M41 Help (English-South Africa)

OVERVIEW SPEEDINVOICE

How SpeedInvoice works

There are two components to SpeedInvoice, the app available from the Apple App Store or Google Play, and the web service at www.speedinvoice2.net.

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Download SpeedInvoice from Google Play or the Apple App Store to your phone or tablet. When you start the app for the first time you tap "Create account". You can access SpeedInvoice from your computer by logging in at www.speedinvoice2.net using Explorer, Chrome, Safari, etc.

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When is SpeedInvoice not suitable

SpeedInvoice is an invoicing system, so it doesn't handle inventory or warehousing.

A subscription to SpeedInvoice has limitations:
-Up to ten users,
-A maximum of 2000 invoices and quotes in a year,
-A maximum of 2000 items or customers.
Contact support@speedinvoice.net if you are above any of these.

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INVOICES AND QUOTES

Creating invoices or quotes

Invoice and quotes works in the same way. Open the invoice or quote menu and tap "+" in the app. If you don't have the customer tap on "+", otherwise select the customer.
-You can create an invoice by just writing a text and tapping on "Payable amount" to set the price.
-Add items to the invoice by tapping "Add item" or "+". If you need to create a new item tap on "+" once the item list is open.
-You can add a text on the invoice to explain what was delivered. This information can be a maximum of 6 lines if you are using items on your invoice, otherwise it doesn't have a maximum length.
-Tap on the date information to adjust the invoice date or due date,
-Change the configuration of the VAT for the invoice (tap on the amount to do this in the app),
-If you set the price by tapping on "Payable amount" you have set a fixed price (if you want to override the sum of your invoiced items or aren't using any items)
-If you want to credit an item you state the sales quantity with a minus in front "-".
-Add an image or an attachment (you can only add an attachment by logging in at www.speedinvoice2.net).
-Add items by clicking on "+" in the web service or by tapping "Add item" in the app. When adding an item you can write a longer text to clarify services or products delivered for each item.

Functions will be available to you on the screen as icons, or in the menu in the app. When you create an invoice you have a list of features:
-Preview (click on the print icon in the web service),
-Print,
-Email,
-Copy (you can change the customer, items and the pricing),
-Delete (many times it is better to change the customer, items etc. on your invoice as you will get an incomplete number series if you delete it),
In Android you also have a "Share" function to send your invoice with other apps or as an SMS, you can let your customers sign on your phone and "Notes" (add a note to the document and set a reminder in your calendar).

Please try making a few invoices to get a feel for how SpeedInvoice works, then delete those invoices. You can change the invoice numbers at www.speedinvoice2.net under "Settings".

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How to change invoices and quotes

It is easy to change something, just tap it. If you want to change the VAT settings tap on the amount at the top of the screen. You can't change an invoice by changing a customer or item record, you need to change the information on the document.

You can change your VAT settings by going to "Settings", "Company settings" and "VAT". If you created an invoice or a quote without VAT and you need to turn VAT on, then delete the invoice or quote and do it again.

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Credit notes

If you want to credit an item you state the sales quantity with a minus in front "-".

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How email work

When you send an email from your phone or computer, it isn't your email client that sends the email, it is sent by our server. If a customer responds to an email, you will get that response. If you wish to receive a copy of all emails sent you go to "Settings", "Company settings", "Email" and "Send me copies of all invoice emails" or "Send me copies of all quote emails".

When you look in the web service, the overview has the date when it was emailed. In the app you have a small blue envelope in the overview.

If you are working on an Android phone you can also choose to "Share". This will allow you to send the invoice or quote from your mail client. Any attachments will not be sent; it is only the invoice or quote that is shared.

If your customer tells you that they haven't received an email, check that the email address is correct, that you haven't received a bounce message and ask them to check their spam filter.

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VAT and other taxes

You can change your VAT settings by going to "Settings", "Company settings" and "VAT". If you created an invoice without VAT then you need to turn VAT on, delete the invoice, and do it again.

Withholding tax is when a sum of the invoiced amount isn't charged the customer, instead this amount is paid by the customer to the tax office. If you use withholding tax you create an item and set the VAT to 0%. You add this item with sales quantity "-1" and the calculated value of the withholding tax as the price.

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Attachments

In the web service you can add attachments to SpeedInvoice by clicking "Attach Images/Files", or you can create a standardised attachment that gets added every time under "Settings".

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PAYMENTS

Changing the invoice payment information

If you wish to change the payment information on your invoice you go to "Settings", "Company settings", "Invoices" and "Invoice payment information".

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Recording a payment

You can only record a payment against an invoice, not against a quote or a customer. If you work in the web service click on the "+" at the bottom of the screen. When in the app you open the invoice and select "Payments".
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Sending a receipt

When you have registered a payment for an invoice you can send a receipt by selecting "Print" or "Email" and then "Receipt".

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Sending a reminder or a customer statement

You can send a reminder by selecting "Print" or "Email" and then "Invoice reminder". To send a customer statement you open the customer record and select "Statement".

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CUSTOMERS

Creating a customer

The only mandatory information is a name on the customer. If you want to add information that is not part of our information use "Additional information".

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Importing customers

1. Login at www.speedinvoice2.net from a computer
2. Go to "Customers" and "Export Customers" and export at least one customer to Excel. If you have none you create one manually
3. In the spreadsheet add new customers. The only mandatory field is the name.
4. To import go to "Customers" and "Import Customers".

To import customer with customer numbers you:
1. Login at www.speedinvoice2.net from a computer.
2. Go to "Settings" and "Number Series" where you set the next number to your current lowest customer number.
3. Go to "Customers" and "Create customer" and create the customer with the lowest customer number.
4. Go to "Customers" and "Export Customers" and export the customers to Excel.
5. Add your customers to the spreadsheet.
6. Then go to "Customers" and "Import customers".

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Deleting customers

If you wish to delete a customer you go to www.speedinvoice2.net from a computer or a tablet (the text is too small on a phone). You can't delete a customer if they have quotes or invoices recorded.

From the app you can disable a customer, but not delete them. When a customer is disabled they will not appear in the customer list when you create a quote or an invoice.

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ITEMS

Cost for an item

You can state the cost for an item when you create one. The cost is used to calculate profitability.

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Importing items

1. Login at www.speedinvoice2.net from a computer
2. Go to "Items" and "Export Items" and export at least one item to Excel. If you have none you create one manually
3. In the spreadsheet add new items. The only mandatory field is the name.
4. To import go to "Items" and "Import items".

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Deleting items

If you wish to delete an item you go to www.speedinvoice2.net from a computer or a tablet (the text is too small on a phone). You can't delete an item if it has quotes or invoices recorded.

From the app you can deactivate an item, but not delete them. When an item is deactivated they will not appear in the item list when you create a quote or an invoice.

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SALES AND VAT REPORTS

Sales and VAT reports

SpeedInvoice has a number of pre-built reports that you can access from the web service or an Android device.

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Export data to Excel or in CSV format

You can export invoice, quote, customer, item and unit of sale data if you login at www.speedinvoice2.net from a computer.

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SETTINGS AND SUBSCRIPTION

Company info

You have information about your company under "Settings" and "Company info". If you want to add information that is not part of our information use "Additional information".

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Changing terminology for VAT and company information

If the term we call VAT is incorrect go to "Settings" and "VAT rates" and edit the names and the tax rates so that they are correct. If you have different terms for VAT registration number or company registration number in your country, don't enter any information in these fields. Instead add the correct term and identifier in the field "Additional information" under "Company info".

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Company settings

In company settings you control how the app does things. Try things, you can always reset them.

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Refresh data

"Refresh data" will get the data stored in the web service to your phone. Don't use this function unless you need it, as you will lose any unsaved information. You use it when:
-You have purchased a subscription, but the app still asks you to purchase one (wait five minutes first).
-Your data is corrupt on your phone or tablet.
-You have a synchronisation issue that you aren't able to fix.

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Background image, logo and signature

You can login at www.speedinvoice2.net and select a background image for your invoices and quotes, add a logotype and upload your signature for your documents.

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Changing the invoice or quote layout

You can control some of the document layout from "Settings" and "Company settings". If you need other minor changes contact support@speedinvoice.net. The cost starts at US$110 for a customised layout.

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Changing the number series

Login at www.speedinvoice2.net to change the number series for invoices, quotes and customers. Go to "Settings" and "Number series". If you want it to start from 1 delete the invoices you have done.

If you want to restart the invoice number series at the beginning of the year, start with the first two numbers nominating the year and then you add four zeros.

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Creating additional users

You can create additional users in SpeedInvoice. When you create a user you can assign one of three roles:
Administrator - this user has access to everything in SpeedInvoice
User - this user can not change any settings but can otherwise do everything
View only - this user can only view the information in SpeedInvoice, but not create or change anything

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Creating more than one company

You can create as many companies as you need by tapping "Create account" on the login page in the app. You get a 30% discount on subsequent companies if you purchase an annual subscription and pay with PayPal by contacting support@speedinvoice.net.
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Does SpeedInvoice cost anything

You make no commitment to purchase a subscription by trying SpeedInvoice. If you want to continue using SpeedInvoice after your free test period has expired, you need to purchase a subscription. If not your data will be deleted after some time.

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Purchasing a subscription

You will get the best price for either a monthly or an annual subscription by logging in at www.speedinvoice2.net/subscription/purchase from a computer or a tablet (the text is too small from a phone). An annual subscription gives you a 50% saving compared to paying for a monthly subscription.

You need a credit or debit card to purchase a subscription. If you don't have one, you can purchase a pre-paid card (search on the net).

You can also purchase an annual subscription with PayPal. Send the email address you registered with PayPal to support@speedinvoice.net and ask for an invoice. You can create a PayPal account for free here www.paypal.com.

Google and Apple sell monthly subscriptions through in app purchase, but it is more expensive. Please note that they don't accept gift cards as payment for subscriptions.

Unfortunately you can't pay for a subscription with a bank transfers, as all of our subscription handling is automated.

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Cancelling a subscription

First check where you purchased your subscription at www.speedinvoice2.net/subscription/showCurrent. If you purchased it from Google or Apple you search for "Cancelling Google Play subscription" or "Cancelling Apple app store subscription" on the net. If you purchased it from us you cancel it with this link www.speedinvoice2.net/subscription/cancel.

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TROUBLESHOOTING

I need help with my company code, username or password

Tap on "Tap here for help with login" on the login screen in the app.

Company code will be sent to the registered company email address. Username and password will be sent to the email address registered with the user, which can be different to the company email address.

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My data is wrong

If you get no invoice or quote numbers on the phone, you can have poor internet connection. Please check your connectivity.

If you have a "Synchronisation issue" please look at the bottom of the menu and fix the issue identified. If you can't fix the issue you tap on "Refresh data". Refresh data will bring a copy of the data stored in the web service. Any unnumbered invoices or quotes will be lost.

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I have lost my phone or tablet

Download the app from the app store and login. Until you get a new device you can continue working by logging in at www.speedinvoice2.net.

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I changed the customer info and nothing happened

You can't change an invoice by changing a customer or item record, you need to change the information on the document.

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I have turned VAT on or off but it is still wrong

You can change your VAT settings by going to "Settings", "Company settings" and "VAT". If you created an invoice or a quote without VAT and you need to turn VAT on, then delete the invoice or quote and do it again.

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I don't get invoice or quote numbers

If you get no invoice or quote numbers on the phone or a tablet, you can have an internet connection that isn't good enough. Please check your connectivity.

If you have a "Synchronisation issue" please look at the bottom of the menu of the phone or tablet and fix the issue that has been identified.

If you can't fix the issue you tap on "Refresh data". Refresh data will bring a copy of the data stored in the web service to your phone or tablet. Any unnumbered invoices or quotes will be lost so you need to redo them.
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Synchronisation issue

If you have a "Synchronisation issue" please look at the bottom of the menu of the phone or tablet and fix the issue that has been identified.

If you can't fix the issue you tap on "Refresh data". Refresh data will bring a copy of the data stored in the web service to your phone or tablet. Any unnumbered invoices or quotes will be lost so you need to redo them.

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Renumbering an invoice

You can't renumber an invoice, but we can renumber an invoice for you. The cost is US$40.

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I have invoice numbers missing

If you delete invoices, you will have missing numbers in your invoice numbers. You can't renumber an invoice, but we can renumber an invoice for you. The cost is US$40.

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I can't find a copy of my sent email

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My customer didn't receive my email

If your customer tells you that they haven't received an email, check that the email address is correct, that you haven't received a bounce message and ask them to check their spam filter.

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I've asked for a new password but I haven't received one

The new password is sent to the email address registered for the user that requested the new password. If you have registered an incorrect email address write to support@speedinvoice.net.

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I want changes made to the invoice or quote layout

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Incorrect date format

The date format is controlled by the language you are using. To change your language go to "Settings" and "Company info".

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Changing the invoice payment information

If you wish to change the payment information on your invoice you go to "Settings", "Company settings", "Invoices" and "Invoice payment information".

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Changing the company code

There is no way to change the company code once you have gone through the set-up. This code will not be visible to your customers.

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No connection to server

If you get this error message when working in the app it normally means that your internet connection is too poor to support the traffic to the server. You can check if the server is unavailable by logging in at www.speedinvoice2.net.

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My logo is too small or big

Your logo can be a maximum of 92 mm wide and 42 mm high. You can adjust the size within this area by adding or subtracting white space around your logo before you upload it.

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I need three or four decimals

SpeedInvoice only support two decimal points.

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Suppliers and inventory

SpeedInvoice doesn't handle suppliers, inventory or warehousing.

If you want to raise purchase orders you can create a second SpeedInvoice company and register your suppliers under customers, and rename the invoice or quote to purchase order.

If you want a summary of your item sales run an item report.

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Security

If you login at www.speedinvoice2.net you will see a small padlock where the URL is. The green padlock indicates that a webpage connection is secure.

Our servers are with Amazon. You can read more about Amazon AWS security here.

You can read more about Apple's security here and Google's security here.

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