD`. The term is the account's **Default payment term**, or the company default if the account has none. See [Create an account](https://easysales.work/help/accounts/create-an-account/). - **Let easySales tell you what is late.** An overdue invoice you own appears in your **To do** in the message centre, and in the **Morning to-do e-mail** if you have it on. See [Message centre](https://easysales.work/help/inbox/message-centre/). - **Find every late invoice at once.** On the **Invoices** list, add the **Due Date** and **Outstanding** columns and set a **Due Date** filter ending yesterday. A due date before today shows in red. See [Overdue and outstanding](https://easysales.work/help/invoices/overdue-and-outstanding/). - **Book the reminder schedule as tasks.** On the invoice, post a task due three days before the due date. When you send it, select **Done & schedule next** to book the next step — day 1, day 7 and so on — so the schedule runs itself. See [Tasks](https://easysales.work/help/activities/tasks/). - **Log each reminder.** Record each email or call as a communication on the invoice, with **Also create a next-step task** ticked for the next date. Anyone who opens the invoice sees what was sent and when. See [Events and communications](https://easysales.work/help/activities/events-and-call-logs/). - **Note a payment promise.** When the customer promises to pay by a date, post a task on the invoice with **Waiting** set to **Waiting for the customer** and **Recheck on** that date. The overdue invoice in your **To do** then reads *Waiting on customer — recheck* with the date, and the task comes back to you on that day. - **Send a statement, not a pile of invoices.** On the account, **Statement…** gives one PDF of every invoice, payment and credit for the period. The **Receivables** card shows the ageing: **Current**, **1–30**, **31–60**, **61–90** and **90+**. - **Record a prompt-payment discount** when a customer takes one: tick the small balance left and choose **Prompt-payment discount**. easySales issues the credit note for it. See [Payment differences](https://easysales.work/help/payments/payment-differences/). - **Ask for money up front on large jobs** with a deposit in a [billing plan](https://easysales.work/help/quotations/billing-plan/). ## Templates you can use Replace the details in brackets. Lim & Co's examples use SGD; your invoices use your own currency. **3 days before the due date** > Subject: Invoice INV-10000319 due on 23 October > > Hi [Name], a quick note that invoice INV-10000319 for SGD 2,260.00 is due on Friday, 23 October. I > have attached a copy for your convenience. Payment details are on the invoice. Thank you! **Day 1 overdue** > Subject: Invoice INV-10000319 — payment due yesterday > > Hi [Name], our records show invoice INV-10000319 for SGD 2,260.00 was due yesterday. If you have > already paid, thank you, and please ignore this note. If not, could you let me know when we can > expect payment? A copy is attached. **Day 7 overdue** > Subject: Reminder: invoice INV-10000319 is 7 days overdue > > Dear [Name], invoice INV-10000319 for SGD 2,260.00 is now 7 days overdue. I have attached the > invoice and a statement of your account. Please arrange payment this week, or tell me if there is > anything about the invoice that needs to be sorted out first. **Day 14 overdue — after the call** > Dear [Name], thank you for speaking with me today. As agreed, you will pay invoice INV-10000319 for > SGD 2,260.00 by Wednesday, 11 November. I will check our account on that day. **Day 30 overdue** > Dear [Name], invoice INV-10000319 for SGD 2,260.00 is now 30 days overdue, despite our reminders of > 24 October, 30 October and 6 November. Until the account is up to date, we are unable to schedule > new work. Please pay the balance by [date], or call me on [number] to agree a plan. ## Common questions - **When should I send a payment reminder?** A short note a few days before the due date, then on day 1, 7, 14 and 30 overdue. Keep the same schedule for every customer so nothing slips. - **How do I politely ask a customer for payment?** State the invoice number, amount and due date, attach the invoice, assume it is an oversight and ask when you can expect payment. The templates above are a starting point. - **Does easySales send payment reminders to customers?** No. easySales reminds you, in your **To do**, when an invoice you own is overdue. You send the reminder yourself, and log it on the invoice. - **How do I see all overdue invoices?** On the **Invoices** list, filter **Due Date** to end yesterday and add the **Outstanding** column. For one customer, the account's **Receivables** card shows the ageing. See [Overdue and outstanding](https://easysales.work/help/invoices/overdue-and-outstanding/). - **Should I call or email?** Email for the first reminders, so there is a written trail. Call by day 14: a conversation finds the real reason for the delay faster than another email. - **What if the customer says they never received the invoice?** Send it again the same day to the person who pays, ask them to confirm receipt, and record the new date on the invoice. - **Can I offer a discount for paying early?** Yes, if your margin allows it. State it on the invoice and record it with a prompt-payment discount when the payment comes in. See [Payment differences](https://easysales.work/help/payments/payment-differences/). ## Related - [Overdue and outstanding](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Long-overdue debts](https://easysales.work/help/playbook/long-overdue-debts/) - [Invoice on time](https://easysales.work/help/playbook/invoice-on-time/) - [Sales playbook](https://easysales.work/help/playbook/overview/) --- # Long-overdue debts > What to do when a customer is 30, 60 or 90 days late — pause new work, send a final notice, agree instalments, and decide when to write off a bad debt. Source: https://easysales.work/help/playbook/long-overdue-debts/ When an invoice is more than a month late and friendly reminders have not worked, the question changes from "have they forgotten?" to "will they pay, and how?". This page covers the steps between a reminder and a write-off: pausing work, a final notice, a payment plan and, when nothing else works, writing the debt off. The earlier reminders are in [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/). This is a general guide, not legal advice. Before a letter of demand, a claim or a debt collector, ask a lawyer, or read the guides published by the small claims court or tribunal in your country. ## Good practice **Find out why before you push harder.** A customer who has gone quiet may have a dispute about the work, a cash-flow problem, or the invoice may be with the wrong person. A phone call to the person who approves payments tells you which, and each needs a different answer. **Fix a dispute with a credit note, not by waiting.** If part of the work was wrong or late and you agree to charge less, issue a credit note for that part. The customer then owes a clear, agreed amount, and there is no reason left to hold the rest. **Pause new work while the debt stands.** Finishing a new job for a customer who is not paying adds to what is at risk. Tell them plainly that new orders wait until the account is up to date, and agree it with whoever approves discounts and credit in your company. **Offer a payment plan in writing.** A customer short of cash may pay in instalments when they would not pay the whole amount. Agree the amounts and dates in writing, record each payment as it arrives, and follow up the day an instalment is missed. **Send a final notice with a date.** A final notice states the amount, the invoices, the date by which you need payment and what you will do next if it does not arrive. Only name a step you are ready to take. **Know when to stop.** When the business has closed, cannot be traced, or the debt is smaller than the cost of chasing it, write it off in your books. Writing off does not forgive the debt: you can still collect it if the customer pays later. **A sensible order:** 30 days late, call and pause new work; 45 days, send a final notice; 60 days, agree a payment plan or take advice on a letter of demand or a claim; after that, decide whether to pursue or write off. ## Do it in easySales - **See the whole account.** Open the customer's account. The **Receivables** card shows **Outstanding**, **Overdue** and **Ageing by due date** — **Current**, **1–30**, **31–60**, **61–90** and **90+** days past due. See [Overdue and outstanding](https://easysales.work/help/invoices/overdue-and-outstanding/). - **Send a statement with the final notice.** **Statement…** on the account gives a PDF of every invoice, payment and credit for the **Period** you choose, so the customer sees the same figures you do. - **Record every call and letter.** Log each call as a communication on the invoice or account, and each letter as a note, with what was agreed. If you later write the debt off, the form asks for the **Steps taken to recover the debt**, and these records are your answer. See [Events and communications](https://easysales.work/help/activities/events-and-call-logs/). - **Book each instalment date.** Post a task on the invoice due on the next instalment date. When the money arrives, [record the payment](https://easysales.work/help/payments/record-a-payment/) and select **Done & schedule next** to book the following date. The invoice reads **Partial Paid** until it is settled. - **Correct a disputed amount** with a [credit note](https://easysales.work/help/credit-notes/overview/) for the part you agreed to take off. - **Write off what cannot be collected.** On the invoice, select **Write off as bad debt…** in the **···** menu, choose a **Reason**, describe the steps you took and select **Write off**. The **Bad debt relief** panel shows whether the tax on it may be claimable under your country's rules. No credit note is issued and the customer is not told; their statements still show the debt. - **If they pay after all,** select **Record recovery** on the invoice's **Bad debt** tab. ## Templates you can use **A call script, about 30 days late** > Hello [Name], this is Mei from Lim & Co. I'm calling about invoice INV-10000290 for SGD 1,090.00, > which was due on 15 August. Is there anything holding it up on your side — a question about the > work, or the invoice going to the wrong person? … When can we expect payment? **Pausing new work** > Dear [Name], we would be glad to start the second phase. As invoices INV-10000290 and INV-10000301 > (SGD 2,180.00 in total) are now more than 30 days overdue, we will schedule the new work once the > account is up to date. If payment is difficult at the moment, please call me so we can agree a plan. **A payment plan, confirmed in writing** > Dear [Name], thank you for agreeing the following plan for the SGD 2,180.00 outstanding: > SGD 730.00 by 31 October, SGD 725.00 by 30 November and SGD 725.00 by 31 December. If an instalment > is missed, the full balance becomes due at once. Please reply to confirm. **A final notice** > Dear [Name], despite our reminders of 22 August, 29 August and 14 September, invoice INV-10000290 > for SGD 1,090.00 remains unpaid. Please pay the full amount by 31 October. If we do not receive > payment or hear from you by then, we will consider further steps to recover the debt. A statement > of your account is attached. ## Common questions - **What do I do when a customer refuses to pay?** Find out why first. If they dispute part of the work, agree a credit note for that part; if they are short of cash, offer a written payment plan; if they ignore you, send a final notice with a date and then take advice on a letter of demand or a claim. - **When should I write off a bad debt?** When you have taken reasonable steps and the debt cannot be collected — the business has closed or cannot be traced, or chasing it would cost more than it is worth. Your accountant can tell you when your tax rules allow relief. See [Overdue and outstanding](https://easysales.work/help/invoices/overdue-and-outstanding/). - **Does writing off a debt cancel it?** No. It takes the amount off your receivables, but the customer still owes it and their statements still show it. If they pay later, record a recovery. - **Should I cancel the invoice instead of writing it off?** No. Cancelling says the charge was a mistake and issues a credit note to the customer. A write-off says the charge was right but cannot be collected. See [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/). - **Can I charge interest on late payment?** Put a late-payment rate in your quotation and invoice terms before the work starts. Without one, what you can claim depends on the law where you trade; ask a lawyer. - **How do I record a payment plan in easySales?** Record each instalment as a payment on the invoice when it arrives, and post a task for the next instalment date. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). - **Is a letter of demand the same as a final notice?** Not quite. A final notice is your own last reminder. A letter of demand says you will start legal proceedings if you are not paid by a date; it is often sent by a lawyer and can matter in court. Ask a lawyer before you send one. ## Related - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) - [Overdue and outstanding](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Sales playbook](https://easysales.work/help/playbook/overview/) --- # Repeat business > Turn one-off customers into repeat customers — check in after delivery, offer maintenance and renewals, ask for referrals — and keep it organised with tasks and reports in easySales. Source: https://easysales.work/help/playbook/repeat-business/ Winning a new customer takes far more time than selling again to one who already knows your work. Repeat business comes from staying in touch after the job, at the right moments and with a reason. This article covers the after-sales check-in, renewals and maintenance, referrals, and how to make sure no good customer is forgotten. ## Good practice **Check in after delivery.** A week or two after the job, ask whether everything is working as expected. It catches small problems before they become complaints, and it is the best moment to ask for a review or a referral. **Know each customer's next need.** A café that has just renovated may need maintenance in a year, an extra outlet next year, or seasonal work. Write the likely next need down, with a date. **Offer regular service where it fits.** A maintenance plan, a monthly retainer or a yearly check gives the customer peace of mind and gives you steady income. **Remind before a renewal, not after.** For anything that expires — a service contract, a warranty, a licence — get in touch a month before, so the customer has time to decide and budget. **Ask for referrals by name.** "Do you know anyone else who might need this?" rarely works. "Would you introduce me to the owner of your second outlet?" often does. **Look at your best customers twice a year.** Your sales by customer show who brings in the most. Make sure each of them hears from you between jobs. **Market only with consent.** A newsletter or a promotion is marketing. See [Marketing and consent](https://easysales.work/help/playbook/marketing-consent/). ## Do it in easySales - **Book the check-in when you deliver.** Post a task on the account, due a week or two after the job, for whoever looks after the customer. See [Tasks](https://easysales.work/help/activities/tasks/). - **Keep a next contact in the diary.** When you complete a check-in, select **Done & schedule next** to book the following one — in three months, six months or a year. - **Record the next need as an opportunity.** Create an opportunity on the account with **Type** **Add-on** or **Renewal**, its **Sales Value** and an **Expected Close Date**, so it appears on the [pipeline board](https://easysales.work/help/sales/pipeline-board/) and in the [forecast](https://easysales.work/help/sales/forecast/). - **Invoice regular work automatically.** A [recurring invoice](https://easysales.work/help/invoices/recurring-invoices/) creates the draft each period; you check and issue it. - **Repeat a past job in minutes.** **Copy** on a past quotation or invoice starts a new draft for the same customer with the same lines, at today's date. See [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/). - **Find your best customers.** The **Sales by customer or product** report ranks customers by net sales for a period. See [Reports](https://easysales.work/help/reports/overview/). - **See the whole history before you call.** The account's **Activities** tab shows every note, call and visit across the customer, so you can pick up where the last conversation ended. ## Templates you can use **The check-in after delivery** > Hi [Name], it has been two weeks since we installed the new counter. Is everything working well, > and are the lights where you want them? If anything needs adjusting, just let me know. **Asking for a referral** > Hi [Name], I am glad the café is happy with the result. You mentioned your second outlet in Tiong > Bahru — would you be willing to introduce me to the person planning it? A short email to both of us > would be perfect. **A renewal reminder, a month ahead** > Hi [Name], your yearly maintenance with us ends on 30 November. I have attached a quotation to renew > it for next year at the same price, SGD 480.00 before GST. If you would like to change anything, > we can talk it through. **Offering maintenance after a project** > Hi [Name], many of our clients book a check every six months to keep the woodwork and fittings in > good shape. For Harbour Café, that would be SGD 240.00 before GST per visit. Would you like me to > set it up? ## Common questions - **How do I get repeat customers?** Check in after each job, note each customer's next likely need with a date, offer regular service where it fits, and contact your best customers between jobs. - **When should I follow up after a sale?** A week or two after delivery, then at the intervals that suit the work — a quarter, six months or a year. - **How do I ask a customer for a referral?** Ask at a good moment, such as after they thank you, and ask for a specific introduction rather than "anyone you know". - **How do I set up a monthly invoice for a regular customer?** Set up a recurring invoice; it drafts the invoice each period for you to issue. See [Set up a recurring invoice](https://easysales.work/help/invoices/set-up-a-recurring-invoice/). - **How can I see which customers buy the most?** Open the **Sales by customer or product** report and choose the period. See [Report figures](https://easysales.work/help/reports/report-figures/). - **Can I send a newsletter to all my customers?** Only to those who have agreed to receive marketing, and leave out anyone recorded as **Opted out**. See [Marketing and consent](https://easysales.work/help/playbook/marketing-consent/). ## Related - [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/) - [Opportunities](https://easysales.work/help/sales/opportunities/) - [Weekly sales routine](https://easysales.work/help/playbook/weekly-sales-routine/) - [Sales playbook](https://easysales.work/help/playbook/overview/) --- # Weekly sales routine > A 30-minute weekly sales review for small teams — pipeline, stalled deals, quotations awaiting an answer and overdue invoices — and where to find each in easySales. Source: https://easysales.work/help/playbook/weekly-sales-routine/ Deals rarely fail in one dramatic moment. They drift: a follow-up slips, a quotation waits a week too long, an invoice goes unchased. A short, fixed review once a week catches the drift while it is still easy to fix. This article gives a 30-minute routine for a salesperson, and a version for whoever leads the team. ## Good practice **Same time, every week.** Monday morning sets up the week; Friday afternoon closes it. Pick one and put it in the calendar, so it happens when the week is busy too. **Every open deal has a next step.** The review's main question for each deal is "what happens next, and when?". A deal without an answer gets one before the review ends, or is closed as lost. **Look at money as well as deals.** A sale is finished when it is paid. Overdue invoices belong in the same review as new opportunities. **Clean as you go.** Close the deals you know are lost, update expected close dates that have passed and correct values that changed. A forecast is only as good as the data behind it. **For the team leader: ask, do not inspect.** The weekly review is for finding where someone needs help — a stuck deal, a difficult customer, too much on their plate — not for ranking people. ## Do it in easySales A 30-minute checklist, in this order: | Minutes | Check | Where | |---|---|---| | 5 | Your overdue and due-this-week tasks | [My work](https://easysales.work/help/my-work/overview/): **Overdue**, **Today**, **Next 7 days** | | 5 | Everything easySales says needs you | **To do** in the [message centre](https://easysales.work/help/inbox/message-centre/): quotations to follow up, overdue invoices, deals with no next step | | 10 | The pipeline, stage by stage | The [pipeline board](https://easysales.work/help/sales/pipeline-board/): a red **Expected Close Date** has passed; move, update or close | | 5 | Quotations waiting for an answer | **Quotations** list on **Open**: call the oldest, and those near **Expires** | | 5 | Money owed | **Invoices** list filtered to a past **Due Date**, or the **Receivables ageing** report. See [Overdue and outstanding](https://easysales.work/help/invoices/overdue-and-outstanding/) | For whoever leads the team, add ten minutes: - **The team view.** In **My work**, select **Team**. **This week** shows each person's notes, communications, meetings held and tasks done, and **No next step** lists open opportunities with nothing booked. See [Team view](https://easysales.work/help/my-work/team/). - **The forecast.** **Opportunities** → **Forecast** shows the weighted amount expected in each of the coming months, by owner. See [Sales forecast](https://easysales.work/help/sales/forecast/). - **The month so far.** The **Sales performance** and **Quotation conversion** reports show who sold how much and how many quotations turned into invoices. See [Reports](https://easysales.work/help/reports/overview/). To start each day the same way, turn on the **Morning to-do e-mail** under **My profile** → **Notifications**: one email each morning listing what is in your **To do**. See [Notification settings](https://easysales.work/help/inbox/notification-settings/). ## Examples **Monday, 9:00.** Marcus Tan opens **My work**: two tasks overdue from Friday, a site visit today. In **To do**, QN-10000131 has had no contact for three days since it was sent; he calls the customer and logs the call, and the reminder clears. On the board, an opportunity's **Expected Close Date** passed last week — the customer has postponed to January, so he changes the date. Another has gone silent for a month after his last message; he marks it **Lost** with **No decision**. Last, the **Invoices** list shows INV-10000312 seven days overdue; he sends the day 7 reminder from [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) and posts a task for day 14. ## Templates you can use **An agenda for a 15-minute team meeting** > 1. Wins since last week (2 minutes). > 2. Deals closing this month: is each one still on track? (5 minutes) > 3. Deals with no next step: who books what? (3 minutes) > 4. Overdue invoices over 14 days: who calls whom? (3 minutes) > 5. Where does anyone need help? (2 minutes) **Asking a colleague for a next step** > @Marcus Tan, "Harbour Café — outdoor seating" has nothing booked yet. Could you set a call or a visit > this week? ## Common questions - **How do I review my sales pipeline?** Once a week, go through every open deal and make sure it has a next step with a date, a realistic close date and a current value; close what is lost. In easySales, use the [pipeline board](https://easysales.work/help/sales/pipeline-board/). - **How long should a weekly sales meeting take?** Fifteen to thirty minutes, with the same agenda every week: wins, deals closing this month, deals without a next step, overdue invoices and help needed. - **What is a weighted forecast?** Each open deal's value times its probability of winning, added up. A SGD 10,000.00 deal at 40% adds SGD 4,000.00. See [Sales forecast](https://easysales.work/help/sales/forecast/). - **How do I find deals that have stalled?** Open deals with no open task and no future event appear in their owner's **To do** and in the team view under **No next step**. - **Can I get my to-do list by email every morning?** Yes. Turn on the **Morning to-do e-mail** under **My profile** → **Notifications**. See [Notification settings](https://easysales.work/help/inbox/notification-settings/). - **Can a team leader see each person's activity?** The team view shows the week's activities for the people who report to the leader or are in a team they lead, counting only what the leader is allowed to see. See [Team view](https://easysales.work/help/my-work/team/). ## Related - [My work](https://easysales.work/help/my-work/overview/) - [Pipeline board](https://easysales.work/help/sales/pipeline-board/) - [Team view](https://easysales.work/help/my-work/team/) - [Sales playbook](https://easysales.work/help/playbook/overview/) --- # Marketing and consent > Before you send promotional emails, SMS or calls, check consent and do-not-call rules, offer an easy unsubscribe, and record every opt-out in easySales. Source: https://easysales.work/help/playbook/marketing-consent/ A newsletter, a festive promotion or an SMS about a new service can bring customers back — or bring a complaint and a regulator's letter. This page sets out the habits that keep marketing welcome and within the rules, and how to record a customer's choice in easySales. It is a general guide, not legal advice: for your own case, read the regulator's guidance linked below or ask a lawyer. ## Good practice **Keep service messages and marketing apart.** A quotation, an invoice, a payment reminder or a delivery update is part of a deal the customer asked for. A promotion, a newsletter or an offer of something new is marketing, and that is where consent and opt-out rules apply. Do not slip a sales offer into an invoice email and treat it as a service message. **Ask before you market, and keep proof.** Ask when you collect the details — on an enquiry form, a sign-up sheet at a trade show, or in the first email — and say what you will send and how often. Write down when and how the person agreed. A ticked box, a signed form or an email reply is proof; "they gave me their card" is weaker. **Check the do-not-call registers before calls, SMS and faxes.** Several countries keep a national register of numbers that do not want marketing calls or messages. Check the number before a marketing call or SMS unless the person has clearly agreed, in writing or another form you can show, to hear from you. **Make leaving easy, and act on it quickly.** Every marketing email or SMS says who it is from and how to stop receiving it: a reply keyword, a link or an address. When someone opts out, stop sending them marketing on that channel and record it the same day, so a colleague does not send the next one. **Send less, and send to the right people.** A short, relevant message to people who asked for it beats a large list. Buying a list or copying addresses from websites is risky in every country below. ### Rules by country These are the main laws to know. Each one has more detail, exceptions and penalties than this summary; read the regulator's guidance before a campaign. | Country | Main rules | In practice | |---|---|---| | Singapore | Personal Data Protection Act 2012, including its Do Not Call provisions; Spam Control Act | Check the Do Not Call Register before a marketing call, SMS or fax to a Singapore number unless you have clear and unambiguous consent in writing or another accessible form. A check result is valid for 21 days. Unsolicited commercial email and SMS sent in bulk carry an unsubscribe facility and `` before the subject, or at the start of a message with no subject; stop within 10 business days of an unsubscribe. | | Malaysia | Personal Data Protection Act 2010 | Tell people what their data is used for and get their consent; a person can ask you in writing to stop using their data for direct marketing. | | Hong Kong | Personal Data (Privacy) Ordinance, Part 6A; Unsolicited Electronic Messages Ordinance | Tell the person and get their consent before using their personal data for direct marketing, and stop when they ask. Commercial electronic messages give the sender's name, phone and address and an unsubscribe facility; stop within 10 working days of an unsubscribe. Do not send to numbers on the fax, SMS or pre-recorded message do-not-call registers. | | Australia | Spam Act 2003; Do Not Call Register Act 2006 | A commercial email or SMS needs consent, identifies the sender and has a working unsubscribe, honoured within five working days. Check the Do Not Call Register before a telemarketing call or marketing fax. | | New Zealand | Unsolicited Electronic Messages Act 2007 | A commercial email or SMS needs consent, identifies the sender and has a working unsubscribe, honoured within five working days. | | Japan | Act on Regulation of Transmission of Specified Electronic Mail; Act on the Protection of Personal Information | Advertising email and SMS need the recipient's prior agreement (opt-in), with narrow exceptions; keep a record of when and how they agreed. Each message shows the sender and how to opt out. | Official guidance: [PDPC Singapore — Do Not Call Registry](https://www.dnc.gov.sg/) · [PDPC Singapore — PDPA overview](https://www.pdpc.gov.sg/about/the-legislation/pdpa-overview) · [PDPC Singapore — guide to the Do Not Call provisions](https://www.pdpc.gov.sg/about/do-not-call-registry/do-not-call-registry-for-organisations/organisations-guide-to-singapores-do-not-call-dnc-provisions) · [Singapore Statutes Online — Spam Control Act](https://sso.agc.gov.sg/Act/SCA2007) · [JPDP Malaysia — Personal Data Protection Act 2010](https://www.pdp.gov.my/ppdpv1/en/) · [PCPD Hong Kong — guidance on direct marketing](https://www.pcpd.org.hk/english/publications/files/GN_DM_e.pdf) · [OFCA Hong Kong — Unsolicited Electronic Messages Ordinance](https://www.ofca.gov.hk/en/consumer_focus/guide/others/uemo/index.html) · [ACMA Australia — spam rules for businesses](https://www.acma.gov.au/avoid-sending-spam) · [ACMA Australia — Do Not Call Register](https://www.acma.gov.au/do-not-call-register) · [Department of Internal Affairs NZ — anti-spam](https://www.dia.govt.nz/Spam-Three-Steps) · [Ministry of Internal Affairs and Communications Japan — specified electronic mail](https://www.soumu.go.jp/main_sosiki/joho_tsusin/d_syohi/m_mail.html). Last checked 21 October 2026. ## Do it in easySales Each contact has a **Consent** card with four channels: **Marketing email**, **Do-not-call (voice)**, **Do-not-call (SMS)** and **Do-not-call (fax)**. Each reads **Opted out**, **Not opted out** or **Not recorded**, with the history of changes below. See [Contact details](https://easysales.work/help/contacts/contact-details/). 1. When a person opts out or agrees again, open the contact and select **Record consent change**. 2. Choose the **Channel** and the **State**. 3. Enter the **Source** — how they told you, such as "Reply STOP to SMS" or "Signed form at home show" — and a **Note** if it helps. 4. Leave **When** blank to record it as now, or enter the day they told you. Select **Save**. 5. Before a mailing, check **Consent** for the people on your list and leave out anyone **Opted out** on that channel. For a lead from a trade show or a web enquiry, choose how you met as the lead's **Source**, such as **Trade show or event** or **Web form**, and record what they agreed to in a note, so the trail is there when the lead becomes a contact. See [Leads](https://easysales.work/help/sales/leads/). **Consent** is a record for your team to follow. It does not block quotations, invoices or calls, and easySales does not send marketing for you: whoever sends the campaign checks the record first. A person's choice to stop marketing never stops their quotations, invoices or payment reminders. ## Templates you can use **Asking for consent on a form or sign-up sheet** > Yes, I would like to receive news and offers from Lim & Co by email and SMS, about once a month. > I can unsubscribe at any time. **The footer of a marketing email** > You are receiving this because you signed up at our stand at the Home Show on 12 September. To stop > receiving these emails, reply UNSUBSCRIBE to this email address. Lim & Co, 10 Example Road, > Singapore. **A marketing SMS** (in Singapore, unsolicited bulk messages start with ``) > `` Lim & Co: 10% off kitchen design consultations until 30 Nov. Book: 6123 4567. To opt out, text > STOP to 8123 4567. **Confirming an opt-out** > Thank you, [Name]. We have removed you from our marketing emails. You will still receive the > quotations and invoices for your current project. ## Common questions - **Do I need consent to email an invoice or a payment reminder?** Consent rules are about marketing. An invoice, a reminder about money owed or a delivery update is part of a deal the customer asked for. Keep sales offers out of those emails. - **Is a business card enough consent to send our newsletter?** It is weak proof in Australia and New Zealand, and it does not cover a newsletter unrelated to why they gave it to you. In Japan a business card allows advertising email, but not mail-order advertising. Ask the person to agree and record when and how they did. - **What is the Do Not Call Register in Singapore?** A national register where people list Singapore phone numbers that do not want marketing calls, SMS or faxes. Check it before marketing to a number unless you hold clear consent in writing or another accessible form. A check result is valid for 21 days. - **How fast must I act on an unsubscribe?** Within five working days in Australia and New Zealand, 10 business days in Singapore for unsolicited bulk email or SMS, and 10 working days in Hong Kong; in Japan, stop once you are told. Recording the opt-out in easySales the same day keeps you within all of them. - **Does easySales block emails to people who opted out?** No. **Consent** is a record your team follows; easySales does not send marketing itself. Check it before each mailing. See [Contact details](https://easysales.work/help/contacts/contact-details/). - **Can I buy a mailing list?** Avoid it. The people on it have not agreed to hear from you, so you cannot show consent where the law requires it, and in Singapore and Hong Kong the do-not-call and unsubscribe rules still apply. - **Is this legal advice?** No. It is a general guide. Read the regulator's guidance linked on this page, or ask a lawyer, for your own case. ## Related - [Contact details](https://easysales.work/help/contacts/contact-details/) - [Leads](https://easysales.work/help/sales/leads/) - [Repeat business](https://easysales.work/help/playbook/repeat-business/) - [Sales playbook](https://easysales.work/help/playbook/overview/) --- # Invoicing knowledge > Plain-language guides to invoicing and GST rules in Singapore, Hong Kong, Australia, New Zealand and Japan, with Malaysia and Brunei tax notes, each linked to official sources. Source: https://easysales.work/help/knowledge/overview/ These guides explain the rules behind everyday invoicing: when a proforma is enough, when tax is due on a deposit, how long to keep records and more. Each one compares Singapore, Hong Kong, Australia, New Zealand and Japan, adds the tax rules of Malaysia and Brunei, and ends with links to the official sources it relies on and the date they were last checked. They are general information, not tax or legal advice. Rules change and your situation may differ, so check the official source or ask your accountant before you rely on a guide. ## The guides - [Proforma invoices](https://easysales.work/help/knowledge/proforma-invoices/) — what a proforma is and how it differs from a tax invoice. - [Deposits and progress claims](https://easysales.work/help/knowledge/deposits-and-progress-claims/) — when tax is due on money received before the work is done. - [Credit and debit notes](https://easysales.work/help/knowledge/credit-and-debit-notes/) — which document corrects an invoice, and what it must show. - [Simplified tax invoices](https://easysales.work/help/knowledge/simplified-tax-invoices/) — the limits below which a shorter tax invoice is allowed. - [When to issue an invoice](https://easysales.work/help/knowledge/when-to-issue-an-invoice/) — the deadlines for giving a tax invoice. - [Registering for GST](https://easysales.work/help/knowledge/registering-for-gst/) — the thresholds, voluntary registration and invoicing before and after. - [Zero-rated and exempt](https://easysales.work/help/knowledge/zero-rated-and-exempt/) — zero-rated, exempt and out-of-scope sales, and their local names. - [Foreign-currency invoices](https://easysales.work/help/knowledge/foreign-currency-invoices/) — which amounts to convert, and at which rate. - [E-invoicing by country](https://easysales.work/help/knowledge/e-invoicing-by-country/) — InvoiceNow, MyInvois, Peppol and JP PINT, with the dates. - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) — how long to keep invoices and records. - [Bad debt relief](https://easysales.work/help/knowledge/bad-debt-relief/) — getting back the tax on an invoice that is never paid. - [Quotations and orders](https://easysales.work/help/knowledge/quotations-and-orders/) — what quotations and purchase orders do, and quoting prices with GST. ## How the guides fit The guides explain the rules; the feature pages explain how to apply them in easySales. Each guide ends with an **In easySales** section that links to the pages for the task. For a one-page summary of a country's invoice rules, see [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) and the country pages beside it. ## Common questions - **Are these guides tax advice?** No. They are general information drawn from official sources. Ask your accountant or the tax authority about your own situation. - **Which countries do the guides cover?** Singapore, Hong Kong, Australia, New Zealand and Japan in full, and the tax rules of Malaysia and Brunei. - **How current are they?** Each guide lists its sources and the date they were last checked. Rules change, so check the source when a date matters to you. - **Where are the official sources?** At the end of each guide, under **Sources**, linked to the tax authority's own pages and the law. - **Where do I set my company's tax registration in easySales?** Under **System settings** → **Tax**. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). ## Related - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Company and tax](https://easysales.work/help/administration/company-and-tax/) --- # Proforma invoices > What a proforma invoice is, when to send one instead of a tax invoice, and how Singapore, Australia, New Zealand and Japan treat a payment request. Source: https://easysales.work/help/knowledge/proforma-invoices/ A **proforma invoice** is a preview of the invoice you intend to issue: the customer sees the goods, the price and the terms before the sale is billed. Businesses send one so that a customer can raise a purchase order, get internal approval, pay in advance or clear goods through customs. This page explains how a proforma differs from a tax invoice in each country easySales serves. It is general information, not tax or legal advice: check the sources at the end or ask your accountant before you rely on it. ## In short - A proforma is not the invoice the customer pays against or claims tax with. The tax invoice follows once the sale is billed. - In Singapore a proforma is not an invoice for GST, but **a payment received against it** fixes the time of supply, and the tax invoice is then due within 30 days. - In Australia and New Zealand the law treats any document that notifies an obligation to pay as an invoice. A proforma that asks for payment can therefore count as one for GST timing. - In Japan a document's title does not decide what it is: its contents do. ## Country by country ### Singapore IRAS lists sales orders, pro-forma invoices and statements of account as documents that are not invoices for GST purposes. The time of supply is the earlier of the invoice or the payment. So when a customer pays before you issue the invoice, GST is due by reference to the payment date, and the tax invoice must be issued within 30 days of that payment. Issuing any kind of invoice that bills for payment, not only a tax invoice, also fixes the time of supply. ### Hong Kong Hong Kong has no sales tax, VAT or GST, so no tax rule turns on whether a document is a proforma. Send one whenever your customer needs it. ### Australia GST law defines an invoice as "a document notifying an obligation to make a payment". If you account on a non-cash (accruals) basis, GST is attributed to the earlier of the period in which you receive any payment or the period in which you issue an invoice. A tax invoice is a separate test: the document must, among other things, make clear that it is intended to be a tax invoice. On the cash basis, GST follows the payments you receive. ### New Zealand The time of supply is the earlier of the invoice being issued or any payment being received, and "invoice" is again defined as a document notifying an obligation to make payment. Inland Revenue has said that issuing an invoice is a positive act of notifying a present obligation to pay, so look at what your proforma says, not at its heading. ### Japan There is no prescribed form for a qualified invoice (適格請求書). Any document that carries the required items — your name and registration number, the date, the description (marking reduced-rate items), the total per rate with the applicable rate, the tax per rate and the customer's name — qualifies whatever its title. In principle, consumption tax arises when the goods are delivered or the service is provided, not when you invoice or are paid; a small sole proprietor on the cash basis for income tax may use the date of payment instead. ### Malaysia and Brunei Malaysian service tax is due when payment is received, and at the latest on the day after 12 months from the invoice date if the customer has not paid. Brunei has no GST or VAT. ## In easySales - Every draft invoice is a proforma. Its PDF is headed **PROFORMA INVOICE**, carries its `PF-` number and, on a design that prints a stamp, **DRAFT**. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - Issuing the draft gives it its `INV-` number and keeps the proforma number as a reference, so the customer can match the two. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - Money that arrives before you invoice is recorded as a **Prepayment**; where tax is due on receipt, easySales issues a deposit tax invoice dated the day the money arrived. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - For some companies in Australia and New Zealand, depending on the **Accounting basis**, a staged draft has no **PDF**: a document asking for payment there is a tax invoice, so you issue it first. ## Examples Lim & Co is GST-registered in Singapore. On 3 March it sends Harbour Café, a GST-registered customer, a proforma for a SGD 2,180.00 fit-out (SGD 2,000.00 plus GST of SGD 180.00), so the café can approve the spend. The café pays the full amount on 10 March, before the work starts. The payment on 10 March fixes the time of supply, so Lim & Co accounts for the SGD 180.00 of GST in the return that covers 10 March, and must issue the tax invoice by 9 April. Mei Tan records the money as a **Prepayment**, and easySales issues the deposit tax invoice dated 10 March. ## Common questions - **Is a proforma invoice a tax invoice?** No. In Singapore IRAS lists it among documents that are not invoices for GST. Issue the tax invoice once the sale is billed or paid. - **When should I send a proforma invoice?** When the customer needs the figures before you bill: to raise a purchase order, approve the spend, pay in advance or arrange import paperwork. Send the invoice itself once the sale is billed. - **Do I have to charge GST when the customer pays a proforma?** In Singapore, a payment received before the invoice fixes the time of supply, so GST is due by reference to that payment. See [Deposits and progress claims](https://easysales.work/help/knowledge/deposits-and-progress-claims/). - **How long do I have to issue the tax invoice after a prepayment in Singapore?** Within 30 days of receiving the payment. - **Does a proforma count as an invoice for GST in Australia?** The law treats any document that notifies an obligation to pay as an invoice, which can fix when GST is attributed on the accruals basis. Ask your accountant how your proforma reads. - **Why does my draft invoice print PROFORMA INVOICE?** Every draft in easySales is a proforma until you issue it. See [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/). ## Sources Last checked: 21 October 2026. - [IRAS — GST: Time of Supply Rules (e-Tax Guide, PDF)](https://www.iras.gov.sg/docs/default-source/e-tax/etaxguide_gst_time-of-supply-rules.pdf), paragraphs 2.2, 3.4 and 5.5 - [IRAS — When to report supplies in GST returns](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/charging-gst-%28output-tax%29/when-to-report-supplies-in-gst-returns) - [Hong Kong FSTB — Prevailing tax policy](https://www.fstb.gov.hk/en/treasury/general/prevailing-tax-policy.htm) - [Federal Register of Legislation — GST Act 1999](https://www.legislation.gov.au/C2004A00446/latest/text), sections 29-5, 29-70 and 195-1 - [Inland Revenue NZ — Interpretation statement IS 10/03 (PDF)](https://www.taxtechnical.ird.govt.nz/-/media/project/ir/tt/pdfs/interpretation-statements/is1003.pdf) - [Inland Revenue NZ — Interpretation statement IS 07/02 (PDF)](https://www.taxtechnical.ird.govt.nz/-/media/project/ir/tt/pdfs/interpretation-statements/is0702-2.pdf) - [National Tax Agency Japan — Qualified invoice Q&A (PDF, Japanese)](https://www.nta.go.jp/taxes/shiraberu/zeimokubetsu/shohi/keigenzeiritsu/pdf/qa/01-01.pdf), question 25 - [National Tax Agency Japan — Tax Answer No. 6141 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6141.htm) - [RMCD MySST — Service Tax Act 2018 (PDF)](https://mysst.customs.gov.my/wp-content/uploads/2025/03/Service-Tax-Act-2018.pdf), section 11 ## Related - [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) - [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/) - [Deposits and progress claims](https://easysales.work/help/knowledge/deposits-and-progress-claims/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # Deposits and progress claims > When GST is due on a deposit, a down payment, a security deposit or a progress claim in Singapore, Australia, New Zealand and Japan, and what to invoice. Source: https://easysales.work/help/knowledge/deposits-and-progress-claims/ Money often arrives before the work is finished: a down payment to start a job, a refundable deposit on loaned items, or progress claims on a long project. Whether tax is due when the money arrives depends on what the money is and where you are registered. This page compares the rules. It is general information, not tax or legal advice: check the sources at the end or ask your accountant before you rely on it. ## In short - A **part payment** (down payment, advance, prepayment) pays for the sale. In Singapore, Australia and New Zealand it brings the GST forward to when you receive it. - A **refundable security deposit** is held against the customer's obligations. It is taxed only when you apply it to the price or, in Australia, when it is forfeited. - **Progress claims** are taxed stage by stage: in Singapore at the earlier of each payment or each invoice, in Australia the same on the accruals basis, and in New Zealand also when a payment falls due. - In **Japan** an advance does not, in principle, change the timing: consumption tax follows delivery of the goods or the service. ## Country by country ### Singapore A deposit that forms part of the payment is taxed when you receive it. A refundable security deposit is taxed only when you use it to offset the payment due. If you refund a part-payment deposit, you may adjust the GST already accounted for, as long as you keep the documents, such as a credit note. A rental security deposit forfeited on early termination under the tenancy agreement needs no GST. For progress payments, such as on a construction contract, GST is due at the earlier of each payment received or each invoice issued, and retention sums follow the same rule. ### Hong Kong There is no sales tax, VAT or GST, so deposits raise no tax-timing question. ### Australia A deposit held as security for performing an obligation is not consideration unless it is forfeited because the obligation was not performed, or applied to the price. GST on it is then attributed to the period in which that happens. A payment that is not a security deposit is consideration received. On the accruals basis, receiving any part of the price brings all of the GST on that sale into that period, unless the sale is progressive or periodic: such a supply is attributed as if each component were a separate supply. On the cash basis, only the GST on the amount received counts. ### New Zealand A deposit that a supplier receives under a contract, conditional or not, is a payment and triggers the time of supply. A deposit paid to a stakeholder does not, because the supplier has not received it. A supplier who receives advance or progress payments must account for GST on them. On the invoice or hybrid basis, GST on a progress payment is accounted for in the earliest period in which the payment falls due, is received or is invoiced; on the payments basis, when it is received. ### Japan In principle, receiving an advance does not change the timing. Sales are recognised when the goods are delivered or the service is provided, whatever the date of payment; a small sole proprietor on the cash basis for income tax may use the date of payment instead. A qualified invoice may be issued before the supply, for example for a year's maintenance billed in advance; if its details change by the time of supply, issue a corrected one. ### Malaysia and Brunei For Malaysian service tax, a refundable deposit held for security is not taxable, while a deposit that is part of the payment for the service is. Construction progress payments are taxed when the payment is received. Brunei has no GST or VAT. ## In easySales - Record money paid ahead as a **Prepayment**. Where your tax settings make tax due on receipt, for example a GST-registered company in Singapore, easySales issues a deposit tax invoice dated the receipt date. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). - Record a refundable deposit as a **Security deposit** on its own receipt. It stays out of the customer's balance until you allocate, invoice, refund or forfeit it. See [Forfeit a deposit](https://easysales.work/help/payments/forfeit-a-deposit/). - Bill a project in stages with a billing plan on the quotation: a deposit, milestones or regular periods, each invoiced when it falls due. See [Plan billing stages](https://easysales.work/help/quotations/billing-plan/). ## Examples Lim & Co, GST-registered in Singapore, quotes SGD 20,000.00 plus GST for an office fit-out and asks for 30% up front. Harbour Café, a GST-registered customer, pays SGD 6,540.00 on 1 June: SGD 6,000.00 plus GST of SGD 540.00. GST on that part payment is due in the return covering 1 June, and the tax invoice for it is due by 1 July. When the job ends, the final invoice charges the remaining SGD 14,000.00 plus GST of SGD 1,260.00, SGD 15,260.00 in all. The café also leaves a refundable SGD 1,000.00 deposit on sample furniture. No GST is due while Lim & Co holds it. If the café keeps the samples and the deposit is applied to their price, GST is due at that point. ## Common questions - **Do I charge GST on a deposit in Singapore?** On a deposit that is part payment, yes, when you receive it. On a refundable security deposit, only when you apply it to the payment due. - **Is a forfeited deposit subject to GST?** It depends on the country and the facts. In Australia a forfeited security deposit is consideration. In Singapore a rental deposit forfeited on early termination under the tenancy agreement needs no GST. - **When is GST due on progress claims?** In Singapore, at the earlier of each payment or each invoice for that stage; in Australia, the same on the accruals basis; in New Zealand, also when a payment falls due. On a cash or payments basis, when you are paid. - **Is consumption tax due on an advance in Japan?** In principle no: it arises when the goods are delivered or the service is provided. A small sole proprietor on the cash basis may use the date of payment. - **Can I refund a deposit after charging GST on it?** In Singapore you may adjust the GST already accounted for, as long as you keep the documents, such as the credit note to your customer. - **What is a retention sum, and when is it taxed?** Part of a progress payment the client holds back until the work is accepted. In Singapore it is taxed at the earlier of payment or invoice, like any progress payment. ## Sources Last checked: 21 October 2026. - [IRAS — Deposits and downpayment](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/charging-gst-%28output-tax%29/common-scenarios---do-i-charge-gst/deposits-and-downpayment) - [IRAS — Construction](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/specific-business-sectors/construction) - [IRAS — GST: Time of Supply Rules (e-Tax Guide, PDF)](https://www.iras.gov.sg/docs/default-source/e-tax/etaxguide_gst_time-of-supply-rules.pdf) - [Federal Register of Legislation — GST Act 1999](https://www.legislation.gov.au/C2004A00446/latest/text), sections 29-5, 99-5, 99-10 and 156-5 - [Inland Revenue NZ — Interpretation statement IS 10/03 (PDF)](https://www.taxtechnical.ird.govt.nz/-/media/project/ir/tt/pdfs/interpretation-statements/is1003.pdf) - [Inland Revenue NZ — GST guide IR375 (PDF)](https://www.ird.govt.nz/-/media/project/ir/home/documents/forms-and-guides/ir300---ir399/ir375/ir375.pdf) - [National Tax Agency Japan — Tax Answer No. 6165 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6165.htm) - [National Tax Agency Japan — Tax Answer No. 6141 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6141.htm) - [National Tax Agency Japan — Qualified invoice Q&A (PDF, Japanese)](https://www.nta.go.jp/taxes/shiraberu/zeimokubetsu/shohi/keigenzeiritsu/pdf/qa/01-01.pdf), question 39 - [RMCD MySST — FAQ on the expansion of service tax scope 2025](https://mysst.customs.gov.my/faq-expansion-of-service-tax-scope-2025/) ## Related - [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/) - [Plan billing stages](https://easysales.work/help/quotations/billing-plan/) - [Proforma invoices](https://easysales.work/help/knowledge/proforma-invoices/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # Credit and debit notes > When to issue a credit note or a debit note, what each must show, and the rules in Singapore, Australia, New Zealand, Japan and Malaysia. Source: https://easysales.work/help/knowledge/credit-and-debit-notes/ Once an invoice is issued, it is not changed in place. When the amount turns out to be too high, a **credit note** reduces it; when it was too low, a further charge is billed. This page explains which document fits each case and what tax law asks it to show. It is general information, not tax or legal advice: check the sources at the end or ask your accountant before you rely on it. ## In short - **Credit note**: the customer owes less than the invoice said — goods returned, a service not accepted, an overcharge, a discount given afterwards, or a sale cancelled. - **Debit note**: the customer owes more for the same sale. In Malaysia it is the named document for that. In Singapore, IRAS says a standard-rated charge to a GST-registered customer needs a tax invoice, not a debit note. - A credit note names the invoice it corrects and the reason, and states the change in tax. - In Singapore, Malaysia and New Zealand the tax adjustment goes in the return for the period in which the note is issued; in Australia, the period in which you become aware of the adjustment. ## Country by country ### Singapore IRAS lists the cases for a credit note: correcting a mistake, goods or services not supplied, charges waived, contract terms not fully met, goods returned or services not accepted, and a discount on a past sale. The note shows its own number and date, your name, address and GST registration number, the customer's name and address, the reason, each item's quantity and amount, the totals and the GST, and the number and date of the original tax invoice. You adjust the GST in the return for the period in which the credit note is issued, except for a credit note that corrects a wrong GST treatment where the conditions for correcting it in the next return are not met: that goes in a GST F7. IRAS says a debit note is for billing where no GST is charged, such as internal billing, or for suppliers from whom credit is due. ### Hong Kong There is no sales tax, so no prescribed format. The Inland Revenue Department recommends giving the customer a credit note for returned sales, as the basis for adjusting your sales records. ### Australia GST law calls the document an **adjustment note**. It is needed after an adjustment event — anything that cancels a sale, changes its price or changes whether it is taxable. You give it within 28 days of the customer asking for it or, if you issued a tax invoice, within 28 days of becoming aware of the adjustment. That duty does not apply where the decreasing adjustment, the reduction in GST, is A$75 or less. The note shows that it is an adjustment note, your identity and ABN, the issue date, a brief reason, the GST adjustment and the price difference, and the customer's identity or ABN where the original price was A$1,000 or more. ### New Zealand Since 1 April 2023 credit and debit notes are **supply correction information**. A seller provides it to correct an error in the original taxable supply information, whether or not the buyer has paid. It shows your name and GST number, the date of the correction, details identifying the original, such as the invoice number, and the correction, including any change in tax. You include it in the GST return for the period in which you provided it. It is not needed for a discount or rebate whose terms were agreed in writing or set out in the original. ### Japan A registered issuer that gives a taxable business a return, discount or rebate issues a **return invoice** (適格返還請求書). The duty is waived when the refund is under ¥10,000 including tax. The return invoice shows your name and registration number, the date of the refund and of the original sale, the description, and the refund per rate with its tax or rate. If an issued invoice contains an error, you give the customer a corrected one (修正した適格請求書). ### Malaysia and Brunei For Malaysian service tax, a credit note is issued when an invoice's value is reduced or the sale is cancelled, and a debit note when the value is increased. Each carries the words "credit note" or "debit note", a serial number, the date, your details, the buyer's details, the reason, the amounts and tax, and the number and date of the original invoice. An issued invoice must not be altered: an invoice issued in error is marked "CANCELLED". Brunei has no GST or VAT. ## In easySales - Create a credit note from the invoice it corrects, on the invoice's **Credit notes** tab, and pick a **Reason**: **Reversal**, **Goods returned**, **Allowance**, **Over-invoiced** or **Other**. See [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/). - To withdraw an invoice completely, cancel it: easySales issues a **Reversal** credit note for the whole amount. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - easySales has no debit note. To bill an amount you left off, issue a new invoice for it. - A credit note in a foreign currency converts at the rate of the invoice it credits. See [Currency and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/). ## Examples Harbour Café returns two chairs from Lim & Co's invoice INV-10000412, at SGD 350.00 each. Mei Tan creates a **Goods returned** credit note for SGD 700.00 plus GST of SGD 63.00, SGD 763.00 in all. It names INV-10000412, and Lim & Co reduces its output tax by SGD 63.00 in the return for the period in which the credit note is issued. A week later Daniel Lim notices that a SGD 200.00 installation fee was left off the same job. He issues a new invoice for SGD 200.00 plus GST of SGD 18.00 rather than changing the old one. ## Common questions - **When do I issue a credit note instead of a new invoice?** Issue a credit note when the customer owes less than the invoice said. When they owe more, bill the difference on a new document. - **What is the difference between a credit note and a debit note?** A credit note reduces what the customer owes on an earlier invoice; a debit note increases it. In Singapore, IRAS limits debit notes to charges with no GST and to suppliers who owe you credit. - **Is there a time limit for issuing a credit note?** In Australia, 28 days from the customer's request or from becoming aware of the adjustment, where you issued a tax invoice. Singapore sets 14 days only for the special credit notes after a GST rate change. - **Does a credit note need the original invoice number?** Singapore and Malaysia ask for the original invoice's number and date, and New Zealand for details that identify it, such as its number. In Japan the return invoice shows the date of the original sale. - **In which GST return does a credit note go?** In Singapore, Malaysia and New Zealand, the return for the period in which the note is issued, not the period of the original invoice. In Australia, the period in which you become aware of the adjustment. - **Can I just edit an issued invoice instead?** No. In Malaysia altering an issued invoice is prohibited; easySales locks every issued invoice. See [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/). ## Sources Last checked: 21 October 2026. - [IRAS — Invoicing customers](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/invoicing-price-display-and-record-keeping/invoicing-customers) - [Singapore Statutes Online — GST (General) Regulations](https://sso.agc.gov.sg/SL/GSTA1993-RG1), regulation 12 - [IRD Hong Kong — A Guide to Keeping Business Records (PDF)](https://www.ird.gov.hk/eng/pdf/51c_pam.pdf) - [Federal Register of Legislation — GST Act 1999](https://www.legislation.gov.au/C2004A00446/latest/text), sections 19-10, 29-20, 29-75 and 29-80 - [Federal Register of Legislation — GST Regulations 2019](https://www.legislation.gov.au/F2019L00417/latest/text), regulation 29-80.02 - [Federal Register of Legislation — Adjustment Note Information Requirements Determination 2022](https://www.legislation.gov.au/F2022L01272/latest/text) - [Inland Revenue NZ — Supply correction information](https://www.ird.govt.nz/gst/tax-invoices-for-gst/credit-and-debit-notes) - [National Tax Agency Japan — Qualified invoice Q&A (PDF, Japanese)](https://www.nta.go.jp/taxes/shiraberu/zeimokubetsu/shohi/keigenzeiritsu/pdf/qa/01-01.pdf), questions 27, 28, 33 and 60 - [RMCD MySST — Issuing invoices](https://mysst.customs.gov.my/issuing-invoices/) ## Related - [Credit notes](https://easysales.work/help/credit-notes/overview/) - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # Simplified tax invoices > The value limits below which a shorter tax invoice is allowed in Singapore, Australia, New Zealand and Japan, and what you may leave out. Source: https://easysales.work/help/knowledge/simplified-tax-invoices/ For small sales, tax law lets you issue a shorter tax invoice that leaves some details out. The limits and the details you may drop differ by country, and some businesses may use the shorter form whatever the amount. This page compares them. It is general information, not tax or legal advice: check the sources at the end or ask your accountant before you rely on it. ## In short | Country | Shorter form allowed | What you may leave out | |---|---|---| | Singapore | Total including GST up to S$1,000 | The customer's details, and the separate tax breakdown | | Australia | Total price under A$1,000 | The customer's identity or ABN | | New Zealand | Up to NZ$1,000, in two tiers | Up to NZ$200 your GST number and the GST; up to NZ$1,000 the buyer's details | | Japan | Retail, restaurants, photography, travel and taxis; parking and similar businesses selling to the public | The customer's name; the rate or the tax, not both | The shorter forms are allowances: a full tax invoice meets the rules too. ## Country by country ### Singapore You may issue a **simplified tax invoice** if the total payable, including GST, is not more than S$1,000. It needs only your name, address and GST registration number, the date, an identifying number, a description, the total including GST and a statement such as "Price payable includes GST". It may show only supplies at the same rate, and no zero-rated or exempt supplies. To customers who are not GST-registered you may give a receipt instead; it is serially printed and shows the date, your business name and GST registration number, the total and the words "Price payable includes GST". ### Hong Kong There is no tax invoice. The Inland Revenue Department recommends sequentially numbered invoices that show at least the invoice number, the date of issue, the date of the transaction, the customer's name and address, your business name and address, a description with quantities and prices, and the total. ### Australia A tax invoice shows your identity and ABN, what is sold with its quantity and price, the extent to which each sale is taxable, the date and the GST. The customer's identity or ABN is needed only when the total price is A$1,000 or more. For a sale whose value is A$75 or less, excluding GST, you do not have to give a tax invoice. ### New Zealand Since 1 April 2023 the details depend on the value of the supply. Up to NZ$200 you keep your name, the date, a description and the amount. Above NZ$200 you add your GST number and the GST, or the GST-inclusive amount with a statement that GST is included. Above NZ$1,000 you add the buyer's name and one identifier, such as an address, phone number, email or NZBN, if the buyer is GST-registered. ### Japan A **simplified qualified invoice** (適格簡易請求書) may be issued by retail, restaurant, photography, travel and taxi businesses for any of their sales, and by parking operators and similar businesses for sales to large numbers of unspecified customers. It may leave out the customer's name and show either the rate or the tax amount. There is no amount limit; the type of business decides. ### Malaysia and Brunei No value-based simplified service tax invoice was found in Malaysian law. The Director General may, on a written request, allow particulars to be left off an invoice. Brunei has no GST or VAT. ## In easySales - easySales issues the full form of invoice for every sale, with your details, the customer's name and address, each line, the tax per rate and the totals. It serves below and above every threshold. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - The heading follows your tax registration when the design's title is **Automatic (by tax registration)**. See [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/). - A receipt PDF records each payment with its own number. See [Receipt PDF](https://easysales.work/help/payments/receipt-pdf/). ## Examples Lim & Co sells a SGD 545.00 lamp (SGD 500.00 plus GST of SGD 45.00) to a GST-registered customer in Singapore. The total is under S$1,000, so a simplified tax invoice would be enough. Mei Tan issues the full invoice from easySales anyway, which also meets the rule. A SGD 1,090.00 order to a GST-registered customer is over S$1,000 including GST, so it needs the full tax invoice with the customer's name and address and the GST shown separately. ## Common questions - **What is a simplified tax invoice?** A shorter tax invoice allowed for small sales or certain businesses, which leaves out some details such as the customer's name. - **What is the simplified tax invoice limit in Singapore?** S$1,000, including GST. - **Do I need the customer's ABN on an Australian tax invoice?** Only when the total price is A$1,000 or more, and then the customer's identity or ABN is enough. - **What must a New Zealand invoice for NZ$200 or less show?** Your name, the date, a description and the amount. You do not have to provide taxable supply information on request at that value. - **Who can issue a simplified invoice in Japan?** Retail, restaurant, photography, travel and taxi businesses for any sale, and parking operators and similar businesses for sales to large numbers of unspecified customers. - **Can I always issue a full tax invoice instead?** Yes. The shorter forms are allowances, not requirements. ## Sources Last checked: 21 October 2026. - [IRAS — Invoicing customers](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/invoicing-price-display-and-record-keeping/invoicing-customers) - [Singapore Statutes Online — GST (General) Regulations](https://sso.agc.gov.sg/SL/GSTA1993-RG1), regulations 11 and 13 - [IRD Hong Kong — A Guide to Keeping Business Records (PDF)](https://www.ird.gov.hk/eng/pdf/51c_pam.pdf) - [Federal Register of Legislation — GST Act 1999](https://www.legislation.gov.au/C2004A00446/latest/text), sections 29-70 and 29-80 - [Federal Register of Legislation — GST Regulations 2019](https://www.legislation.gov.au/F2019L00417/latest/text), regulation 29-80.01 - [Inland Revenue NZ — How taxable supply information works](https://www.ird.govt.nz/gst/tax-invoices-for-gst/how-tax-invoices-for-gst-work) - [Inland Revenue NZ — GST guide IR375 (PDF)](https://www.ird.govt.nz/-/media/project/ir/home/documents/forms-and-guides/ir300---ir399/ir375/ir375.pdf) - [National Tax Agency Japan — Qualified invoice Q&A (PDF, Japanese)](https://www.nta.go.jp/taxes/shiraberu/zeimokubetsu/shohi/keigenzeiritsu/pdf/qa/01-01.pdf), question 24 - [National Tax Agency Japan — Tax Answer No. 6625 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6625.htm) - [RMCD MySST — Service Tax Regulations 2018 (PDF)](https://mysst.customs.gov.my/wp-content/uploads/2025/03/Service-Tax-Regulations-2018.pdf), regulation 10 ## Related - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/) - [When to issue an invoice](https://easysales.work/help/knowledge/when-to-issue-an-invoice/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # When to issue an invoice > Deadlines for issuing a tax invoice — 30 days in Singapore, 28 days on request in Australia and New Zealand — and when Japan and Malaysia require one. Source: https://easysales.work/help/knowledge/when-to-issue-an-invoice/ Tax law sets when a GST-registered business must give its customer a tax invoice. In some countries the clock starts at the sale, in others when the customer asks. This page sets out the deadlines. It is general information, not tax or legal advice: check the sources at the end or ask your accountant before you rely on it. ## In short | Country | Deadline | Applies to | |---|---|---| | Singapore | Within 30 days of the time of supply | Standard-rated sales to GST-registered customers | | Australia | Within 28 days of the customer's request | Taxable sales worth more than A$75 before GST | | New Zealand | Within 28 days of the buyer's request, or a date you agree | Sales over NZ$200 to GST-registered buyers | | Japan | When a taxable business customer asks | Registered qualified invoice issuers | | Malaysia | No fixed number of days found | Every sale of taxable services | Invoicing promptly also starts your payment terms sooner and keeps your tax return in step with your sales. ## Country by country ### Singapore A tax invoice must be provided within 30 days after the time of supply, or within a longer period the Comptroller allows. The time of supply is the earlier of the invoice or the payment, so when the customer pays first, the 30 days run from the date you receive the payment. A tax invoice is not needed for zero-rated or exempt supplies, or for customers who are not GST-registered. ### Hong Kong There is no sales tax and no statutory deadline for invoicing. Agree invoicing and payment terms with your customer. ### Australia You must give a tax invoice within 28 days after the customer asks for one, unless the customer issues a recipient-created tax invoice. The duty does not apply to a sale whose value is A$75 or less, excluding GST. ### New Zealand Taxable supply information must be provided to a GST-registered buyer within 28 days of a request, or by another date you both agree, for supplies over NZ$200. Provide it once; if the buyer loses it, a copy does not need to be marked as a copy. ### Japan A registered qualified invoice issuer must give a qualified invoice when a customer that is a taxable business asks for one, and keep a copy. It may be given electronically. The duty does not arise when you make only exempt, non-taxable or out-of-scope sales. No fixed number of days was found in the official guidance. ### Malaysia and Brunei A business registered for service tax must issue an invoice for each taxable service, in Malay or English. No fixed deadline in days was found in the Act or the regulations. Brunei has no GST or VAT. ## In easySales - Issuing a draft gives it its invoice number and today's date; you can date it earlier, never later. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - A recurring invoice raises a draft for each period on schedule, ready for someone to check and issue, so regular charges go out on time. See [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/). - Money recorded as a **Prepayment** gets a deposit tax invoice on the day it arrives, where your tax settings make tax due on receipt. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). ## Examples Lim & Co, GST-registered in Singapore, finishes a renovation for Harbour Café, a GST-registered customer, on 5 August and has not been paid. The time of supply is fixed by the invoice or a payment, whichever comes first, so Mei Tan issues the tax invoice the same week. Had the café paid SGD 3,270.00 on 1 August, before any invoice, the tax invoice for that payment would have been due by 31 August. ## Common questions - **How many days do I have to issue a tax invoice in Singapore?** 30 days from the time of supply, unless the Comptroller allows longer. - **Does a customer have to ask for a tax invoice in Australia?** The 28-day duty runs from the customer's request. Sales worth A$75 or less before GST are outside it. - **Do I need to send a tax invoice to every customer in Singapore?** A tax invoice is required for GST-registered customers. Customers who are not registered can be given a receipt instead. - **What is the deadline in New Zealand?** 28 days from the buyer's request, or a date you agree, for supplies over NZ$200 to a GST-registered buyer. - **When must I issue a qualified invoice in Japan?** When a customer that is a taxable business asks for one. See [Simplified tax invoices](https://easysales.work/help/knowledge/simplified-tax-invoices/) for who may issue the short form. - **Can I back-date an invoice?** easySales lets you date an invoice earlier than today when you issue it, and warns when the number would then be out of date order. ## Sources Last checked: 21 October 2026. - [Singapore Statutes Online — GST (General) Regulations](https://sso.agc.gov.sg/SL/GSTA1993-RG1), regulation 10 - [IRAS — Invoicing customers](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/invoicing-price-display-and-record-keeping/invoicing-customers) - [IRAS — GST: Time of Supply Rules (e-Tax Guide, PDF)](https://www.iras.gov.sg/docs/default-source/e-tax/etaxguide_gst_time-of-supply-rules.pdf), paragraph 5.5 - [Federal Register of Legislation — GST Act 1999](https://www.legislation.gov.au/C2004A00446/latest/text), sections 29-70 and 29-80 - [Inland Revenue NZ — How taxable supply information works](https://www.ird.govt.nz/gst/tax-invoices-for-gst/how-tax-invoices-for-gst-work) - [National Tax Agency Japan — Qualified invoice Q&A (PDF, Japanese)](https://www.nta.go.jp/taxes/shiraberu/zeimokubetsu/shohi/keigenzeiritsu/pdf/qa/01-01.pdf), question 23 - [National Tax Agency Japan — Tax Answer No. 6498 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6498.htm) - [RMCD MySST — Service Tax Act 2018 (PDF)](https://mysst.customs.gov.my/wp-content/uploads/2025/03/Service-Tax-Act-2018.pdf), section 21 ## Related - [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/) - [Proforma invoices](https://easysales.work/help/knowledge/proforma-invoices/) - [Simplified tax invoices](https://easysales.work/help/knowledge/simplified-tax-invoices/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # Registering for GST > When you must register for GST or consumption tax in Singapore, Australia, New Zealand, Japan and Malaysia, voluntary registration, and invoicing before and after. Source: https://easysales.work/help/knowledge/registering-for-gst/ Below a turnover threshold, most businesses do not charge GST. Once sales pass it, registration is compulsory, and from the registration date every taxable sale carries the tax. This page compares the thresholds and what changes on your invoices. It is general information, not tax or legal advice: check the sources at the end or ask your accountant before you rely on it. ## In short | Country | Compulsory registration | Voluntary | |---|---|---| | Singapore | Taxable turnover over S$1 million in a calendar year, or expected over S$1 million in the next 12 months | Yes; you stay registered at least 2 years | | Australia | GST turnover of A$75,000 or more (A$150,000 for non-profit bodies); taxi travel at any turnover | Yes, at any turnover | | New Zealand | Turnover of NZ$60,000 or more in the last 12 months, or expected in the next 12 | Yes, below NZ$60,000 | | Japan | Taxable sales over ¥10 million in the base period (two years earlier), among other tests | Yes: elect to be a taxable business, or register as a qualified invoice issuer, which also makes you taxable | | Malaysia | Service tax: taxable services over RM500,000 in 12 months for most services; sales tax: over RM500,000 | Yes, for service tax and, for manufacturers below the threshold, sales tax | | Hong Kong, Brunei | No sales tax, VAT or GST | — | In Singapore and Malaysia you must not charge the tax or issue a tax invoice before your registration takes effect. In Japan a business that is not a registered issuer must not issue anything that could be mistaken for a qualified invoice. ## Country by country ### Singapore You must register if your taxable turnover was more than S$1 million at the end of a calendar year, or is expected to be more than S$1 million in the next 12 months. Taxable turnover counts standard-rated and zero-rated supplies, not exempt or out-of-scope ones or sales of capital assets. Under the calendar-year view you apply between 1 and 30 January and are registered from 1 March. Under the forecast view you apply within 30 days of the forecast; for liability arising on or after 1 July 2025, registration takes effect two months from the forecast date. Accepted quotations and confirmed purchase orders count as evidence for a forecast. You must not charge or collect GST before your registration date, and registering late means paying GST on past sales even if you did not collect it. A voluntary registrant stays registered for at least two years and must comply with the GST InvoiceNow requirement. ### Australia You must register when you carry on an enterprise and your GST turnover meets the threshold: A$75,000, or A$150,000 for a non-profit body. A business that supplies taxi travel must register whatever its turnover. Any enterprise may register voluntarily. ### New Zealand You must register if your turnover from a taxable activity was at least NZ$60,000 in the last 12 months, or you expect it to be at least NZ$60,000 in the next 12 months. Below that you can choose to register. ### Japan A business is exempt from consumption tax when its taxable sales in the base period, two years earlier, were ¥10 million or less, unless another test applies, such as sales in the specified period above ¥10 million or registration as a qualified invoice issuer. Only a registered issuer may issue a qualified invoice; its number is "T" followed by 13 digits. A business that leaves exempt status to register may, for tax periods that include a day between 1 October 2023 and 30 September 2026, pay tax of 20% of its output tax. A further 30% measure applies to small individual businesses for the 2027 and 2028 tax years. ### Malaysia You must register for service tax when your taxable services in 12 months exceed the threshold for your service: RM500,000 for most services, such as professional services, and RM1,500,000 for food and beverage, construction and private healthcare. Some services, such as credit cards, have no threshold. Manufacturers register for sales tax when their sales of taxable goods exceed RM500,000 in 12 months. A business that is not registered must not issue an invoice that shows an amount as service tax. ### Hong Kong and Brunei Neither has a sales tax, VAT or GST, so there is nothing to register for when you invoice. ## In easySales - Record your registration with its start date under **System settings** → **Tax**. A document dated inside a registration period may charge tax; one dated outside may not. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - An issued document keeps the registration of its own date, so a later change never alters old invoices. - If your company is not registered on the invoice date, easySales refuses a heading that says "tax invoice". See [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/). - To record deregistration, select **End** on the registration period. ## Examples In May, Lim & Co signs contracts that will bring in S$1.2 million of taxable sales over the next 12 months, so its turnover for the next 12 months is expected to exceed S$1 million. It applies to IRAS within 30 days of that forecast, keeping the signed contracts as evidence. Until its registration date, Mei Tan keeps issuing invoices without GST. On the registration date, she adds the registration under **System settings** → **Tax**, and invoices dated from then on offer the GST rates. ## Common questions - **What is the GST registration threshold in Singapore?** Taxable turnover of more than S$1 million in a calendar year, or expected in the next 12 months. - **Can I charge GST before I am registered?** No. In Singapore you must not charge or collect GST before your registration date, and in Malaysia an unregistered business must not show service tax on an invoice. - **What is the GST threshold in Australia?** A$75,000 of GST turnover, or A$150,000 for a non-profit body. Taxi travel requires registration at any turnover. - **What is the GST threshold in New Zealand?** NZ$60,000 of turnover in 12 months, past or expected. - **Do I have to register for a Japanese invoice number?** Registering as a qualified invoice issuer is an application of its own. Only a registered issuer may issue a qualified invoice. - **Can I register voluntarily?** Yes in Singapore, Australia, New Zealand, Malaysia and Japan. In Singapore you then stay registered for at least two years. - **Does Hong Kong have GST?** No. Hong Kong has no sales tax, VAT or GST. ## Sources Last checked: 21 October 2026. - [IRAS — Do I need to register for GST](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/gst-registration-deregistration/do-i-need-to-register-for-gst) - [IRAS — Applying for GST registration](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/gst-registration-deregistration/applying-for-gst-registration) - [IRAS — Conditions for GST voluntary registration (e-Tax Guide, PDF)](https://www.iras.gov.sg/docs/default-source/e-tax/e-tax-guide_gst-voluntary-registration-conditions.pdf) - [Federal Register of Legislation — GST Act 1999](https://www.legislation.gov.au/C2004A00446/latest/text), sections 23-5, 23-10, 23-15 and 144-5 - [Federal Register of Legislation — GST Regulations 2019](https://www.legislation.gov.au/F2019L00417/latest/text), regulations 23-15.01 and 23-15.02 - [Inland Revenue NZ — Registering for GST](https://www.ird.govt.nz/gst/registering-for-gst) - [National Tax Agency Japan — Tax Answer No. 6501 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6501.htm) - [National Tax Agency Japan — Tax Answer No. 6498 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6498.htm) - [National Tax Agency Japan — Qualified invoice Q&A (PDF, Japanese)](https://www.nta.go.jp/taxes/shiraberu/zeimokubetsu/shohi/keigenzeiritsu/pdf/qa/01-01.pdf), question 26-2 - [RMCD MySST — Registering a business](https://mysst.customs.gov.my/registering-business/) - [RMCD MySST — FAQ on the expansion of service tax scope 2025](https://mysst.customs.gov.my/faq-expansion-of-service-tax-scope-2025/) - [Hong Kong FSTB — Prevailing tax policy](https://www.fstb.gov.hk/en/treasury/general/prevailing-tax-policy.htm) - [Brunei Councils of State — Minister on GST and VAT, 8 August 2025](https://www.councils.gov.bn/08-08-25-no-current-intention-to-implement-tax-free-month-says-minister/) ## Related - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Zero-rated and exempt](https://easysales.work/help/knowledge/zero-rated-and-exempt/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # Zero-rated and exempt > The difference between zero-rated, exempt and out-of-scope sales, with the local names — GST-free, input taxed, 免税, 非課税, 不課税 — and examples. Source: https://easysales.work/help/knowledge/zero-rated-and-exempt/ Three kinds of sale carry no tax on the invoice, yet each is treated differently in your tax return: **zero-rated**, **exempt** and **out of scope**. The difference decides whether the sale counts towards your turnover and whether you can claim back the tax on your own costs. This page explains them with each country's own terms. It is general information, not tax or legal advice: check the sources at the end or ask your accountant before you rely on it. ## In short | | Zero-rated | Exempt | Out of scope | |---|---|---|---| | What it is | A taxable sale charged at 0% | A sale the law leaves untaxed | Outside the tax altogether | | Singapore | Exports of goods, international services | Financial services, residential property, investment precious metals | Goods sold overseas that never enter Singapore, private transactions | | Australia | **GST-free**: exports, basic food, medical services, education courses | **Input taxed**: financial supplies, residential rent | Sales not connected with Australia | | New Zealand | Exports, land sold between GST-registered parties | Financial services, residential rent, penalty interest | No separate term | | Japan | **免税** (export exemption): exports and some services to non-residents | **非課税**: land, interest, school education, residential rent | **不課税**: salaries, donations, subsidies, dividends | In Singapore, Australia and Japan, the tax on the costs of a zero-rated, GST-free or export sale can still be claimed back. For an exempt or input-taxed sale it cannot, apart from limited allowances such as Singapore's de minimis rule for businesses with small exempt sales. ## Country by country ### Singapore Zero-rated supplies are taxable supplies charged at 0% instead of 9%. Exports of goods qualify only if, at the time of supply, the goods will be or have been exported and you hold the required documents; services qualify only if they fall within the international services listed in the GST Act, and not every service to an overseas customer does. Exempt supplies are financial services, digital payment tokens, the sale and lease of residential property and investment precious metals. Out-of-scope supplies, such as goods sold overseas that never enter Singapore, are not charged GST and are not reported in the GST return. Taxable turnover for registration counts zero-rated supplies but not exempt or out-of-scope ones. On one invoice, exempt and zero-rated items are distinguished from the rest, each with its own total. ### Australia GST law has two classes. A **GST-free** supply bears no GST; examples in the Act are food (but not food eaten on the premises), medical services, education courses and exports of goods. An **input taxed** supply also bears no GST; examples are financial supplies and residential rent. ### New Zealand A zero-rated supply is charged GST at 0% when its requirements are met, such as exported goods, which must leave New Zealand within 28 days of the time of supply unless Inland Revenue agrees longer. Land sold between GST-registered parties is zero-rated when the conditions are met. Exempt supplies are not subject to GST and are left out of the GST return: financial services, residential rent and interest charged on overdue accounts are examples. ### Japan Japan distinguishes three treatments. **免税** (export exemption) removes the tax from exports, and the tax on related costs can still be deducted; keep the export evidence for 7 years. **非課税** (non-taxable) covers transactions the law deliberately leaves untaxed, such as land, interest and insurance, school education and residential rent. **不課税** (out of scope) covers what is not a domestic business supply for payment, such as salaries, donations, subsidies and dividends. ### Malaysia and Brunei Malaysian service tax applies only to services prescribed as taxable; anything else carries none. Some professional services are excluded when provided in connection with goods or land outside Malaysia, and residential rental is not subject to service tax. Brunei has no GST or VAT. ## In easySales - For a GST-registered company in Singapore, the tax choices are **None**, zero-rated and standard-rated 9%, with exempt and out-of-scope codes under **Advanced tax codes**. See [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/). - **None** means the tax is not decided yet. Before issuing, the dialog asks whether those lines are zero-rated, exempt or out of scope, because each goes in a different box of the return. See [Issue an invoice](https://easysales.work/help/invoices/issue-an-invoice/). - Australian companies choose GST 10%, GST-free, Input taxed or BAS excluded; New Zealand companies GST 15%, GST 0% or Exempt. See [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/). ## Examples Lim & Co, GST-registered in Singapore, designs a showroom in Kuala Lumpur and ships furniture there, holding the export documents: the furniture is zero-rated at 0%. It also lets a flat it owns to a tenant, which is an exempt supply. On the export, Lim & Co can still claim the GST it paid on its costs; on the flat it cannot, unless IRAS's de minimis rule lets it. Only the zero-rated sale counts towards its taxable turnover. ## Common questions - **What is the difference between zero-rated and exempt?** A zero-rated sale is taxable at 0%, and the tax on its costs can be claimed. An exempt sale is not taxable, and in Singapore the tax on its costs is not claimable. - **What does out of scope mean for GST?** The sale is outside the GST system altogether. In Singapore you neither charge GST on it nor report it in the return. - **What is GST-free in Australia?** The Australian name for a sale that bears no GST but keeps the right to claim credits on its costs, such as basic food and exports. - **What is the difference between 非課税 and 免税 in Japan?** 免税 is the export exemption, which keeps the deduction for the tax on costs. 非課税 is a transaction the law leaves untaxed, such as land or residential rent. - **Can I zero-rate a service to an overseas customer?** In Singapore only if it falls within the international services the GST Act lists; not every service to an overseas customer does. - **Do zero-rated sales count towards the GST registration threshold?** In Singapore, yes. Exempt and out-of-scope sales do not. See [Registering for GST](https://easysales.work/help/knowledge/registering-for-gst/). ## Sources Last checked: 21 October 2026. - [IRAS — When to charge GST](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/charging-gst-%28output-tax%29/when-to-charge-goods-and-services-tax-%28gst%29) - [IRAS — Providing international services](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/charging-gst-%28output-tax%29/when-to-charge-0-gst-%28zero-rate%29/providing-international-services) - [IRAS — Exporting of goods](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/charging-gst-%28output-tax%29/when-to-charge-0-gst-%28zero-rate%29/exporting-of-goods) - [IRAS — Supplies exempt from GST](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/charging-gst-%28output-tax%29/when-is-gst-not-charged/supplies-exempt-from-gst) - [IRAS — Out-of-scope supplies](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/charging-gst-%28output-tax%29/when-is-gst-not-charged/out-of-scope-supplies) - [Federal Register of Legislation — GST Act 1999](https://www.legislation.gov.au/C2004A00446/latest/text), section 9-5 and Divisions 38 and 40 - [Inland Revenue NZ — Zero-rated supplies](https://www.ird.govt.nz/gst/charging-gst/zero-rated-supplies) - [Inland Revenue NZ — Exempt supplies](https://www.ird.govt.nz/gst/charging-gst/exempt-supplies) - [Inland Revenue NZ — GST guide IR375 (PDF)](https://www.ird.govt.nz/-/media/project/ir/home/documents/forms-and-guides/ir300---ir399/ir375/ir375.pdf) - [National Tax Agency Japan — Tax Answer No. 6551 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6551.htm) - [National Tax Agency Japan — Tax Answer No. 6201 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6201.htm) - [National Tax Agency Japan — Tax Answer No. 6157 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6157.htm) - [RMCD MySST — Registering a business](https://mysst.customs.gov.my/registering-business/) - [RMCD MySST — FAQ on the expansion of service tax scope 2025](https://mysst.customs.gov.my/faq-expansion-of-service-tax-scope-2025/) ## Related - [GST and tax invoices](https://easysales.work/help/concepts/gst-and-tax-invoices/) - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [Registering for GST](https://easysales.work/help/knowledge/registering-for-gst/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # Foreign-currency invoices > How to show GST on an invoice in USD or another foreign currency in Singapore, Australia, New Zealand, Japan and Malaysia, and which exchange rate to use. Source: https://easysales.work/help/knowledge/foreign-currency-invoices/ You can bill a customer in their own currency, but your tax return is in yours. Tax law therefore asks for the tax, and sometimes the totals, to be converted into the local currency at an accepted rate. This page sets out what each country asks. It is general information, not tax or legal advice: check the sources at the end or ask your accountant before you rely on it. ## In short | Country | What must be in local currency | Rate | |---|---|---| | Singapore | Total before GST, the GST and the total including GST, in SGD | An approved source, such as MAS or a local bank, used consistently | | Malaysia | Amounts on a service tax invoice, also in MYR | The selling rate in Malaysia when the service is provided | | Japan | The consumption tax for each rate, in yen | As for income or corporate tax; if that is impractical, a reasonable method used consistently | | New Zealand | The amounts for GST, in NZD at the time of supply | The buy rate of an approved bank or bureau de change | | Australia | The value of the sale for GST, in AUD | Your chosen rate source, used consistently | ## Country by country ### Singapore Amounts on a tax invoice in a foreign currency must also be shown in Singapore dollars: the total before GST, the total GST and the total including GST. The rate is the day's rate for the time of supply or a good approximation of it, from a source IRAS accepts without approval, such as the Monetary Authority of Singapore (MAS), a local bank or a reputable news agency. The rate you use is updated at least every three months and used consistently for at least one year from the end of the accounting period in which you first used it. The SGD amount of GST on your tax invoice is what your customer claims as input tax. For a credit note on a foreign-currency invoice, use the original rate; for a GST-registered customer you may use the rate of the day instead, as long as you apply your choice consistently. ### Hong Kong There is no sales tax, so no rule on showing amounts in Hong Kong dollars. ### Australia The value of a taxable supply is expressed in Australian dollars, and foreign-currency payment is converted as the Commissioner determines. Under that determination you divide the foreign-currency amount by your chosen exchange rate, expressed in units of foreign currency per A$1 — for example the Reserve Bank of Australia's 4 pm rate, a published rate of a foreign exchange organisation, or a rate agreed with the customer — and use it consistently. On the accruals basis the conversion day is the earlier of the day you receive payment or the transaction or invoice date you have chosen. ### New Zealand All amounts for GST are expressed in New Zealand currency as at the time of supply. Inland Revenue says to convert at the exchange rate for the date of the time of supply, and a public ruling names the buy rate of an approved bank or bureau de change. A buyer who claims GST needs taxable supply information in New Zealand currency. ### Japan Every item on a qualified invoice may be in a foreign language or currency except one: the consumption tax for each rate must be stated in yen. The rate follows income and corporate tax practice. If that is impractical when you issue the invoice, a reasonable method used consistently is accepted, such as the rate on the day you issue the invoice or the settlement day. The tax in the foreign currency is not rounded before conversion; the yen tax is rounded once. ### Malaysia and Brunei On a Malaysian service tax invoice, any amount in a currency other than ringgit is also shown in ringgit at the selling rate prevailing in Malaysia when the service is provided. Brunei has no GST or VAT. ## In easySales - Choose the invoice's **Currency**; easySales proposes an automatic rate and shows its source and date. Select **Change rate** to type your own. See [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/). - When the invoice is issued, its rate is fixed for the PDF, the receivables and the statement. - For a GST-registered Singapore company, a foreign-currency invoice that charges GST prints a **For Singapore GST Purpose Only** block with its amounts in SGD; a Malaysian company registered for SST gets a **For Malaysia SST Purpose Only** block in MYR. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - A credit note converts at the rate of the invoice it credits. See [Currency and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/). ## Examples Lim & Co, GST-registered in Singapore, invoices a GST-registered client USD 2,000.00 plus GST of USD 180.00. The MAS rate on the invoice date is 1 USD = 1.3500 SGD. The tax invoice shows: | | USD | SGD | |---|---|---| | Total before GST | 2,000.00 | 2,700.00 | | GST 9% | 180.00 | 243.00 | | Total including GST | 2,180.00 | 2,943.00 | Lim & Co reports SGD 243.00 as output tax, and its client claims SGD 243.00 as input tax. ## Common questions - **Can I issue a tax invoice in USD in Singapore?** Yes, but the total before GST, the GST and the total including GST must also be shown in SGD. - **Which exchange rate do I use for GST in Singapore?** A rate from an accepted source, such as MAS or a local bank, for the time of supply, used consistently. - **Does a Japanese invoice in dollars need yen amounts?** The consumption tax for each rate must be in yen. Everything else may stay in the foreign currency. - **What rate applies to a credit note on a foreign-currency invoice?** In Singapore, the original invoice's rate, or for a GST-registered customer the current rate if you apply it consistently. easySales uses the invoice's rate. - **Do exchange gains and losses go in the Singapore GST return?** Net realised exchange gains or losses are reported as exempt supplies in Box 3. - **Can I change the rate after issuing?** No. Correct the invoice with a credit note and issue a new one. See [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/). ## Sources Last checked: 21 October 2026. - [IRAS — Foreign currency transactions](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/charging-gst-%28output-tax%29/foreign-currency-transactions) - [IRAS — GST: Exchange Rates for GST Purpose (e-Tax Guide, PDF)](https://www.iras.gov.sg/docs/default-source/e-tax/etaxguides_gst_exchange-rates-for-gst-purpose.pdf) - [IRAS — Invoicing customers](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/invoicing-price-display-and-record-keeping/invoicing-customers) - [Federal Register of Legislation — GST Act 1999](https://www.legislation.gov.au/C2004A00446/latest/text), section 9-85 - [Federal Register of Legislation — GST Foreign Currency Conversion Determination 2018](https://www.legislation.gov.au/F2018L00724/latest/text) - [Inland Revenue NZ — Public ruling BR Pub 04/01 (PDF)](https://www.taxtechnical.ird.govt.nz/-/media/project/ir/tt/pdfs/rulings/public/pu04001.pdf) - [Inland Revenue NZ — GST plus guide IR546 (PDF)](https://www.ird.govt.nz/-/media/project/ir/home/documents/forms-and-guides/ir500---ir599/ir546/ir546-2026.pdf) - [National Tax Agency Japan — Qualified invoice Q&A (PDF, Japanese)](https://www.nta.go.jp/taxes/shiraberu/zeimokubetsu/shohi/keigenzeiritsu/pdf/qa/01-01.pdf), question 68 - [RMCD MySST — Issuing invoices](https://mysst.customs.gov.my/issuing-invoices/) ## Related - [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/) - [Currency and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/) - [Exchange differences](https://easysales.work/help/payments/exchange-differences/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # E-invoicing by country > Where e-invoicing stands in Singapore (InvoiceNow), Malaysia (MyInvois), Australia and New Zealand (Peppol) and Japan (JP PINT and electronic records), with the dates. Source: https://easysales.work/help/knowledge/e-invoicing-by-country/ **E-invoicing** means sending an invoice as structured data that the customer's software, or the tax authority, reads directly, instead of a PDF that someone retypes. Several countries now require it from some businesses, and the dates are phased. This page sums up where each country stands. It is general information, not tax or legal advice: the dates move, so check the sources at the end or ask your accountant before you rely on it. ## In short | Country | Status | Who is affected | |---|---|---| | Singapore | **InvoiceNow**, required for GST-registered businesses in phases from 1 November 2025 | Voluntary registrants first; everyone else from 1 April 2028 to 1 April 2031 by size | | Malaysia | **MyInvois**, required in phases since 1 August 2024 | Businesses with annual turnover of RM3 million or more | | Australia | **Peppol**, voluntary for businesses | No mandate for businesses found | | New Zealand | **Peppol**, required of government agencies | Large suppliers to government from 1 January 2027 | | Japan | **JP PINT** on Peppol; no mandate found | For income and corporate tax, invoices sent or received electronically are kept electronically | | Hong Kong, Brunei | No e-invoicing mandate found | — | ## Country by country ### Singapore Under the **GST InvoiceNow requirement**, GST-registered businesses send their sales and purchase invoice data to IRAS through an InvoiceNow-ready solution. The dates are: | From | Who | |---|---| | 1 November 2025 | Companies that register for GST voluntarily within 6 months of incorporation | | 1 April 2026 | Every business that applies for voluntary registration from that date | | 1 April 2028 | New compulsory registrants, and businesses with total annual supplies up to S$200,000 | | 1 April 2029 | Total annual supplies up to S$1 million | | 1 April 2030 | Total annual supplies up to S$4 million | | 1 April 2031 | Total annual supplies above S$4 million | Total annual supplies are the figures in Box 4 of the GST returns for periods ending in 2025. IRAS has written to businesses registered before 2026 with their own dates. The data covers sales and purchase invoices, simplified tax invoices, receipts, debit notes and credit notes, and is due by the earlier of the day you file the GST return or its due date. Peppol invoices sent through InvoiceNow count as tax invoices even without the words "Tax Invoice". ### Malaysia **MyInvois** is phased by annual turnover: from 1 August 2024 above RM100 million, from 1 January 2025 above RM25 million, from 1 July 2025 above RM5 million, and from 1 January 2026 up to RM5 million. Businesses with annual turnover below RM3 million are exempt, unless a related company or shareholder that is not an individual has turnover of RM3 million or more. For the up-to-RM5 million phase, a relaxation period runs to 31 December 2027. Invoices issued before your date need not be converted. ### Australia Australia adopted the **Peppol** framework in 2019, and adoption by businesses is voluntary. The Australian Taxation Office runs the network but cannot see your invoices. E-invoicing is for sales between businesses and to government, not to consumers. ### New Zealand New Zealand uses Peppol jointly with Australia. Government agencies that receive, or send, more than 2,000 domestic invoices a year had to be able to receive, or send, e-invoices by 1 January 2026, and from 1 January 2027 they must require large suppliers, those with revenue above NZ$33 million, to submit e-invoices. Inland Revenue accepts e-invoicing as a way to provide taxable supply information. ### Japan The Digital Agency is Japan's Peppol authority and manages **JP PINT**, the Japanese standard for digital invoices on Peppol. No mandate to use it was found. Separately, since January 2024, a business that must keep records for income tax or corporate tax keeps the invoices, quotations, orders and receipts it sends or receives electronically as electronic data, with safeguards against tampering and search by date, amount and counterparty; the rules are simpler for small businesses. For the consumption tax deduction alone, a printout of an electronic invoice is accepted. ### Hong Kong and Brunei No official e-invoicing mandate for businesses was found in either. ## In easySales - easySales issues PDF invoices with the fields each country's tax invoice requires. It does not send invoices over Peppol, InvoiceNow or MyInvois. See [InvoiceNow](https://easysales.work/help/concepts/invoicenow/). - Record the date that applies to you under **System settings** → **Tax** → **E-invoicing applies from (InvoiceNow)** or **E-invoicing applies from (MyInvois)**. easySales only records the date. See [Company and tax](https://easysales.work/help/administration/company-and-tax/). - When your date arrives, send the e-invoice through a provider connected to the network, using the figures of the invoice issued in easySales. ## Examples Lim & Co has been GST-registered since 2019 and its Box 4 supplies for 2025 total S$850,000. Unless IRAS's letter gives another date, it falls in the 1 April 2029 group (up to S$1 million). Mei Tan enters 1 April 2029 under **E-invoicing applies from (InvoiceNow)** and plans its InvoiceNow provider well before then. ## Common questions - **When does InvoiceNow become compulsory in Singapore?** In phases: 1 November 2025 and 1 April 2026 for voluntary registrants, then from 1 April 2028 to 1 April 2031 by the size of your annual supplies. - **Is e-invoicing mandatory in Malaysia for small businesses?** Businesses with annual turnover below RM3 million are exempt, unless a related company or shareholder that is not an individual is above it. - **Is e-invoicing mandatory in Australia?** No mandate for businesses was found: Peppol adoption is voluntary. - **Do I have to send e-invoices to the New Zealand government?** From 1 January 2027 agencies must require them from large suppliers with revenue above NZ$33 million. - **Do I need to keep emailed invoices electronically in Japan?** For income and corporate tax, yes: since January 2024 they are kept as electronic data, with simpler rules for small businesses. For the consumption tax deduction alone, a printout is accepted. - **Does easySales send invoices through InvoiceNow or MyInvois?** No. It issues the tax invoice and PDF and records your e-invoicing date; you send the e-invoice through a connected provider. ## Sources Last checked: 21 October 2026. - [IRAS — GST InvoiceNow requirement](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/gst-invoicenow-requirement) - [IRAS — Adopting GST InvoiceNow requirement (e-Tax Guide, PDF)](https://www.iras.gov.sg/docs/default-source/e-tax/etaxguide_gst_invoicenow_requirement.pdf) - [LHDN — e-Invoice guideline (PDF)](https://www.hasil.gov.my/wp-content/uploads/IRBM-e-Invoice-Guideline.pdf) - [LHDN — e-Invoice implementation timeline](https://www.hasil.gov.my/en/e-invois/pelaksanaan-e-invois-di-malaysia/garis-masa-pelaksanaan-e-invois/) - [LHDN — e-Invoice general FAQs (PDF)](https://www.hasil.gov.my/media/0xqitc2t/lhdnm-e-invoice-general-faqs.pdf) - [business.gov.au — eInvoicing](https://business.gov.au/finance/payments-and-invoicing/e-invoicing) - [Australian Treasury — Options for mandatory adoption of e-invoicing (PDF, 2020)](https://treasury.gov.au/sites/default/files/2020-11/c2020122716.pdf) - [New Zealand Government Procurement — Rule 44: eInvoicing capability](https://www.procurement.govt.nz/government-procurement-framework/government-procurement-rules/procurement-system-requirements/einvoicing-capability/) - [Inland Revenue NZ — How taxable supply information works](https://www.ird.govt.nz/gst/tax-invoices-for-gst/how-tax-invoices-for-gst-work) - [Digital Agency Japan — Electronic invoices (Japanese)](https://www.digital.go.jp/policies/electronic_invoice) - [National Tax Agency Japan — Keeping electronic transaction data (PDF, Japanese)](https://www.nta.go.jp/law/joho-zeikaishaku/sonota/jirei/tokusetsu/pdf/0023006-085_01.pdf) - [National Tax Agency Japan — Qualified invoice Q&A (PDF, Japanese)](https://www.nta.go.jp/taxes/shiraberu/zeimokubetsu/shohi/keigenzeiritsu/pdf/qa/01-01.pdf), question 85 ## Related - [InvoiceNow](https://easysales.work/help/concepts/invoicenow/) - [Company and tax](https://easysales.work/help/administration/company-and-tax/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # Keeping records > How long to keep invoices, receipts and business records — 5 years in Singapore and Australia, 7 in Hong Kong, New Zealand, Japan, Malaysia and Brunei — and electronic storage. Source: https://easysales.work/help/knowledge/keeping-records/ Tax authorities can review your returns years after you file them, and your invoices, receipts and credit notes are the evidence. Each country sets a minimum period to keep them and says when electronic copies are enough. This page compares the rules. It is general information, not tax or legal advice: check the sources at the end or ask your accountant before you rely on it. ## In short | Country | Keep for at least | Counted from | |---|---|---| | Singapore | 5 years | The end of the GST accounting period; for income tax, the year of assessment | | Australia | 5 years | The completion of the transactions, or longer while an assessment can be reviewed | | Hong Kong | 7 years | For profits tax records; company accounting records 7 years after the financial year | | New Zealand | 7 years | Business records | | Japan | 7 years | Two months after the end of the tax period; 10 years for a year with a loss carried forward | | Malaysia | 7 years | The latest date the record relates to (service tax and sales tax) | | Brunei | 7 years | Company records for income tax | Keep the invoices you issue and the ones you receive, together with credit notes, receipts and the documents that support zero-rating or exports. ## Country by country ### Singapore Keep all GST records for at least 5 years from the end of the accounting period, and company tax records for at least 5 years from the relevant year of assessment. That includes the tax invoices you issue and those your suppliers give you; you do not submit them with the return. Electronic records are allowed without asking IRAS, as long as they meet its record-keeping guide. If you change accounting software, the old transactions need not be moved, but they must stay available for at least 5 years. Losing the documents that prove an export means treating the sale as local and accounting for 9% GST. ### Hong Kong Every business keeps sufficient records, in English or Chinese, for at least 7 years: books of account, vouchers, bank statements, invoices and receipts. Images of the original documents kept electronically are acceptable when they meet the conditions of the Electronic Transactions Ordinance. A company also preserves its accounting records for 7 years after the end of the financial year they relate to. ### Australia Keep GST records for the longer of 5 years after the transactions are completed and the period in which an assessment can be reviewed. A business that issues recipient-created tax invoices keeps them, or copies, for 5 years. ### New Zealand Keep business records for 7 years, in English or Māori unless Inland Revenue agrees otherwise. ### Japan Keep copies of the qualified invoices you issue, and the invoices you receive, for 7 years from the day two months after the end of the tax period. For the tax on purchases, in years 6 and 7 you need keep only the books or the invoices, not both. For corporate tax, books and documents are kept for 7 years, or 10 years for a year with a loss carried forward. For income and corporate tax, invoices and other documents sent or received electronically are kept as electronic data; for the consumption tax deduction, a printout of an electronic invoice is accepted. See [E-invoicing by country](https://easysales.work/help/knowledge/e-invoicing-by-country/). ### Malaysia and Brunei Malaysian service tax and sales tax records — invoices, receipts, credit notes and debit notes — are kept for 7 years, in Malay or English, in Malaysia unless the Director General allows otherwise, in paper or electronic form. In Brunei a company keeps adequate records of its business transactions, such as sales, receipts and invoices, for 7 years for income tax. ## In easySales - An issued invoice cannot be deleted, only cancelled, and its number stays on record; a cancelled credit note stays on record too. See [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/). - An issued invoice keeps the customer name, address and tax facts it was issued with, so a reprint matches what the customer received. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - The audit trail records changes, downloads and record views. See [Audit trail](https://easysales.work/help/concepts/audit-trail/). - To keep your own copy, export issued invoices and credit notes as files or a ZIP of PDFs. See [Accounting export](https://easysales.work/help/invoices/accounting-export/). ## Examples Lim & Co's GST accounting period ends on 31 December 2026. In Singapore it keeps that period's invoices, receipts and credit notes until at least 31 December 2031. A sister company in Hong Kong keeps its 2026 records for at least 7 years, into 2033. ## Common questions - **How long do I need to keep invoices in Singapore?** At least 5 years from the end of the GST accounting period. - **How long should a Hong Kong company keep accounting records?** At least 7 years. - **Can I keep invoices electronically instead of on paper?** Singapore, Hong Kong and Malaysia accept electronic records that meet their conditions. In Japan, for income and corporate tax, invoices sent or received electronically are kept electronically. - **Do I keep the invoices I receive as well as those I issue?** Yes. In Singapore and Japan both are named in the rules. - **What happens if I lose export documents in Singapore?** The sale is treated as local and you account for 9% GST on it. - **How long are Japanese invoice copies kept?** 7 years from the day two months after the end of the tax period. ## Sources Last checked: 21 October 2026. - [IRAS — Keeping records](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/invoicing-price-display-and-record-keeping/keeping-records) - [IRAS — Record keeping requirements for companies](https://www.iras.gov.sg/taxes/corporate-income-tax/basics-of-corporate-income-tax/record-keeping-requirements) - [IRAS — Invoicing customers](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/invoicing-price-display-and-record-keeping/invoicing-customers) - [IRD Hong Kong — Record keeping](https://www.ird.gov.hk/eng/tax/bus_rke.htm) - [IRD Hong Kong — Business records kept in electronic form (PDF)](https://www.ird.gov.hk/eng/pdf/pam60e.pdf) - [Companies Registry Hong Kong — Companies Ordinance Part 9 (PDF)](https://www.cr.gov.hk/en/companies_ordinance/docs/part9-e.pdf), section 377 - [Federal Register of Legislation — Taxation Administration Act 1953](https://www.legislation.gov.au/C1953A00001/latest/text), Schedule 1 section 382-5 - [Federal Register of Legislation — Recipient Created Tax Invoice Determination 2023](https://www.legislation.gov.au/F2023L00785/latest/text) - [Inland Revenue NZ — GST guide IR375 (PDF)](https://www.ird.govt.nz/-/media/project/ir/home/documents/forms-and-guides/ir300---ir399/ir375/ir375.pdf) - [National Tax Agency Japan — Qualified invoice Q&A (PDF, Japanese)](https://www.nta.go.jp/taxes/shiraberu/zeimokubetsu/shohi/keigenzeiritsu/pdf/qa/01-01.pdf), questions 79 and 85 - [National Tax Agency Japan — Tax Answer No. 5930 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/hojin/5930.htm) - [National Tax Agency Japan — Tax Answer No. 6625 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6625.htm) - [National Tax Agency Japan — Keeping electronic transaction data (PDF, Japanese)](https://www.nta.go.jp/law/joho-zeikaishaku/sonota/jirei/tokusetsu/pdf/0023006-085_01.pdf) - [RMCD MySST — Service tax FAQ](https://mysst.customs.gov.my/faq-services-tax/) - [MOFE Brunei — Income tax](https://www.mofe.gov.bn/div_revenue_typesoftaxes_incometax/) ## Related - [Audit trail](https://easysales.work/help/concepts/audit-trail/) - [Accounting export](https://easysales.work/help/invoices/accounting-export/) - [E-invoicing by country](https://easysales.work/help/knowledge/e-invoicing-by-country/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # Bad debt relief > When you can get back the GST or tax already paid on an invoice the customer never pays, in Singapore, Australia, New Zealand, Japan and Malaysia, and what to keep. Source: https://easysales.work/help/knowledge/bad-debt-relief/ When you invoice on the accruals basis, you pay the tax on a sale before the customer pays you. If the customer never pays, **bad debt relief** lets you recover the tax you paid on the unpaid part, under conditions. This page compares those conditions. It is general information, not tax or legal advice: check the sources at the end or ask your accountant before you rely on it. ## In short | Country | Main conditions | Time limit | |---|---|---| | Singapore | Written off in your accounts; 12 months from the date of supply, or the debtor insolvent sooner; reasonable steps taken to recover | Claim within 5 years of the date of supply | | Australia | Written off as bad, or overdue for 12 months or more; not on the cash basis | — | | New Zealand | Actually written off, not just provided for; not on the payments basis, with limited exceptions | — | | Japan | One of the events the law lists, such as a court-approved cut-off or a debtor clearly unable to pay | — | | Malaysia | Written off as a bad debt, and all reasonable efforts made to recover it | Within 6 years of paying the service tax | If the customer pays later, you pay back the tax you recovered. Hong Kong and Brunei have no sales tax; there a bad debt is an income-tax deduction instead. ## Country by country ### Singapore A GST-registered supplier may claim bad debt relief to recover the output tax already paid to IRAS. The conditions include that you supplied goods or services for money and accounted for and paid GST on the supply, wrote off the whole or part of the debt in your accounts, 12 months have passed since the date of supply or the debtor became insolvent sooner, and you took reasonable steps to recover it. The value of the supply must not exceed its open market value and, for goods, ownership must have passed to the customer. You claim within 5 years of the date of supply, in Box 7 of the GST return with Box 11 marked "Yes". When the customer pays you later, you repay the GST to IRAS. ### Hong Kong There is no sales tax. For profits tax, bad and doubtful debts are deductible, and any later recovery is income when received. ### Australia You have a decreasing adjustment of one eleventh of the debt when you write it off as bad, or when it has been overdue for 12 months or more. The adjustment is not available if you account on a cash basis. Recovering the debt later gives an increasing adjustment. ### New Zealand On the invoice or hybrid basis you may claim an adjustment of three twenty-thirds of the amount written off, in the period you write it off. The debt must actually be written off; a provision for bad debts is not enough. Keep a record of the steps you took to recover it. If you recover the debt later, you account for three twenty-thirds of what you recover. ### Japan Consumption tax on a bad debt is deducted in the period in which the bad debt occurs. The National Tax Agency gives as its main examples events such as a reorganisation or rehabilitation plan that cuts off the claim, a debtor clearly unable to pay in full, a cut-off agreed at a creditors' meeting, or a written waiver after the debtor has been unable to pay for a long period. The deduction is available only when one of the events the rules recognise has occurred; keep the documents that prove it. ### Malaysia and Brunei For Malaysian service tax, you may claim a refund of the tax when the debt is written off in your accounts as a bad debt and the Director General is satisfied that you made all reasonable efforts to recover it. You claim within six years from the date you paid the service tax. If the customer pays later, you repay a proportion. Brunei has no GST or VAT; bad debts are deductible for income tax, and a later recovery is income. ## In easySales - Select **Write off as bad debt…** in the invoice's **···** menu, enter the amount, date and **Reason**, and describe the **Steps taken to recover the debt**. See [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/). - The **Bad debt relief** panel shows a **Status** (**Eligible**, **Not yet**, **Not applicable** or **Not judged**), **Claimable from**, **Claim by** and the **Tax portion** under your country's rules, and keeps that judgement with the write-off. - When the customer pays after all, select **Record recovery** on the **Bad debt** tab; the relief claimed is repaid in proportion. - A write-off is not a credit note: the customer is not told and still owes the money. ## Examples Lim & Co invoiced Kopi Corner SGD 1,090.00 (SGD 1,000.00 plus GST of SGD 90.00) on 15 August 2025 and paid the GST to IRAS. The shop has ignored reminders and a letter of demand. On 29 September 2026, more than 12 months after the date of supply, Mei Tan writes off the full amount. Lim & Co claims SGD 90.00 of bad debt relief in its next GST return, well within 5 years of 15 August 2025. If Kopi Corner later pays SGD 545.00, half of the debt, Lim & Co repays SGD 45.00 of GST to IRAS. ## Common questions - **What is GST bad debt relief?** A way to recover the GST you paid to the tax authority on an invoice the customer never paid. - **When can I claim bad debt relief in Singapore?** Once the debt is written off in your accounts, 12 months have passed since the date of supply or the debtor is insolvent, and you have taken reasonable steps to recover it. - **How long do I have to claim?** In Singapore, 5 years from the date of supply. In Malaysia, six years from paying the service tax. - **Can I claim bad debt relief on the cash basis?** No in Australia, and in New Zealand not on the payments basis apart from limited cases. On a cash basis, tax follows the payments you receive, so an unpaid amount carries no tax to recover. - **What counts as a bad debt for consumption tax in Japan?** One of the events the rules recognise, such as a court-approved plan that cuts off the claim or a debtor clearly unable to pay in full. Keep the documents that prove it. - **What if the customer pays after I claimed relief?** You pay back the tax in proportion to what you recover. ## Sources Last checked: 21 October 2026. - [IRAS — Bad debt relief](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/claiming-gst-%28input-tax%29/common-scenarios---do-i-claim-gst/bad-debt-relief) - [IRD Hong Kong — A Brief Guide to Taxes (PDF)](https://www.ird.gov.hk/eng/pdf/tax_guide.pdf) - [Federal Register of Legislation — GST Act 1999](https://www.legislation.gov.au/C2004A00446/latest/text), Division 21 - [Inland Revenue NZ — GST guide IR375 (PDF)](https://www.ird.govt.nz/-/media/project/ir/home/documents/forms-and-guides/ir300---ir399/ir375/ir375.pdf) - [National Tax Agency Japan — Tax Answer No. 6367 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6367.htm) - [RMCD MySST — Service Tax Act 2018 (PDF)](https://mysst.customs.gov.my/wp-content/uploads/2025/03/Service-Tax-Act-2018.pdf), sections 35 and 36 - [MOFE Brunei — Income tax](https://www.mofe.gov.bn/div_revenue_typesoftaxes_incometax/) ## Related - [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Credit and debit notes](https://easysales.work/help/knowledge/credit-and-debit-notes/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) - [Country tax & invoice rules](https://easysales.work/help/reference/country-tax-rules/) --- # Quotations and orders > What a quotation and a customer's purchase order do before the invoice, how to quote prices with GST in Singapore, and buyer-created invoices in Australia and New Zealand. Source: https://easysales.work/help/knowledge/quotations-and-orders/ A **quotation** is your offer: the price and terms you are prepared to sell at. A **purchase order** is the customer's confirmation that they want to buy. Neither bills the customer, but both are evidence of the deal, and tax law refers to them in a few places. This page covers those places. It is general information, not tax or legal advice: check the sources at the end or ask your accountant before you rely on it. ## In short - A quotation and a purchase order are not invoices. The tax invoice follows when you bill. - In Singapore, a GST-registered business quotes prices to the public **including GST**; "$100 + GST" on its own is not acceptable. - Accepted quotations and confirmed purchase orders are evidence: of a forecast for GST registration in Singapore, and of the delivery terms that support an out-of-scope sale. - In Singapore, Australia and New Zealand, the buyer may create the tax invoice instead of you, under an agreement; in Japan a buyer's confirmed purchase statement can serve the same purpose. - In Japan, for income and corporate tax, quotations and orders exchanged electronically are kept as electronic data. ## Country by country ### Singapore If you are GST-registered, the prices you display and quote to the public must include GST, whether written or spoken, on price tags, adverts or websites. You may show both prices if the GST-inclusive price is at least as prominent, but not "Prices stated are exclusive of GST" without the inclusive price. A breach can lead to a fine of up to S$5,000. Hotels and food and beverage outlets that charge a service charge may show prices before GST with a prominent statement such as "Prices are subject to GST and service charge". IRAS also lists sales orders and pro-forma invoices among documents that are not invoices for GST. When you register for GST on a forecast of turnover, accepted quotations and confirmed purchase orders support it; for an out-of-scope sale, a purchase order that shows the delivery terms is among the supporting documents to keep. Under **self-billing**, a GST-registered customer may prepare your tax invoice instead of you, once it has completed IRAS's self-review of eligibility; no further approval from IRAS is needed. ### Hong Kong There is no sales tax, so no price-display rule ties your quotations to tax. A quotation and a purchase order remain useful business records; see [Keeping records](https://easysales.work/help/knowledge/keeping-records/). ### Australia A tax invoice must, among other things, make clear that it is intended to be a tax invoice. Under the recipient-created tax invoice rules, government-related entities and large businesses may issue the tax invoice for what they buy, and other GST-registered buyers may do so where they determine the value. Both parties are registered, there is a written agreement, the buyer issues it within 28 days and keeps it for 5 years, and you as the supplier do not issue your own tax invoice for those sales. ### New Zealand A GST-registered buyer purchasing from a GST-registered seller may provide **buyer-created** taxable supply information, without Inland Revenue's approval, when both agree that only the buyer provides it. It shows both GST numbers. A business that calls tenders for a future supply states in its advertisement whether the tenders must include GST. ### Japan What a document is called does not decide whether it is a qualified invoice: its contents do. A buyer's own purchase statement (仕入明細書) can serve as the invoice for its tax deduction once the supplier has confirmed it and it shows the supplier's registration number. For income and corporate tax, quotations, orders, contracts and invoices sent or received electronically are electronic transaction data and are kept electronically. ### Malaysia and Brunei No official Malaysian statement on quotations or purchase orders for service tax was found. Brunei has no GST or VAT. ## In easySales - A quotation starts as a draft with a `QD-` number and takes its `QN-` number when you finalise it. See [Finalise a quotation](https://easysales.work/help/quotations/finalise-a-quotation/). - Set the **Expires** date for your offer. An expired quotation stays **Open** and shows a notice. See [Create a quotation](https://easysales.work/help/quotations/create-a-quotation/). - Select **Mark as sent** to record the day the customer received it, so follow-up reminders count from then. See [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/). - When the customer confirms, select **Raise invoice** and enter their **Customer PO number** on the invoice so their accounts team can match it. See [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/). ## Examples Lim & Co, GST-registered in Singapore, quotes a homeowner for a kitchen design. The quotation shows SGD 3,000.00, GST 9% of SGD 270.00 and the total of SGD 3,270.00, shown at least as prominently as the price before GST, so the quotation meets the rule. Writing only "SGD 3,000.00 + GST" would not meet IRAS's price display rules. Harbour Café accepts a quotation and sends purchase order PO-7781. When Daniel Lim raises the invoice, he enters PO-7781 as the **Customer PO number**. ## Common questions - **Is a quotation a tax invoice?** No. A quotation is an offer, not a bill for payment; in Singapore an invoice for GST is a document that bills for payment. Issue the tax invoice when you bill. - **Do quotations have to include GST in Singapore?** Prices quoted to the public by a GST-registered business must include GST. Showing the price before GST as well is allowed if the inclusive price is at least as prominent. - **What is the difference between a quotation and a purchase order?** The quotation is the seller's offer; the purchase order is the buyer's confirmation that they want to buy. - **Can a customer issue the tax invoice for me?** In Singapore under self-billing, in Australia under the recipient-created tax invoice rules, and in New Zealand as buyer-created taxable supply information, when you agree. - **Do I need to keep quotations and purchase orders?** They support your records, for example a GST registration forecast or an out-of-scope sale in Singapore. In Japan, for income and corporate tax, electronic ones are kept electronically. - **What happens when a quotation expires?** In easySales it stays **Open**; the expiry date only shows a notice. Agree with the customer whether the offer still stands. ## Sources Last checked: 21 October 2026. - [IRAS — Invoicing customers](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/invoicing-price-display-and-record-keeping/invoicing-customers) - [IRAS — Displaying and quoting prices](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/basics-of-gst/invoicing-price-display-and-record-keeping/displaying-and-quoting-prices) - [IRAS — When to report supplies in GST returns](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/charging-gst-%28output-tax%29/when-to-report-supplies-in-gst-returns) - [IRAS — Do I need to register for GST](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/gst-registration-deregistration/do-i-need-to-register-for-gst) - [IRAS — Out-of-scope supplies](https://www.iras.gov.sg/taxes/goods-services-tax-%28gst%29/charging-gst-%28output-tax%29/when-is-gst-not-charged/out-of-scope-supplies) - [Federal Register of Legislation — GST Act 1999](https://www.legislation.gov.au/C2004A00446/latest/text), section 29-70 - [Federal Register of Legislation — Recipient Created Tax Invoice Determination 2023](https://www.legislation.gov.au/F2023L00785/latest/text) - [Inland Revenue NZ — Buyer-created taxable supply information](https://www.ird.govt.nz/gst/tax-invoices-for-gst/buyer-created-taxable-supply-information) - [Inland Revenue NZ — GST guide IR375 (PDF)](https://www.ird.govt.nz/-/media/project/ir/home/documents/forms-and-guides/ir300---ir399/ir375/ir375.pdf) - [National Tax Agency Japan — Tax Answer No. 6625 (Japanese)](https://www.nta.go.jp/taxes/shiraberu/taxanswer/shohi/6625.htm) - [National Tax Agency Japan — Keeping electronic transaction data (PDF, Japanese)](https://www.nta.go.jp/law/joho-zeikaishaku/sonota/jirei/tokusetsu/pdf/0023006-085_01.pdf) ## Related - [Quotation or invoice](https://easysales.work/help/concepts/quotation-vs-invoice/) - [Proforma invoices](https://easysales.work/help/knowledge/proforma-invoices/) - [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) - [Registering for GST](https://easysales.work/help/knowledge/registering-for-gst/) --- # Tips > Short, practical tips for easySales — find records faster, send documents, take deposits, chase overdue invoices, close the month and keep your account safe. Source: https://easysales.work/help/tips/overview/ Each tip answers one practical question in a few minutes of reading: a faster way to do something in easySales, or a good habit for a small business and exactly how to do it here. Every tip links to the full page when you need the details. ## Find and organise - [Find anything fast](https://easysales.work/help/tips/find-anything-fast/) - [Filter a list](https://easysales.work/help/tips/filter-a-list/) - [Choose your list columns](https://easysales.work/help/tips/choose-list-columns/) - [Get your data into Excel](https://easysales.work/help/tips/export-to-excel-or-pdf/) - [Import customers from a spreadsheet](https://easysales.work/help/tips/import-customers-from-a-spreadsheet/) - [Use easySales on your phone](https://easysales.work/help/tips/use-easysales-on-your-phone/) ## Quotations, invoices and follow-up - [Send a quotation or invoice to a customer](https://easysales.work/help/tips/send-a-quotation-or-invoice/) - [Reuse a quotation for a repeat job](https://easysales.work/help/tips/reuse-a-quotation/) - [Set up your products once](https://easysales.work/help/tips/add-products-once/) - [Keep document numbers tidy](https://easysales.work/help/tips/keep-document-numbers-tidy/) - [Never miss a quotation follow-up](https://easysales.work/help/tips/never-miss-a-follow-up/) - [Get told when a customer pays](https://easysales.work/help/tips/get-told-when-a-customer-pays/) - [Automate monthly billing](https://easysales.work/help/tips/automate-monthly-billing/) ## Money habits - [Take a deposit before you start the work](https://easysales.work/help/tips/take-a-deposit-before-you-start/) - [Bill a project in stages](https://easysales.work/help/tips/bill-a-project-in-stages/) - [Chase overdue invoices in ten minutes a week](https://easysales.work/help/tips/chase-overdue-invoices-weekly/) - [Send a statement at month end](https://easysales.work/help/tips/send-a-month-end-statement/) - [Handle bank charges and short payments](https://easysales.work/help/tips/handle-bank-charges-and-short-payments/) - [Month-end checklist](https://easysales.work/help/tips/month-end-checklist/) - [Fix a wrong invoice the right way](https://easysales.work/help/tips/fix-a-wrong-invoice-the-right-way/) - [Invoice in your customer's currency](https://easysales.work/help/tips/invoice-in-a-foreign-currency/) - [Check your margin before you quote](https://easysales.work/help/tips/check-your-margin-before-you-quote/) ## Team, security and AI - [Give a new salesperson the right access](https://easysales.work/help/tips/give-a-new-salesperson-the-right-access/) - [Secure your account in two minutes](https://easysales.work/help/tips/secure-your-account-in-two-minutes/) - [Connect Claude or ChatGPT to easySales](https://easysales.work/help/tips/connect-an-ai-assistant/) - [Ask the assistant about your numbers](https://easysales.work/help/tips/ask-the-assistant-about-your-numbers/) ## Common questions - **Are these tips different from the Sales playbook?** Yes. A tip is one short how-to. The [Sales playbook](https://easysales.work/help/playbook/overview/) walks through a whole deal, from first enquiry to payment, step by step. - **Do the tips give tax or legal advice?** No. They describe good general practice and how to do it in easySales. For the rules in your country, see [Invoicing knowledge](https://easysales.work/help/knowledge/overview/) and ask your accountant. - **Why can't I see a button a tip mentions?** Your role may not include that action, or the screen may be narrower than the tip assumes. See [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/). ## Related - [Sales playbook](https://easysales.work/help/playbook/overview/) - [Invoicing knowledge](https://easysales.work/help/knowledge/overview/) - [Your first 30 minutes](https://easysales.work/help/getting-started/your-first-30-minutes/) --- # Find anything fast > Find a customer, contact, quotation or invoice in seconds with the easySales top-bar search — type part of a name or number, or press / to start. Source: https://easysales.work/help/tips/find-anything-fast/ A customer calls about "the invoice ending 319". Instead of opening **Invoices** and paging through it, type a few characters into the search box in the top bar and open the record from the results. ## How to do it 1. Press **/** anywhere outside a text box, or select the box that reads *Search accounts, contacts, documents…*. On a narrow screen it is a search button in the top bar. 2. Type part of a name or number. A fragment is enough: 319 finds INV-10000319, and "harb" finds Harbour Café. 3. Read the results under **Accounts**, **Contacts**, **Documents** and **Opportunities**, up to five of each. A document is marked **Quotation** or **Invoice**; a contact shows its account. 4. Use the arrow keys and **Enter**, or select a result, to open it. **Esc** closes the list. What the box matches: - **Accounts** by name. - **Contacts** by their own name or their account's name, so a company name also lists its people. - **Quotations** and **invoices** by number or by name. - **Opportunities** by name. When you need more than five results, or a field the box does not match, search the module's own list. Its search box says what it covers: the **Contacts** list searches by contact, account, email or phone, and the **Invoices** list by invoice number or account. ## Why it helps You skip the list altogether: no module to open, no filter to clear, no page to turn. The search runs over every record your role may list and shows nothing your role may not list, so with **Own records only** you see only your own records. ## Example Harbour Café's manager calls Mei Tan to ask what the café still owes. Mei presses **/** and types "harbour". Harbour Café appears under **Accounts** and its manager under **Contacts**. She presses **Enter** on the account and reads **Outstanding** under its heading while she is still on the phone. ## Common questions - **Why can't the top-bar search find an email address or phone number?** It matches names and document numbers only. Type the email address or number into the search box of the **Contacts** list instead. - **How do I see every invoice for one customer?** The top-bar search shows at most five invoices. Open **Invoices** and type the account name into its search box. The list's filters still apply, and it opens on **Unpaid** and **Partial Paid**; widen the **Status** filter to see paid ones too. - **Does the top-bar search find credit notes?** No. Search the **Credit notes** list, which finds a credit note by its number, its invoice or the account. - **Why is a record I know exists missing from the results?** Your role may not list that kind of record, or there are more than five matches of that kind. Type more of the name or number. ## Related - [The workspace](https://easysales.work/help/getting-started/workspace/) - [Lists and columns](https://easysales.work/help/getting-started/lists/) - [Account details](https://easysales.work/help/accounts/account-details/) - [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/) --- # Filter a list > Narrow the easySales invoice or quotation list by status, salesperson and date with Filters and date presets, and keep your filtered list while you work. Source: https://easysales.work/help/tips/filter-a-list/ A list of every invoice since you started is too long to read. A filter cuts it down to the ones you are working on today, such as last month's unpaid invoices for one salesperson. ## How to do it 1. Open the list, such as **Invoices**. It opens on **Unpaid** and **Partial Paid**; **Quotations** opens on **Draft** and **Open**. 2. On a computer, change **Status** or **Sales Person** in the toolbar above the list. They apply as soon as you change them. 3. For anything else, such as **Invoice Date** or **Due Date**, select **Filters**, set the condition and select **Apply filters**. 4. For a date range, pick a preset instead of typing: **This month**, **Last month**, **This quarter**, **This year** or **Last 30 days**. 5. Each condition set under **Filters** shows as a tag above the list. Remove one with its ×. **Clear filters** removes every condition, the status included, and empties the search box. 6. Work through the result by opening each record in a new browser tab: Ctrl-click (⌘-click on a Mac) or middle-click its number or name. The filtered list stays as it is in its own tab. **Credit notes**, **Opportunities**, **Products**, **Purchase orders** and **Delivery orders** have filters of their own, in the toolbar or under **Filters**. **Accounts** and **Contacts** have none: narrow them with the search box above the list. ## Why it helps Search, filters and sorting run on every record your role may list, not only the page on screen, so the first row after sorting is the real first. Opening records in new tabs matters because a list does not keep your conditions once you leave it: open **Invoices** again and it starts from **Unpaid** and **Partial Paid**. ## Example On 3 November Daniel Lim chases October's late payers. On **Invoices** the toolbar already shows **Unpaid** and **Partial Paid**. He selects **Filters**, picks **Last month** under **Due Date** and selects **Apply filters**; the list now holds every unpaid or part-paid invoice that fell due in October. He sorts by **Due Date** and Ctrl-clicks each invoice to log his call on it; the same list is waiting in the first tab. ## Common questions - **Does easySales remember my filter values?** No. Each list starts from its own default every time you open it. What is saved is which conditions the **Filters** box asks for, chosen on the **Filters** tab of **List Column Setting** on **Quotations** and **Invoices**. - **Can I save a filtered view to use again?** There are no saved filter views. Keep the list open in its own browser tab while you work, or use a date preset, such as **Last month**, which moves with the calendar. - **Why is there no Sales Person filter on my list?** Your role sees **Own records only**, so the list already holds only your own records. - **Can I filter by a field my company added?** On **Quotations** and **Invoices**, yes: an administrator ticks **Filterable** on the field under **System settings** → **Custom fields**, and it can then be added on the **Filters** tab. ## Related - [Lists and columns](https://easysales.work/help/getting-started/lists/) - [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Custom fields](https://easysales.work/help/administration/custom-fields/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) --- # Choose your list columns > Show the columns you need on an easySales list — add, order, rename and size them with List Column Setting, just for you or for everyone in your company. Source: https://easysales.work/help/tips/choose-list-columns/ If you open each invoice just to see what is still owed on it, the column you need is missing from the list. Add it once, and the list answers the question on every visit. ## How to do it 1. Open the list, such as **Invoices**, on a computer. **List Column Setting** is the icon at the far right of the toolbar above the list; select it. 2. At the top, choose **Just me** or **For everyone**. Without **System** **Edit** you see no choice, and your changes apply to you only. 3. On **Columns**, tick a column under **Available**; it moves to **Your columns**. 4. Use the arrows to put the columns in order, type a shorter heading if you like, and pick a width: **Auto**, **Narrow**, **Medium** or **Wide**. 5. On a wide list, tick **Keep the first column visible when scrolling sideways**. 6. Select **Done**. Every change was saved as you made it. **Accounts**, **Contacts**, **Quotations**, **Invoices**, **Credit notes**, **Opportunities**, **Products**, **User accounts** and **Purchase orders** can be set up this way. **Leads** and **Delivery orders** keep fixed columns. ## Why it helps The right columns turn a list into a working view: **Outstanding** on **Invoices** for chasing payment, **Mobile** on **Contacts** for calling round. **Just me** changes only your own view, so you can build it without asking anyone. An administrator can set a sensible starting point **For everyone**; colleagues who built their own view keep it. ## Example Mei Tan wants to see who owes what without opening invoices. On **Invoices** she opens **List Column Setting**, keeps **Just me**, and ticks **Outstanding** and **Sales Person**. She moves **Outstanding** to the top of **Your columns** and sets **Sales Person** to **Narrow**. The list behind the drawer changes as she works; she selects **Done**. Her colleagues' lists are unchanged. ## Common questions - **Why don't my new columns show on my laptop?** The **Invoices** list hides its optional columns while the window is narrower than 1100 pixels. Widen the window to 1100 pixels or more and they come back. - **Can I set up columns on my phone?** No. **List Column Setting** is not offered on a phone. Set it up on a computer. - **How do I undo my changes?** In **List Column Setting**, select **Reset to the company default** under **Just me**. Under **For everyone**, **Reset to the standard columns** puts the company view back. - **Will renaming a heading change the field everywhere?** No. The heading you type is used only on that list, for you or for everyone, depending on the choice at the top. ## Related - [Lists and columns](https://easysales.work/help/getting-started/lists/) - [Filter a list](https://easysales.work/help/tips/filter-a-list/) - [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) --- # Get your data into Excel > Export easySales data to Excel or CSV — any list as you see it, report exports, the invoice workbook and a ZIP of invoice PDFs — and which permission each export needs. Source: https://easysales.work/help/tips/export-to-excel-or-pdf/ Your accountant wants October's invoices in a spreadsheet, or a manager wants sales by salesperson in Excel. Each of these exports answers a particular question. ## How to do it - **A list as you see it.** On **Accounts**, **Contacts**, **Opportunities**, **Quotations**, **Invoices**, **Credit notes** or **Products**, set the filters and columns, then select **···** → **Export to Excel**. The file has every page of the list, up to 10,000 rows, in the columns shown — see [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/). - **Sales figures as a spreadsheet.** Open **Reports**, open a report, set its filters and select **Export CSV**. The file holds the rows on screen plus a **Total** row, and opens in Excel. - **Every invoice and credit note of a period.** Open **System settings** → **Accounting export**, or **···** → **Export for accounting software…** on **Invoices**. Choose **easySales Excel** under **Export to**, set the **Period** and select **Download Excel**: one workbook with invoices, invoice lines, credit notes, credit note lines and customers. - **A period's invoices as PDFs.** On the same page, choose **Invoice PDFs** and select **Download ZIP**: one PDF per issued invoice, as printed, up to 50 per download. - **Files for your accounting software.** Choose **Xero** or **QuickBooks Online** instead, select **Download ZIP** and import the files inside it there. - **One customer's history.** On the account, **Statement** shows every invoice, payment and credit for the period you choose, ready to download as a PDF. - **One document.** On an invoice, **PDF** opens that invoice's PDF in a window, with **Download** to save it. Who can use them: a list exports for roles with **Export lists to Excel**. A report exports for anyone who can open it. **Accounting export** needs the **Bulk export documents** control in your role and **Invoice** **List** at **All records**. **Statement** needs **Invoice** **View** at **All records**. ## Why it helps Exporting what you already have saves retyping, and retyping is where figures go wrong. The exports are built for a purpose: a report's CSV carries exact amounts without thousands separators, and the workbook includes cancelled documents with their status, so your accountant sees the whole period. Every report export and accounting export is recorded in the audit trail. ## Example On 2 November Mei Tan sends Lim & Co's accountant the October figures. In **Accounting export** she chooses **easySales Excel**, leaves the **Period** on last month, the setting it opens on, and selects **Download Excel**. Then she chooses **Invoice PDFs** and **Download ZIP** for the month's 32 invoices, which fit in one download. ## Common questions - **Can I export the customer or contact list to Excel?** Yes. On **Accounts** or **Contacts**, select **···** → **Export to Excel**. Your role needs **Export lists to Excel**. - **Why can't I see Accounting export?** Your role lacks the **Bulk export documents** control, or sees invoices at **Own records only**. Ask your administrator. - **Can I download more than 50 invoice PDFs?** Not in one download. Choose a shorter period and download each part. - **Are payments in the export?** No. Payments, allocations and refunds are not in the accounting export; a customer's statement lists them for one account. ## Related - [Export and bulk actions](https://easysales.work/help/getting-started/export-and-bulk-actions/) - [Accounting export](https://easysales.work/help/invoices/accounting-export/) - [Reports](https://easysales.work/help/reports/overview/) - [Customer statement](https://easysales.work/help/accounts/customer-statement/) - [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/) --- # Import customers from a spreadsheet > Move your customer list from Excel into easySales — prepare the columns, import companies then contacts, check the preview and undo a wrong import. Source: https://easysales.work/help/tips/import-customers-from-a-spreadsheet/ Your customers live in a spreadsheet and you do not want to type them in again. **Data import** brings them in, checks every row before saving and lets you undo the import. ## How to do it 1. **Split the file in two.** One sheet of companies, one row each; one sheet of people, with a column naming each person's company exactly as it is spelt on the company sheet. Put the headers in the top row, and each list on the first sheet of its own file. 2. **Use plain headers.** "Company", "UEN", "Country", "Tel", "Handphone", "Email" and "Salesperson" are matched automatically. A salesperson cell takes an active user's login, email or name; a blank one makes the record yours. 3. **Import companies first.** Open **System settings** → **Data import**, choose **Accounts**, select **Continue with Accounts** and drop the file on the page. Check each column under **Import as**, then select **Preview import**. 4. **Read the preview.** Rows under **Duplicates** match an existing record or an earlier row and are skipped; rows under **Needs attention** have an error or a warning. Select the import button, such as **Import 118 rows**, and keep the page open until **Import finished** appears. 5. **Then import the people** as **Contacts** the same way. Their company column links each person to the account you just imported. 6. **Fix what failed.** **Error file (.csv)** holds only the rows with errors and the reason for each. Correct them and import that file. If something went wrong, select **Undo** beside the import in **Import history**, then **Undo import**. Records nobody has changed or used since are deleted. ## Why it helps A file of up to 5,000 rows goes in as one import, and nothing is saved until you have seen the preview. Each row is checked by the same rules as the form, so a typo is fixed in the spreadsheet in seconds rather than in the records afterwards. ## Example Lim & Co keeps 120 clients in clients.xlsx and 260 people in people.csv. Mei Tan imports the clients first: the preview shows **To create** 118 and **Skipped duplicates** 2, because Harbour Café and one other client each appear twice. Then she imports the people. Three rows spell the café "Harbor Cafe", which matches no account, so they land in the **Error file (.csv)**; she corrects the spelling and imports them. ## Common questions - **What do I check in the spreadsheet first?** The spelling of company names on the people sheet: a person whose company matches no account you can see is not imported. Also check that each salesperson named is still an active user. - **Who can import?** Someone with the **Import data** control, plus **Add** and **Edit** on accounts or contacts. **Delete** is needed to undo. - **What if a salesperson in my file has left the company?** That row is an error, because the owner must be an active user. Name a current colleague, or leave the cell blank to make the record yours. ## Related - [Data import](https://easysales.work/help/administration/data-import/) - [Accounts and contacts](https://easysales.work/help/concepts/accounts-and-contacts/) - [Duplicate alerts](https://easysales.work/help/contacts/duplicates/) - [Create an account](https://easysales.work/help/accounts/create-an-account/) --- # Use easySales on your phone > Use easySales in your phone's browser — look up a customer before a meeting, log a call after it and check what a customer owes, with no app to install. Source: https://easysales.work/help/tips/use-easysales-on-your-phone/ easySales runs in your phone's browser, with nothing to install. It is at its best for quick jobs away from your desk: reading up on a customer before you walk in, noting a call while you still remember it, and answering "what do we owe you?". ## How to do it - **Sign in once in the phone's browser.** The menu opens as a drawer from the button at the top left, and lists show each record as a compact entry you tap to open. - **Look up a customer before a meeting.** Tap the search button in the top bar and type part of the name. On the account, the **Activities** tab shows recent notes, calls and tasks, newest first. - **Log a call straight after it.** On the account, contact or invoice, open the **···** menu and choose **Log communication**. Set the **Channel** to **Phone**, write what was agreed, and tick **Also create a next-step task** to book the follow-up. Select **Save communication**. - **Check what a customer owes.** Open the account: **Outstanding** and **Overdue** sit under its heading. **Statement**, in the **···** menu, opens the customer's statement for a period, ready to download as a PDF and send. A few things are left to the computer: **List Column Setting** and the **Help Centre** button are not shown on a phone. ## Why it helps A call logged in the car park is more accurate than one remembered at the end of the day, and the next-step task means the follow-up is not forgotten. Your colleagues see the same record a minute later, so nobody calls the customer twice about the same thing. ## Example Daniel Lim has a meeting at Harbour Café at 10:00. At 9:50, outside, he searches "harbour" on his phone, opens the account and sees **Overdue** SGD 2,260.00, so he can raise it politely. After the meeting he chooses **Log communication**, notes that the café will pay by Friday, and ticks **Also create a next-step task** with **Next step due** set to Friday, to check the payment came in. ## Common questions - **Is there an easySales app for my phone?** easySales runs in the phone's browser, signed in as on a computer; there is nothing to install. - **Why can't I see the outstanding amount on my phone?** The same rule applies as on a computer: **Outstanding** needs **Invoice** **View** at **All records**. - **Where are the buttons I use on my computer?** On a phone, **Log activity** and actions such as **Statement** move into the **···** menu at the top of the record. ## Related - [The workspace](https://easysales.work/help/getting-started/workspace/) - [Events and communications](https://easysales.work/help/activities/events-and-call-logs/) - [Account details](https://easysales.work/help/accounts/account-details/) - [Find anything fast](https://easysales.work/help/tips/find-anything-fast/) --- # Send a quotation or invoice to a customer > How to send a quotation or invoice to a customer from easySales — download the PDF, attach it to your email, then tick Sent to the customer. Source: https://easysales.work/help/tips/send-a-quotation-or-invoice/ easySales makes the PDF; you send it from your own email or messaging app. Getting the file takes two clicks, and one tick tells easySales that it has gone, so a quotation's follow-up reminder can start. ## How to do it 1. Open the quotation or invoice and select **PDF**. A window opens with the PDF inside it. 2. Select **Download**, and attach the file to your email or message to the customer. On a phone, **Share** hands the file straight to your email or messaging app. 3. Tick **Sent to the customer**. It is offered on an **Open** quotation and on an issued invoice, and it records the sending on the document's timeline. If you send it later, open **PDF** again and tick it then. ## Why it helps The customer receives your company's own design, built from the record as it stands, so the figures in the email are the figures in easySales. The sent mark is the date the follow-up reminder counts from: if nobody logs a call or a meeting with the customer for the days your company sets, the quotation appears in its salesperson's **To do**. The timeline entry answers "when did we send it?" for anyone who opens the document, without searching an inbox. ## Example Mei Tan finalises QN-10000125 for Harbour Café, selects **PDF**, downloads the file and emails it to Grace Wong. She ticks **Sent to the customer**; the header now reads **Sent** with today's date. A month later she issues INV-10000319: SGD 2,000.00 plus GST 9% of SGD 180.00, SGD 2,180.00 in all. She selects **PDF**, downloads the file, emails it to the café's accounts team and ticks **Sent to the customer**. When the café later says it never arrived, Daniel Lim opens the invoice and sees on its timeline when it went. ## Common questions - **Can I send the customer a link instead of a file?** No. The PDF's address opens only for people signed in to your easySales who can see the document, so send the file itself. - **Can I send a draft invoice to ask for payment first?** Yes. A draft prints as a **PROFORMA INVOICE** with its `PF-` number, so the customer cannot book it as a final invoice. See [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/). - **How do I send a customer everything they owe at once?** Select **Statement** on the account page for one PDF of their invoices, payments and credits. See [Customer statement](https://easysales.work/help/accounts/customer-statement/). - **Does downloading the PDF mark the quotation as sent?** No. Only ticking **Sent to the customer** does. ## Related - [Quotation PDF](https://easysales.work/help/quotations/quotation-pdf/) - [Invoice PDF](https://easysales.work/help/invoices/invoice-pdf/) - [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/) - [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/) --- # Reuse a quotation for a repeat job > How to reuse a past quotation in easySales — copy it into a new draft for a repeat job or another customer, or revise it when the same offer changes. Source: https://easysales.work/help/tips/reuse-a-quotation/ When a customer asks for the same job again, or another customer wants something similar, start from the quotation you already wrote. Every line, price and term comes across in one step, and you change only what differs. ## How to do it 1. Open the past quotation. Any status works, a **Rejected** or **Superseded** one included. 2. Select **Copy** in the **···** menu, under **Document**, and confirm with **Copy**. 3. The new draft opens with the same customer, lines and terms, dated today, with you as its **Salesperson**. 4. Change the contact, quantities and prices that differ. If a message says something was not copied as it was, check that part. 5. Select **Finalise** to give it its quotation number. Revise instead of copying when it is the same deal and the customer has already seen the offer: **Revise** in the **···** menu makes the next version, such as QN-10000125-R1, and the version the customer saw becomes **Superseded** when you finalise it. **Revise** needs the latest version, **Open** or **Accepted**, with no invoice from it, draft or issued. ## Why it helps Retyping lines is where wrong prices and missing items creep in. A copy brings the whole offer across, priced at today's tax and exchange rates, so the new quotation is correct for today. The original keeps its number, status and invoices. A revision keeps one chain of versions, so nobody quotes from the old price. ## Example In September, Lim & Co quoted Harbour Café QN-10000140 for planters at its first outlet: 6 planters at SGD 120.00 (SGD 720.00) and installation at SGD 280.00, SGD 1,000.00 before tax, SGD 1,090.00 with GST 9%. In October the café wants the same for its second outlet, with 10 planters. Mei Tan opens QN-10000140, selects **Copy** and changes the quantity: 10 × 120.00 = 1,200.00, plus 280.00 installation, SGD 1,480.00 before tax. GST 9% is SGD 133.20, so the new quotation totals SGD 1,613.20. QN-10000140 is unchanged. ## Common questions - **Can I reuse a colleague's quotation?** Yes, if you can open it and your role has **Quote** **Add**. With **Own records only**, you can open your own and those your company's sharing settings or an account team open to you. The copy is yours, so its follow-up reminders come to you. - **Can I keep a quotation just for copying?** Yes. Keep one finished quotation for each kind of job, and copy it each time; copying never changes it. - **Does the copy keep the original's billing plan or sent date?** No. It does not carry the original's status, sent marks, billing plan, invoices, activities or attachments. ## Related - [Copy a quotation](https://easysales.work/help/quotations/copy-a-quotation/) - [Revise a quotation](https://easysales.work/help/quotations/revise-a-quotation/) - [Copy an invoice](https://easysales.work/help/invoices/copy-an-invoice/) - [Repeat business](https://easysales.work/help/playbook/repeat-business/) --- # Set up your products once > Add your products and services to easySales once, with unit, list price and description, so each quotation line fills itself in when you pick it. Source: https://easysales.work/help/tips/add-products-once/ If you type the same service, price and wording into every quotation, put it in your product list once. Picking it on a line then fills in the unit, the price and the description for you. ## How to do it 1. Select **Products** in the sidebar, then **New product**. 2. Choose the **Type**, **Goods** or **Service**, and enter the **Name** and **Unit**. 3. Under **Pricing**, choose the **Currency** and enter the **List Price**. 4. Write the **Description** the customer will read; it is copied onto each line. 5. Select **Create product**. 6. On a quotation, select **Add line** and search for the product. Picking it fills in the **Unit**, **Unit price** and **Description**; enter the **Qty**. A product has no tax of its own: the tax is set on the quotation, and **Per-line tax rates** gives one line a different rate. To load a whole price list at once, use [Data import](https://easysales.work/help/administration/data-import/) with an .xlsx or .csv file; each product needs a category that already exists. ## Why it helps A price typed once is the same on every quotation, whoever writes it, and a description written carefully once reads well on every PDF. A new product cannot take the name of an active product, so nobody picks the wrong one of two look-alikes. A product made from a quotation line, by choosing **Create new product “…”**, starts with the price you have just quoted a real customer. ## Example Lim & Co sets up two services: "Design consultation" with **Unit** HR and a **List Price** of SGD 150.00, and "Site measurement" at SGD 250.00. For Harbour Café, Mei Tan adds both on two lines and enters 8 hours of consultation: - 8 × 150.00 = 1,200.00 - 1 × 250.00 = 250.00 The subtotal is SGD 1,450.00, GST 9% is SGD 130.50, and the quotation totals SGD 1,580.50. Nothing was typed but the quantity. ## Common questions - **Can I set a tax rate on a product?** No. A product has no tax field. Choose the tax on the quotation or invoice, and use **Per-line tax rates** for a line taxed differently. - **If I change a product's price, do my old quotations change?** No. A line keeps the price it was given. The new list price fills lines you pick afterwards. - **Can I give one customer a different price?** Yes. Type another **Unit price** on that line; the product keeps its **List Price**. - **Do I need every product set up before my first quotation?** No. With **Product** **Add**, type a new name on a line and choose **Create new product “…”**; the product is created when you save. ## Related - [Create a product](https://easysales.work/help/products/create-a-product/) - [Line items](https://easysales.work/help/quotations/line-items/) - [Products and line items](https://easysales.work/help/concepts/products-and-line-items/) - [Write a clear quotation](https://easysales.work/help/playbook/clear-quotation/) --- # Keep document numbers tidy > Choose invoice and quotation number formats once in easySales — a clear prefix, the year in the number and enough digits — so documents read and sort well. Source: https://easysales.work/help/tips/keep-document-numbers-tidy/ A number your customer can read at a glance, such as INV-2027-0001, saves questions on the phone and in your accountant's checks. Settle the format once, at the turn of a year, and leave it. ## How to do it 1. Open **System settings** → **Company** and scroll to **Document numbers**. You need **System** **Edit**. 2. Give each kind its own short **Prefix** that says what it is, such as `INV-` for invoices and `CN-` for credit notes. Two kinds cannot share a prefix. 3. Choose **Year** as the **Date part**, or **Year and month** if you want the month too. The count then starts again at the **Starting number** each year or month, on its own. 4. Set the **Number of digits** to cover your busiest year: 4 digits allow up to 9,999. 5. Check **Next number** in each block, then select **Save** in the bar at the bottom of the page. Do it before the first document of the new year. A change applies from the next document; numbers already issued never change. ## Why it helps **The year is in the number.** Your customer and your accountant can tell INV-2027-0014 from INV-2026-0014 at a glance, and nobody has to restart the count each January. **Equal-length numbers sort in order.** With a fixed number of digits, INV-2027-0009 comes before INV-2027-0010 on a list sorted by number. A series that outgrows its digits carries on with one more digit, so choose enough from the start. **A clear prefix ends mix-ups.** When a customer quotes a number, the prefix says whether it is an invoice, a quotation or a credit note. ## Example Lim & Co's invoices run from INV-10000001 to INV-10000342. On 4 January 2027, before anyone issues an invoice, Mei Tan opens **Document numbers**. In the **Invoice** block the standard numbers show as **Prefix** `INV-1` with seven digits. She changes the **Prefix** to `INV-`, chooses **Year**, sets 4 digits and a **Starting number** of 1. **Next number** shows `INV-2027-0001`, and she selects **Save**. The 342 earlier invoices keep their numbers, and `INV-2028-0001` will open the following year. ## Common questions - **Can I type the year into the prefix myself?** No. A prefix cannot contain 0, and a year typed there would not change on 1 January. Choose **Year** as the **Date part** instead. - **Do drafts follow the new format?** No. Draft invoices and draft quotations keep their own numbers; the format applies to the number a document takes when it becomes final. - **What if I change the format in the middle of the year?** It works from the next document, and the earlier ones keep their old numbers, so that year's documents carry two formats. ## Related - [Document numbers](https://easysales.work/help/administration/document-numbers/) - [Issuing and numbering](https://easysales.work/help/concepts/draft-issue-and-numbering/) - [Keeping records](https://easysales.work/help/knowledge/keeping-records/) --- # Never miss a quotation follow-up > How to make sure no quotation is forgotten in easySales — mark it as sent, book each next step as a task, and work through your To do list every day. Source: https://easysales.work/help/tips/never-miss-a-follow-up/ A quotation nobody follows up is a quotation lost. easySales can remind you when one goes quiet; it needs three habits from you: mark it sent, log each contact, and always book the next step. ## How to do it 1. **Mark it as sent.** Tick **Sent to the customer** in the quotation's **PDF** window. The follow-up reminder counts from that date. 2. **Log every contact on the quotation.** After a call or email, select **Log activity** → **Log communication**. Tick **Also create a next-step task** and set **Next step due**, so the next call is booked in the same step. 3. **Park what waits on the customer.** On a task, set **Waiting** to **Waiting for the customer** and choose a **Recheck on** day. It comes back to you that day. 4. **Chain the steps.** When a follow-up task is done, select **Done & schedule next** instead of **Mark done**. 5. **Start each day in To do.** Open **Message centre** → **To do**, or turn on the **Morning to-do e-mail** under **My profile** → **Notifications**. ## Why it helps **To do** fills itself from your records. Under **Quotations** it lists a quotation still not marked as sent some days after it was created, one with no communication or meeting with the customer for some days since it was sent, and one expiring within 7 days; your company sets both numbers of days. Under **Opportunities** it lists a deal with no open task or future event, with **Add next step** beside it. Each item leaves as soon as you deal with its cause, so an empty list means nothing is waiting on you. ## Example Mei Tan marks QN-10000125 as sent on Monday 19 October. Lim & Co keeps the follow-up at 3 days, so on Thursday 22 October her **To do** shows *No customer contact since quotation QN-10000125 was sent*. She calls Grace Wong, who wants to see oak samples, and logs the call on the quotation with **Also create a next-step task**: "Bring oak samples", due Monday 26 October. The reminder leaves her **To do**, and the new task comes back on Monday. ## Common questions - **Does a note on the quotation clear the reminder?** No. Only a communication, or an event that has started with one of the customer's contacts attending, counts as contact with the customer. - **Can I put a reminder off for a few hours?** Yes. **Snooze** an item in **To do** until **In 3 hours**, **Tomorrow 09:00**, **Next Monday 09:00** or a time you pick. - **Can I change the number of days before the reminder?** Someone who can change your company's notification settings sets them under **System settings** → **Notifications**, from 1 to 60 days. See [Notification settings](https://easysales.work/help/inbox/notification-settings/). ## Related - [Follow up a quotation](https://easysales.work/help/playbook/follow-up-a-quotation/) - [Mark as sent](https://easysales.work/help/quotations/mark-as-sent/) - [Message centre](https://easysales.work/help/inbox/message-centre/) - [Tasks](https://easysales.work/help/activities/tasks/) --- # Get told when a customer pays > How to get a notification or an email from easySales when a payment is recorded on an invoice — follow the invoice and choose how document events reach you. Source: https://easysales.work/help/tips/get-told-when-a-customer-pays/ When someone in your team records a payment, everyone who follows that invoice is told. Set it up once and you no longer need to ask accounts whether the customer has paid. ## How to do it 1. **Your own invoices need nothing.** The owner of a record follows it automatically. 2. **For someone else's invoice**, open it, select the **Activities** tab, then **Follow** → **Follow this record**. Quotations and opportunities have the same button. 3. **Read the updates** under **Updates** in the **Message centre**, such as "INV-10000319: payment recorded". 4. **Get an email at once.** Open **My profile** → **Notifications**. In **E-mail by type and priority**, set the **Document events** row under **Normal** to **E-mail now**, and select **Save**. 5. **Quiet one busy record** with **Mute this record** on the same button. ## Why it helps A payment recorded, a payment removed, a credit applied, a write-off and a void are **Normal** document events. A record created, issued or marked as sent is **Low**. Unless you or your company changed it, **Normal** is emailed as a **Digest** and **Low** stays in the message centre, so the money news reaches your inbox without every new draft following it. Setting **E-mail now** on the **Normal** cell makes payment news arrive as it happens. easySales learns of a payment when someone uses **Record payment**; it does not see your bank account. ## Example Mei Tan owns INV-10000319 for SGD 2,180.00, and has set **Document events** under **Normal** to **E-mail now**. Daniel Lim follows the invoice too, on the default **Digest**. When Sarah Goh records the café's SGD 2,180.00 with **Record payment**, Mei gets an email straight away, and Daniel's arrives in his next digest. Had Mei recorded the payment herself, she would not be told: nobody is told about their own changes. ## Common questions - **Why did the payment email arrive hours later?** It went in a digest, sent every hour unless you changed **Digest every**, or it waited for your **Quiet hours** to end. Only urgent email is sent during quiet hours. - **Will I get an email for every new invoice as well?** Not by default. Created and issued are **Low**, and **Low** is **In-app only** until someone changes it. - **Can a colleague be told about my customer's payments?** Yes. They select **Follow** on the invoice's **Activities** tab. Their role must let them see the invoice and post on its **Activities** tab. ## Related - [Follow a document](https://easysales.work/help/inbox/follow-a-document/) - [Notification settings](https://easysales.work/help/inbox/notification-settings/) - [Message centre](https://easysales.work/help/inbox/message-centre/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) --- # Automate monthly billing > Bill retainers and maintenance contracts every month with recurring invoices in easySales — set the schedule once, then check and issue each draft. Source: https://easysales.work/help/tips/automate-monthly-billing/ A retainer or maintenance contract bills the same lines every month. Set it up once as a recurring invoice: easySales prepares each month's draft on time, and you spend a minute checking and issuing it. ## How to do it 1. Select **Recurring invoices** in the sidebar, then **New recurring invoice**. To start from an invoice you already issued, open it and choose **Make recurring** in the **···** menu. 2. Choose the **Contact** and **Owner**. Under **Schedule**, set **Repeats every** to 1 month(s), the **First period starts** date and when it **Ends**. 3. Under **Raise the invoice on**, choose **The first day of each period** to bill in advance or **The last day of each period** to bill in arrears. 4. Leave **Raise each period's draft automatically** on, add the **Lines repeated every period**, and select **Create recurring invoice**. 5. Each month, open the draft, check it and [issue it](https://easysales.work/help/invoices/issue-an-invoice/). Drafts waiting to be issued appear under **Needs attention** on **Recurring invoices**, and in the owner's **To do**. A description such as "Maintenance for [Month] [Year]" prints the month on each draft, so the customer sees which period each invoice covers. ## Why it helps No month is forgotten: each draft is ready on its day without anyone having to remember it. easySales never issues or sends a draft by itself, so someone who knows the customer checks each charge before it takes its invoice number. When a draft cannot be raised, the owner is told in the message centre. ## Example Lim & Co agrees to maintain Harbour Café's plant wall for a year from 1 November 2026, at SGD 300.00 a month plus GST 9%. Mei Tan sets **Repeats every** 1 month(s), **First period starts** 1 November 2026, **Ends** **After a number of periods** with 12 periods, and raises the invoice on the last day of each period. On 30 November the first draft is raised: SGD 300.00 plus GST of SGD 27.00, SGD 327.00. Twelve periods come to 12 × SGD 327.00 = SGD 3,924.00. In February the café closes for renovation, so Mei selects **Skip** on that period with the reason "Closed for renovation"; no draft is raised for February. The skipped month still counts as one of the 12 periods, so the year brings eleven invoices: 11 × SGD 327.00 = SGD 3,597.00. ## Common questions - **Is a retainer billed in advance or in arrears?** That is your agreement with the customer. Raise on the first day of each period to bill before the month is used, or on the last day to bill once the work is done. - **What if the monthly fee goes up?** Select **Edit** on the recurring invoice and change the lines. Drafts raised afterwards use the new price; issued invoices stay as they were. - **How do I add a one-off extra in one month?** Add the line to that month's draft before you issue it. The lines repeated every period do not change. ## Related - [Set up a recurring invoice](https://easysales.work/help/invoices/set-up-a-recurring-invoice/) - [Recurring invoices](https://easysales.work/help/invoices/recurring-invoices/) - [Recurring invoices (concept)](https://easysales.work/help/concepts/recurring-invoices/) - [Invoice on time](https://easysales.work/help/playbook/invoice-on-time/) --- # Take a deposit before you start the work > How to ask for a deposit on a quotation in easySales, record the customer's payment and deduct the deposit from the final invoice. Source: https://easysales.work/help/tips/take-a-deposit-before-you-start/ A deposit pays for the materials and time you commit before the job is done, and shows the customer is serious. In easySales you invoice the deposit from the quotation, and the final invoice takes it off for you. ## How to do it 1. Agree the deposit in the quotation and [finalise it](https://easysales.work/help/quotations/finalise-a-quotation/). Only an **Open** or **Accepted** quotation can be invoiced. 2. Select **Raise invoice**. Under **What to invoice**, choose **Deposit**, then **Percentage** or **Amount** (before tax), and select **Create invoice**. 3. Check the draft, [issue it](https://easysales.work/help/invoices/issue-an-invoice/) and send the PDF. Order materials or book the team once the money arrives. 4. When the customer pays, select **Record payment** on the deposit invoice. 5. When the work is done, select **Raise invoice** again and choose **Remaining**. The default **Deposit deduction**, **Deduct all of it on the invoice that completes the quotation**, adds a "Less: deposit" line naming the deposit invoice. If the money arrives before you have invoiced it, record a receipt on the account with no invoices ticked and choose **Prepayment**. Where your tax settings make tax due on receipt, easySales issues a deposit tax invoice for it. Otherwise the money waits on the account, and you use it on the final invoice with **Allocate to invoices**. See [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/). ## Why it helps A deposit invoice has its own number, so the customer's accounts team pays it like any other bill, and you can see at a glance whether it is paid. Because the final invoice deducts it, the invoices add up to the quotation's total with tax, and nobody works out the balance by hand. ## Example Lim & Co quotes Harbour Café SGD 8,000.00 before tax, at GST 9%, for a counter and shelving, with a 30% deposit. - Deposit invoice: 30% × 8,000.00 = 2,400.00, plus GST 216.00, SGD 2,616.00. - Final invoice, **Remaining**: 8,000.00 less the 2,400.00 deposit = 5,600.00, plus GST 504.00, SGD 6,104.00. The café pays 2,616.00 + 6,104.00 = SGD 8,720.00, which is 8,000.00 plus 9% GST. ## Common questions - **Can I still change the quotation after issuing the deposit invoice?** No. Issuing the first invoice raised from a quotation locks it for good, even if that invoice is later cancelled. Revise the quotation before you issue the deposit. - **What if the customer never pays the deposit?** Do not start the work. If the job is off, cancel the deposit invoice: easySales issues a credit note for the whole amount. See [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/). - **Can I take the deposit off a little on each invoice instead?** Yes. On each progress claim, choose **Deduct in proportion to this claim** under **Deposit deduction**. ## Related - [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) - [Deposits and prepayments](https://easysales.work/help/payments/deposits-and-prepayments/) - [Deposits and progress claims](https://easysales.work/help/knowledge/deposits-and-progress-claims/) - [Close the deal](https://easysales.work/help/playbook/close-the-deal/) --- # Bill a project in stages > How to set up progress billing such as 30/40/30 on a quotation in easySales with a billing plan, and what each stage invoice shows. Source: https://easysales.work/help/tips/bill-a-project-in-stages/ On a long job paid only at the end, you fund the materials and wages yourself. Billing in stages, such as 30% at signing, 40% halfway and 30% at handover, brings cash in as the work moves. A billing plan on the quotation sets the stages once. ## How to do it 1. [Finalise the quotation](https://easysales.work/help/quotations/finalise-a-quotation/), then select **Set up billing plan** on its **Billing plan** card. 2. Keep the **Plan type** at **Milestones**. Fill in the first stage, then select **Add stage** for each of the others. Give each a **Stage name**, a percentage and a **Planned date**: 30, 40 and 30. 3. Select **Save plan**. The three claims make up 100% of the contract sum, so the card shows no warning. 4. When a stage's **Status** reads **Due**, select **Create invoice** on its row, then **Create invoice** in the dialog. Check the draft and [issue it](https://easysales.work/help/invoices/issue-an-invoice/). ## What each stage invoice shows - Every quotation line, scaled to the stage's share, headed by the stage name and quotation number, such as "Carpentry done — QN-10000150". For a shorter invoice, choose **One line per tax rate** in the dialog and the product to bill. - On the invoice page, a **Staged invoicing** card with the billing summary. - On the PDF, a line naming the stage, such as "Progress claim 2 of 3 — Carpentry done · QN-10000150", and a billing summary: the contract sum, what was claimed before, this claim, and the total claimed so far with its percentage. The summary is for information; it is not part of the amount payable. ## Why it helps With a plan, the quotation PDF prints the payment schedule, so the customer agrees to the stages with the offer and expects each invoice when it arrives. The plan's card shows which stage is due, drafted or invoiced, so none is forgotten. ## Example Lim & Co quotes Harbour Café SGD 20,000.00 before tax, at GST 9%, for a renovation. | Stage | Share | Before tax | GST 9% | Café pays | |---|---|---|---|---| | Signing | 30% | 6,000.00 | 540.00 | 6,540.00 | | Carpentry done | 40% | 8,000.00 | 720.00 | 8,720.00 | | Handover | 30% | 6,000.00 | 540.00 | 6,540.00 | The café pays SGD 21,800.00 in all, which is 20,000.00 plus 9% GST. The second invoice's summary shows 6,000.00 claimed before, 8,000.00 this claim and 14,000.00 claimed so far (70%). ## Common questions - **Should the first 30% be a Deposit stage?** It can be. A **Deposit** stage sits beside the claims and is deducted later, so the claims must still make up 100%. For 30/40/30, enter **Deposit** 30%, then milestones of 40% and 60%, with the deposit deducted on the final claim: the last invoice is 60% less the 30% deposit, which is 30%. - **Can I move a stage's date when the work runs late?** Yes, with **Edit plan**. An invoiced stage keeps its figure, but its name and date can still change. - **What if the customer drops the last stage?** Select **Skip** on its row. It leaves the plan's total, and **Undo skip** brings it back. ## Related - [Plan billing stages](https://easysales.work/help/quotations/billing-plan/) - [Raise an invoice](https://easysales.work/help/quotations/convert-to-invoice/) - [Take a deposit before you start the work](https://easysales.work/help/tips/take-a-deposit-before-you-start/) - [Deposits and progress claims](https://easysales.work/help/knowledge/deposits-and-progress-claims/) --- # Chase overdue invoices in ten minutes a week > A 10-minute weekly routine for chasing late payments in easySales — list overdue invoices, check each customer's ageing and send a statement. Source: https://easysales.work/help/tips/chase-overdue-invoices-weekly/ Late payments pile up when nobody looks at them. Ten minutes on the same day each week, with the overdue list and a statement, means every late customer hears from you while the amount is still small. ## How to do it 1. Open **Invoices**, select **Filters** and set a **Due Date** range that ends yesterday. Add the **Outstanding** column in the list's column settings. **Total Outstanding** under the rows is now the amount overdue. 2. Work from the oldest due date down. The red tag beside each due date shows how many days overdue it is. 3. Open the customer's account. **Overdue** under its name, and the **Ageing by due date** on its **Invoices** tab, show everything that is late, not only the invoice you started from. 4. Select **Statement**, choose the **Period**, select **PDF** and download it. Email it with a short reminder: one statement covers all of the customer's open invoices. 5. Log the reminder as a communication on the invoice, with **Also create a next-step task** ticked for next week. If the customer promises a date, post a task on the invoice with **Waiting** set to **Waiting for the customer** and **Recheck on** that date. What to say on day 1, 7, 14 and 30 is in [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/). ## Why it helps A fixed day makes chasing a routine, not a confrontation, and nothing slips because you were busy. **Total Outstanding** on the filtered list gives you one figure to compare week by week. A statement shows the customer every open invoice at once, so one payment can clear them all. ## Example On Monday 19 October 2026, Daniel Lim sets the **Due Date** range to end on 18 October. Two invoices are late: | Invoice | Customer | Due | Overdue | Outstanding | |---|---|---|---|---| | INV-10000301 | Harbour Café | 15 September | 34 days | SGD 2,180.00 | | INV-10000312 | Seaside Florist | 10 October | 9 days | SGD 545.00 | **Total Outstanding** reads 2,180.00 + 545.00 = SGD 2,725.00. Daniel downloads Harbour Café's statement, emails it and books a call for the 26th. He sends Seaside Florist a friendly reminder. The whole round takes him ten minutes. ## Common questions - **Can I see every customer's overdue balance on one page?** Yes, with **Receivables ageing** under **Reports**. It lists each customer with a balance by age, and needs **Report** **View**, **Invoice** **List** and **Invoice** **View**, all at **All records**, and **Account** **List**. See [Reports](https://easysales.work/help/reports/overview/). - **Can each salesperson chase their own customers?** Yes. The **Sales Person** filter on the **Invoices** list shows one person's invoices, and each salesperson finds "Invoice … is overdue" under **To do** in the **Message centre** for their own late invoices. - **Should I send a statement or the invoice again?** Attach the invoice when one invoice is late. When there are several, a statement shows them all with the balance due. ## Related - [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Customer statement](https://easysales.work/help/accounts/customer-statement/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) - [Long-overdue debts](https://easysales.work/help/playbook/long-overdue-debts/) --- # Send a statement at month end > How to send each customer a statement of account at month end in easySales, so they can check and pay several invoices in one payment. Source: https://easysales.work/help/tips/send-a-month-end-statement/ Customers who receive several invoices a month often pay them in one batch. A statement at month end lists every invoice, payment and credit note with the balance due, so they can check it against their own books and pay everything in one transfer. ## How to do it 1. Early in the new month, [allocate any unapplied money](https://easysales.work/help/payments/unapplied-money/) first, so the statement's ageing matches what the customer has paid. 2. Open the account and select **Statement**. The **Period** opens on last month, from its first day to its last. 3. Choose the **Attention** contact: the person who pays, not the person who ordered. 4. Read the summary: **Opening balance**, **Invoiced**, **Payments**, **Credit notes** and **Closing balance**. 5. Select **PDF**, then **Download**, and email the file and email it from your own address. 6. Keep the PDF you sent. A statement is worked out from your records each time, so a later change, such as a back-dated payment, alters it. ## Why it helps One document replaces a pile of invoices, and the customer pays the balance due instead of picking invoices out of their inbox. The ageing at the foot of the PDF adds up to that balance, so they can see at once which items are late. A statement also brings out differences early: a payment you have not recorded, or a credit note they never received. ## Example On Monday 2 November 2026, Mei Tan opens Harbour Café and selects **Statement**; the **Period** reads 1 to 31 October. | Line | Amount | |---|---| | Opening balance | SGD 1,090.00 | | Invoiced: INV-10000341 SGD 2,180.00 and INV-10000347 SGD 545.00 | SGD 2,725.00 | | Payments | − SGD 1,090.00 | | Closing balance | SGD 2,725.00 | 1,090.00 + 2,725.00 − 1,090.00 = 2,725.00. She picks the café's finance contact under **Attention** and emails the PDF. A week later the café transfers SGD 2,725.00, and Mei records one payment that pays both invoices. ## Common questions - **Which period should a month-end statement cover?** The month just closed, which is the default. Anything still owed from earlier months is carried in the **Opening balance**, so the **Closing balance** is everything the customer owes. - **Can I make statements for all customers at once?** No. Each statement is made from its own account. **Receivables ageing** under **Reports** lists every customer with a balance, so you know which accounts to open. - **Can one payment pay several invoices?** Yes. Record one payment and tick every invoice it pays. See [Record a payment](https://easysales.work/help/payments/record-a-payment/). ## Related - [Customer statement](https://easysales.work/help/accounts/customer-statement/) - [Record a payment](https://easysales.work/help/payments/record-a-payment/) - [Use unapplied money](https://easysales.work/help/payments/unapplied-money/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) --- # Handle bank charges and short payments > Customer paid a little less than the invoice because of bank fees or rounding? Record it as a payment difference in easySales, not a tiny balance. Source: https://easysales.work/help/tips/handle-bank-charges-and-short-payments/ A transfer loses a bank fee on the way, or a customer pays SGD 1,089.95 against SGD 1,090.00. If you leave those few dollars or cents open, the invoice stays **Partial Paid**, shows on your overdue list and appears on every statement. Settle the difference on the same receipt instead. ## How to do it 1. Select **Record payment** on the invoice, and tick the invoices the money pays. 2. Keep **Amount received** at what the customer paid. If the bank kept a fee, type it in **Bank charges**; **Net banked** shows what reached your bank. 3. If the payment leaves a small balance, it appears under **Small balances left**. Tick it and choose **Rounding** or **Short payment**. 4. If the customer took an early-payment discount you offered, choose **Prompt-payment discount** instead: easySales issues a credit note for the balance. 5. Select **Record payment**. The invoice reads **Paid**. ## Why it helps A paid invoice drops off your overdue list and the customer's ageing, so you stop chasing money that is not really owed. Bank charges are recorded as your cost, and **Net banked** matches the line on your bank statement. A small write-off leaves the GST on the invoice as it was, so the customer's tax invoice still holds. Each difference shows who recorded it, and **Payment differences (CSV)** on the **Invoices** list's **···** menu lists them all for your accountant. ## Example Lim & Co's INV-10000350 to Harbour Café is SGD 1,000.00 plus GST of SGD 90.00: SGD 1,090.00. - **A bank fee.** The café pays SGD 1,090.00 and Lim & Co's bank deducts SGD 12.00 for the incoming transfer, so SGD 1,078.00 arrives. Mei Tan enters **Amount received** 1,090.00 and **Bank charges** 12.00; **Net banked** reads 1,090.00 − 12.00 = 1,078.00. The invoice is **Paid**. - **A few cents short.** Another month, the café pays SGD 1,089.95. SGD 0.05 appears under **Small balances left**; Mei ticks it and chooses **Rounding**. The invoice is **Paid**, with SGD 0.05 written off. ## Common questions - **When should I ask for the rest instead?** When the balance is above your company's **Small write-off limit per invoice**, easySales does not write it off. Ask the customer for the rest, or take it as a prompt-payment discount if you offered one. - **Who can write off a small balance?** Someone with **Invoice** **Edit** set to **All records** and the **Write off small payment differences** permission in their role. Anyone who can record the payment can enter bank charges. - **Is a short payment the same as a discount?** No. A short-payment write-off clears the balance without changing the price or the GST. A prompt-payment discount lowers the price, so it is a credit note that reduces the GST with it. ## Related - [Record payment differences](https://easysales.work/help/payments/payment-differences/) - [Record a payment](https://easysales.work/help/payments/record-a-payment/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/) --- # Month-end checklist > A short month-end routine in easySales — issue or delete old drafts, use unapplied money, review overdue invoices and export the month for your accountant. Source: https://easysales.work/help/tips/month-end-checklist/ Half an hour on the first working day of the month keeps your receivables clean and gives your accountant a complete month. Work in this order: each step tidies what the next one reads. ## How to do it 1. **Issue or delete drafts left open.** On **Invoices**, set the **Status** filter to **Draft**. Issue the ones for work done last month: the **Invoice date** can be earlier than today, such as the day you delivered. Delete the ones that will never go out. 2. **Use unapplied money.** In **Reports**, open **Receivables ageing**: a customer tagged **Credit** has paid more than they owe. On any account you open, a note at the top of the **Invoices** tab counts unapplied payments. Open the receipt and select **Allocate to invoices**, or refund the money if the customer asks. 3. **Review what is overdue.** Set **As of** on **Receivables ageing** to the last day of last month, then [send statements](https://easysales.work/help/tips/send-a-month-end-statement/) to the customers with late balances. 4. **Export the month for your accountant.** Open **Accounting export** under **System settings**; the **Period** opens on last month. For bank charges and write-offs, also download **Payment differences (CSV)** from the **Invoices** list's **···** menu. ## Why it helps A draft is not a sale yet: it is left out of statements, reports and the accounting export, so a forgotten draft is work nobody is billed for. Unapplied money makes a customer look as if they still owe on invoices they have paid. And an export is a set of files for one period: an invoice issued afterwards with a date in that month is not added to the file you already sent. Tidying first means the export is complete the first time. ## Example On Monday 2 November 2026, Priya Nair runs Lim & Co's month end. - **Drafts.** Two drafts are open. One is for lighting delivered on 30 October; she issues it dated 30 October. The other duplicates an issued invoice, so she deletes it. - **Unapplied money.** **Receivables ageing**, as of 31 October, tags Orchard Dental **Credit** at − SGD 300.00: the clinic paid an invoice twice. At the clinic's request, Priya opens the receipt and selects **Refund unapplied**. - **Export.** She exports October for Xero and downloads October's **Payment differences (CSV)**. ## Common questions - **Can I still invoice last month's work after the month has ended?** Yes. Give the invoice an earlier **Invoice date**; it cannot be later than today. Do it before you export the month. - **Can I see what customers owed on the last day of the month?** Yes. Set **As of** on **Receivables ageing** to that day; payments and credit notes dated after it are not taken off. - **Why does an invoice the customer has paid still show a balance?** The money may be on the account as unapplied, for example from a payment recorded without ticking the invoice. The invoice keeps its **Balance due** until you allocate the money to it with **Allocate to invoices**. ## Related - [Accounting export](https://easysales.work/help/invoices/accounting-export/) - [Use unapplied money](https://easysales.work/help/payments/unapplied-money/) - [Chase overdue invoices](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Reports](https://easysales.work/help/reports/overview/) --- # Fix a wrong invoice the right way > Wrong invoice in easySales? Decide in one minute whether to edit the draft, correct a reference, cancel the invoice or issue a credit note. Source: https://easysales.work/help/tips/fix-a-wrong-invoice-the-right-way/ A wrong invoice is fixed in one of four ways, and two questions decide which: has it been issued, and should any of it stand? Answer them first and the fix takes a minute. ## How to do it 1. **Still a Draft?** Select **Edit**, correct it and select **Save invoice**, or remove it with **Delete draft** in the **···** menu. A draft has only a proforma number, so nothing is left behind. 2. **Issued, and only a reference is wrong?** The **Invoice name**, **Customer PO number**, **Terms and conditions** and **Remark** can still change. Select **Edit**, correct them and select **Save invoice**. 3. **Issued, and none of it should stand?** For the wrong customer, a duplicate or a sale that fell through, select **Cancel invoice** in the **···** menu. easySales issues a credit note for the whole invoice with the reason Reversal, and the invoice becomes **Cancelled**. If the work still needs billing, **Copy** the cancelled invoice and correct the copy. 4. **Issued, and only part is wrong, or money has been received?** Select **New credit note** under **Payments and credits** on the invoice and credit only the difference. **Cancel invoice** is greyed out while payments, credit, another issued credit note or a bad-debt write-off stand on the invoice; pointing at it says which. ## Why it helps An issued invoice may already be in your customer's books and in your tax return. A dated credit note corrects it without rewriting it, so both sets of books still agree and your invoice numbers have no gaps. Picking the smallest fix keeps the record clean too: a credit for one wrong line leaves the rest of the invoice standing, and a wrong PO number needs no credit note at all. ## Example Mei Tan issued INV-10000362 to Harbour Café for 5 pendant lights at SGD 180.00 instead of the agreed SGD 160.00: 5 × 180.00 = SGD 900.00, plus GST 9% of SGD 81.00, SGD 981.00 in all. The café has already paid, so cancelling is closed to her. She selects **New credit note** and credits 5 × SGD 20.00 = SGD 100.00, plus GST of SGD 9.00, SGD 109.00 in all. The café's charge is now 981.00 − 109.00 = SGD 872.00, which is 5 × 160.00 = SGD 800.00 plus GST of SGD 72.00. The SGD 109.00 stays as credit for the café's next invoice, or Mei refunds it. ## Common questions - **Should I cancel and reissue, or issue a credit note?** Cancel when the whole invoice is wrong and nothing has been paid on it, such as the wrong customer. Issue a credit note when only part is wrong, or when money has already been received. - **Do I need a credit note to fix a wrong PO number?** No. The **Customer PO number**, **Invoice name**, **Terms and conditions** and **Remark** stay editable after issue; the contact, currency, lines, dates, tax and exchange rate are locked. - **Does a credit note pay the customer back?** No. It reduces what the invoice charges. Money goes back only when you record a refund; otherwise apply the credit to another invoice. See [Refund a customer](https://easysales.work/help/payments/refund-a-customer/). ## Related - [Fixing mistakes](https://easysales.work/help/concepts/fixing-mistakes/) - [Cancel an invoice](https://easysales.work/help/invoices/void-an-invoice/) - [Edit an issued invoice](https://easysales.work/help/invoices/edit-an-issued-invoice/) - [Create a credit note](https://easysales.work/help/credit-notes/create-a-credit-note/) --- # Invoice in your customer's currency > How to quote and invoice an overseas customer in USD or another currency in easySales, fix the exchange rate and record what your bank received. Source: https://easysales.work/help/tips/invoice-in-a-foreign-currency/ An overseas customer pays more readily when the quotation and invoice are in their own currency. In easySales each document carries its own currency, the rate is fixed when you issue the invoice, and any difference is measured when the money arrives. ## How to do it 1. On the customer's account, set the **Default currency**. A new quotation or invoice for one of its contacts then starts in that currency. 2. On the quotation or draft invoice, check the **Currency**. An invoice raised from a quotation keeps the quotation's currency. 3. On the draft invoice, read the rate line under the currency: the automatic rate, its source and its date. If you agreed a rate with the customer, select **Change rate**, type the **New rate** and select **Apply**. 4. Issue the invoice. Its rate is now fixed: the PDF, the customer's receivables and the statement all use it. 5. When the money arrives, select **Record payment**, enter the **Amount received** in the invoice's currency, and change **Amount in SGD**, or your own base currency, to what your bank credited. ## Why it helps The customer owes the invoice's currency, so a USD invoice paid in full in USD reads **Paid**, whatever rate the bank used that day. The gap between the invoice's fixed rate and what your bank credited is a realised exchange gain or loss in your own records, not a balance for the customer to settle. Fixing the rate at issue also keeps a closed month's sales figure from moving each time rates change. ## Example Lim & Co's base currency is SGD. Mei Tan invoices Bayview Hotel Group USD 5,000.00 at the automatic rate of 1 USD = 1.351200 SGD, so the invoice is worth 5,000.00 × 1.351200 = SGD 6,756.00. Three weeks later the hotel pays USD 5,000.00 and the bank credits SGD 6,730.00. Daniel Lim records the payment with **Amount in SGD** 6,730.00. The invoice reads **Paid**, and the receipt's **Exchange gain/(loss)** section shows a loss of SGD (26.00): 6,730.00 − 6,756.00. ## Common questions - **Do I need a separate account for each currency?** No. Each quotation and invoice has its own **Currency**; the account's **Default currency** only sets where a new one starts. - **Should I use the automatic rate or my own?** Keep the automatic rate unless your contract with the customer fixes one. A rate more than 5% away from the automatic one is flagged before you apply it, which catches a slipped decimal point. - **What if easySales has no rate for the customer's currency?** The rate line says there is no automatic rate. Select **Change rate** and type the rate yourself before you issue the invoice. ## Related - [Invoice exchange rate](https://easysales.work/help/invoices/exchange-rate/) - [Currency and rates](https://easysales.work/help/concepts/currencies-and-exchange-rates/) - [Exchange differences](https://easysales.work/help/payments/exchange-differences/) - [Foreign-currency invoices](https://easysales.work/help/knowledge/foreign-currency-invoices/) --- # Check your margin before you quote > Avoid underpricing — enter unit costs on quotation lines in easySales, read the internal cost total and catch a low margin before the customer sees it. Source: https://easysales.work/help/tips/check-your-margin-before-you-quote/ A price that looks fine can leave nothing once materials and subcontractors are paid. Type your cost on each quotation line and you see what you keep before the customer sees the price. ## How to do it 1. Open the quotation and select **Edit**. Under each line's unit price, type your cost in the **Cost** box. Picking a product fills in its list price, not its cost; the **Cost** on the product's page is the figure to copy. 2. Under the totals, **Internal figures — not printed** shows **Cost**: each line's quantity times its cost, added up. The customer never sees it, on screen or on the PDF. 3. Work out the margin: (**Subtotal** − **Cost**) ÷ **Subtotal**. If it is below what you need, change the price now, before you select **Finalise**. 4. Once the customer accepts, the opportunity's **Profit** section shows the **Expected margin** from those costs, and the **Gross margin %** column on the **Opportunities** list compares your deals. 5. If your company uses document approval, a **Margin below** rule holds a low-margin quotation for a second person before it takes its number. See [Document approval](https://easysales.work/help/quotations/document-approval/). ## Why it helps Margin, not price, pays your rent and wages. Seeing the cost beside the price while you quote catches a job priced too low at the moment changing it costs nothing. Margin is profit divided by the selling price, the same way your profit and loss statement measures it, so the figure compares directly with your accounts. ## Example Mei Tan quotes Harbour Café a new counter: joinery at SGD 6,000.00 with a cost of SGD 4,800.00, and installation at SGD 2,000.00 with a cost of SGD 1,600.00. **Subtotal** is SGD 8,000.00 and **Cost** SGD 6,400.00, a margin of (8,000.00 − 6,400.00) ÷ 8,000.00 = 20%. Lim & Co aims for at least 30%, so Mei raises the joinery to SGD 7,150.00. The subtotal becomes SGD 9,150.00 and the margin (9,150.00 − 6,400.00) ÷ 9,150.00 = 2,750.00 ÷ 9,150.00 = 30.05%. With GST 9% of SGD 823.50, the quotation totals SGD 9,973.50. ## Common questions - **Do I have to enter a cost on every line?** No, but a line without one is left out of the opportunity's **Estimated cost**, which makes the margin look better than it is. Under a **Margin below** approval rule, a line with a price and no cost holds the quotation. - **Should my costs include GST?** Enter them before any GST you can claim back. The margin compares them with your price before tax, and claimable input tax costs you nothing in the end. - **Can I see the margin of a deal after the work is done?** Yes. Once the deal has invoiced revenue and a purchase order or supplier invoice, the **Profit** section shows the **Actual** margin. See [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/). ## Related - [Line items](https://easysales.work/help/quotations/line-items/) - [Cost and gross margin](https://easysales.work/help/concepts/gross-margin/) - [Document approval](https://easysales.work/help/quotations/document-approval/) - [Write a clear quotation](https://easysales.work/help/playbook/clear-quotation/) --- # Give a new salesperson the right access > Set up a new salesperson in easySales so they see only their own customers, quotations and invoices — a role at Own records only, checked before you assign it. Source: https://easysales.work/help/tips/give-a-new-salesperson-the-right-access/ A new salesperson needs their own customers, quotations and invoices from day one, not the whole company's. A custom role at **Own records only** gives exactly that, and you can read what it allows before anyone uses it. ## How to do it 1. Select **User accounts** in the sidebar, then the **Roles** tab, and select **New role**. Enter a **Name**, such as "Sales", and choose **Start with no access** under **Copy from**. 2. Under **Permissions**, set **Account**, **Contact**, **Opportunity**, **Quote** and **Invoice** to **Own records only** for each action they need. Set **Product** **List** and **View** to **All records**, so they can quote from the whole product list. Set **Activities** to **View and post**, so they can log calls and tasks. Select **Create role**. 3. Open the role again from the **Roles** tab and read it row by row: every module shows **No access**, **All records** or **Own records only** for each action. Anything left at **No access** cannot be reached at all. 4. On the **Users** tab, select **New user**, choose the new role as the **Role**, and tick **Salesperson** so the person appears in salesperson pickers and sales reports. Select **Create user**. 5. For a sales manager, set **Reports to** under **System settings** → **Sharing & teams**. With **Grant Access Using Hierarchies** on, the manager reaches the team's records while staying at **Own records only**. ## Why it helps **Own records only** keeps each salesperson's customers, prices and pipeline with them, and keeps your other customers' details out of reach. What a person owns decides what they see: the **Account Owner** of an account, the **Salesperson** on a quotation or invoice, the **Owner** of an opportunity. When a salesperson cannot find a record, check its owner first. ## Example Lim & Co hires a second designer. Mei Tan creates the "Sales" role as above and a user on it. She then opens the Harbour Café account and uses **Change Owner** in the **···** menu to make the new designer its **Account Owner**. The designer now sees Harbour Café, and can read the quotations and invoices filed under it, but sees none of Daniel Lim's customers, as long as **Default access** for accounts is private and no sharing rule or team gives him more. ## Common questions - **Why can't my new salesperson see the product list?** Products have no sharing, so under **Own records only** a person reaches only their own products. Set **Product** **List** and **View** to **All records**. - **How do I hand customers over to a new salesperson?** For one account, use **Change Owner** in its **···** menu. For everything a colleague owns, use **Transfer records** on that colleague's user account. See [Transfer records](https://easysales.work/help/administration/transfer-records/). - **Can I use the standard Viewer role instead?** Only for someone who just looks. **Viewer** lists and views its own accounts, contacts, quotations, invoices and credit notes, and cannot create or change anything. ## Related - [Roles and permissions](https://easysales.work/help/administration/roles-and-permissions/) - [User accounts](https://easysales.work/help/administration/users/) - [Sharing and teams](https://easysales.work/help/administration/sharing-and-teams/) - [Ownership and visibility](https://easysales.work/help/concepts/ownership-and-visibility/) --- # Secure your account in two minutes > Turn on two-step verification in easySales with a passkey or an authenticator app, and save your recovery codes so a lost phone never locks you out. Source: https://easysales.work/help/tips/secure-your-account-in-two-minutes/ A password alone can be guessed, reused or phished. A passkey or an authenticator app takes about two minutes to add, and from then on a stolen password is not enough to open your customers' records. ## How to do it 1. Open your menu, select **My profile**, then **Sign-in & security**. 2. **Add a passkey.** On the **Passkeys** card, select **Add a passkey**, give it a **Name** such as "Work laptop", select **Continue** and unlock it with your fingerprint, face or device PIN. 3. **Or use an authenticator app.** Beside **Two-step verification**, select **Turn on**, scan the QR code with an app such as Google Authenticator or Microsoft Authenticator, and type the 6-digit **Code from the app**. Without a smartphone, select **No smartphone? Use email codes** instead. 4. **Save your recovery codes.** When easySales shows the ten codes, select **Copy** or **Download .txt**, keep them away from your password, tick **I have saved these codes** and select **Done**. 5. **Add the other one too.** A passkey and an app together mean that losing one device never locks you out. From the next sign-in, select **Sign in with a passkey** on the sign-in page, or type the code from your app after your password. ## Why it helps A passkey works only on the real easySales site, so it cannot be typed into a fake page or read out over the phone. A code from your phone proves the sign-in is yours even if your password leaks. Recovery codes cover the day your phone is lost: each one works once in place of a code. ## Example Mei Tan turns on two-step verification with Microsoft Authenticator on her phone and saves the ten recovery codes in her password manager. She then adds a passkey named "Work laptop". The next morning she selects **Sign in with a passkey**, touches the fingerprint reader and is in, with no password to type. If the laptop is ever lost, her phone app still gets her in, and she removes the laptop's passkey. ## Common questions - **Should I use a passkey or an authenticator app?** Both, if you can. A passkey is the fastest and cannot be phished; the app gives you a second way in on any computer. - **What if I lose my phone and my recovery codes?** Contact your company's administrator, who can reset your two-step verification so you can set it up again. - **Do I need two-step verification to connect an AI assistant?** Where your company offers it, yes. Connecting an app asks for a code or your passkey. See [Connect Claude or ChatGPT to easySales](https://easysales.work/help/tips/connect-an-ai-assistant/). ## Related - [Sign-in security](https://easysales.work/help/security/overview/) - [Passkeys](https://easysales.work/help/security/passkeys/) - [Authenticator app](https://easysales.work/help/security/authenticator-app/) - [Recovery codes](https://easysales.work/help/security/recovery-codes/) --- # Connect Claude or ChatGPT to easySales > Connect an AI assistant such as Claude or ChatGPT to your easySales customers, quotations and invoices, choose read-only or changes, and what to ask it first. Source: https://easysales.work/help/tips/connect-an-ai-assistant/ The AI assistant you already use can read your customers, quotations and invoices and answer in plain words. It acts as you, with your permissions and no more, and connecting it takes a few minutes. ## How to do it 1. Open your menu, select **My profile**, then **Third-party AI tools**. Next to **Your company** it must say **On** or **On — read only**. If it says **Off**, ask your administrator to switch it on under **System settings** → **AI**. 2. Where your company offers two-step verification, turn it on first: connecting asks for a code or your passkey. 3. Select **Copy** beside the server address, open **How to connect an app** and follow the steps for **Claude.ai** or **ChatGPT**. 4. When the assistant sends you to easySales, check **Signed in as**. Untick **Make changes as you** if it should only read. Confirm it's you and select **Allow**. 5. Start with questions about your own work, for example: - "Which of my invoices are overdue, and by how much?" - "Brief me on Harbour Café before my call: open quotations and what they owe." - "Which of my open opportunities have no next step?" Some assistants also list ready-made starting prompts from easySales, such as **Follow up overdue invoices**, **Review my pipeline** and **My week**. ## Why it helps You ask in your own words instead of opening lists and filters, and the assistant reads only what your role lets you open. Every change it suggests is shown to you as a preview and saved only after you confirm, and easySales sends nothing to your customers: a reminder it drafts is yours to send. ## Example Daniel Lim connects ChatGPT with changes allowed and asks which invoices are overdue. It lists Harbour Café's INV-10000319 for SGD 2,180.00 (SGD 2,000.00 plus GST 9% of SGD 180.00), 12 days overdue, and offers to draft a reminder. Daniel edits the wording and sends it from his own mailbox. ## Common questions - **Can I let the assistant read but never change anything?** Yes. Untick **Make changes as you** when you approve it, and it shows **Read only** under **Connected apps**. While your company is set to **On — read only**, no connection can change records. - **Will the assistant email my customers?** No. easySales sends nothing to a customer through it. It can draft a message or give you a link to a document's PDF, and you send it yourself. - **How do I disconnect it?** Select **Disconnect** beside it under **Connected apps** on **Third-party AI tools**. It stops working at once. ## Related - [Connect an assistant](https://easysales.work/help/ai-access/connect-an-assistant/) - [AI data sharing](https://easysales.work/help/ai-access/ai-and-data-sharing/) - [Company AI access](https://easysales.work/help/ai-access/company-ai-access/) - [Ask the assistant about your numbers](https://easysales.work/help/tips/ask-the-assistant-about-your-numbers/) --- # Ask the assistant about your numbers > Ask the easySales AI chat which invoices are overdue, who owes you the most or what you invoiced this month, and know what the assistant can and cannot do. Source: https://easysales.work/help/tips/ask-the-assistant-about-your-numbers/ Instead of building a filter, ask. The built-in assistant, easy, reads your invoices, quotations and customers with your own permissions and answers you in a private chat panel. ## How to do it 1. Open the **Invoices** list and select **Open AI chat**, the assistant's icon in the top bar. 2. Under **Try asking**, a new conversation offers **Which invoices are overdue, and which should I chase first?**, **Which invoices are due this week?** and **Which accounts owe me the most?** Select one, then press **Enter**. 3. Or type your own question, such as "How much did I invoice this month?" or "Which of Harbour Café's invoices are still unpaid?" 4. For one customer, open the account and select **Ask AI**, or type **#** and pick the record. 5. Select an invoice in the answer to open it behind the panel, and check the figure there. ## Why it helps A question in plain words gets you a list in seconds, with each invoice a link. The assistant reads only what your role lets you open, so under **Own records only** "all invoices" means your own and those shared with you. It does not act on its own: it cannot send email, record a payment, or cancel or delete a document. Where your company allows it, it can propose a change such as a task to chase a payment, and nothing happens until you select **Approve**. It does not read an account's statement or receivables summary; open the account for those. ## Example On the **Invoices** list, Mei Tan selects **Which invoices are overdue, and which should I chase first?** and presses **Enter**. The answer lists Harbour Café's INV-10000319 for SGD 2,180.00, 12 days overdue, and INV-10000325 for SGD 545.00, 5 days overdue: SGD 2,725.00 in all (2,180.00 + 545.00). Mei opens INV-10000319, starts a new conversation, selects **Create a task to chase payment of INV-10000319**, presses **Enter** and approves the task card. ## Common questions - **Can the assistant tell me this month's sales?** It can find the invoices issued this month that you can see and add them up. For sales with credit notes deducted, by salesperson, open **Sales performance** under **Reports**, which starts on **This month**. See [Reports](https://easysales.work/help/reports/overview/). - **Can it send a payment reminder for me?** No. It can draft the wording or propose a task to chase the payment; you send the reminder yourself. - **Why does its answer miss an invoice I know about?** The invoice belongs to a colleague and your role does not reach it, or the question was too broad. Name the customer with **#**, or ask about a shorter period. ## Related - [AI chat](https://easysales.work/help/activities/ai-chat/) - [AI proposals](https://easysales.work/help/activities/ai-proposals/) - [Overdue and outstanding](https://easysales.work/help/invoices/overdue-and-outstanding/) - [Get paid faster](https://easysales.work/help/playbook/get-paid-faster/)