SpeedInvoice will let you generate invoices or quotes in just seconds. It is easy to work with and covers Android, iOS (Apples operating system) and browsers on a PC or a Mac. To get started with SpeedInvoice you just download the app from either Google Playstore or Apples App store. Once this is done you go to the log in menu and click on "Create New Company". When you have completed the wizard in "Create New Company" you are ready to start using SpeedInvoice.

OVERVIEW SPEEDINVOICE

 

How SpeedInvoice works
Getting started
When is SpeedInvoice not suitable

 

INVOICES AND QUOTES

 

Before the first invoice or quote
Creating invoices and quotes
How to change invoices and quotes
Credit notes, cash discounts and withholding tax
How email work
VAT and other taxes
Preview your documents
Adding pictures
Attachments
Other functions

 

PAYMENTS

 

Credit card, PayPal and other payments
Recording a payment
Sending a receipt
Sending a reminder or a customer statement

 

CUSTOMERS

 

Creating a customer
Importing customers
Deleting customers

 

ITEMS

 

Creating an item
Cost for an item
Importing items
Deleting items

 

SALES AND VAT REPORTS

 

Sales and VAT reports
Export data to Excel or in CSV format

 

SETTINGS AND SUBSCRIPTION

 

Company info
Changing terminology for VAT and company information
Company settings
Refresh data
Background image, logo and signature
Changing the invoice or quote layout
Changing the number series for invoices, quotes or customers
Creating additional users
Creating more than one company
Does SpeedInvoice cost anything
Purchasing a subscription
Cancelling a subscription

 

TROUBLESHOOTING

 

I have forgotten my company code, username or password
I remember my company code, username or password but I can't login
My data is gone
I have lost my phone or tablet
I changed the customer info and nothing happened
I have turned VAT on or off but it is still wrong
I don't get invoice or quote numbers
Synchronisation issue
Renumbering an invoice
Deleting an invoice
I have invoice numbers missing
I can't find a copy of my sent email
My customer didn't receive my email
I've asked for a new password but I haven't received one
I want changes made to the invoice or quote layout
Incorrect date format
I want to change the invoice payment information
I want to change the company code
No connection to server
My logo is too small or big
I enter three or four decimals and SpeedInvoice rounds it to two
Suppliers and inventory
Security
I want changes made to SpeedInvoice

 

EU'S REGULATION GDPR

 

Overview of GDPR
Data access for your customers
If a customer wants their data removed
In the event of a breach

 

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. There are some small differences between the three products, but you can do mostly the same things from an iPhone or iPad, an Android device or from a computer when you run the web service. In this help text we try to highlight some of the functional differences between the three platforms, but we will not identify each instance. To login from a computer you go to www.speedinvoice2.net from the computers web browser (Explorer, Chrome, Safari, etc.). SpeedInvoice is a multi-user application so you can have several users.

You can use the app when you are offline. If you are offline there are a couple of things that you can’t do. You will not be able to synchronise information with SpeedInvoice web service and you will not be able to preview, share or email quotes and invoices. This is because the web service creates all invoices and quotes.

In a multi user system invoices can't be created on various phones without any coordination, because there would be no way to control the numbering of the invoices so they are created consecutive in date order, which is a legal requirement in most countries. If you create invoices or quotes when you are offline they will receive a number once you have connectivity again.

SpeedInvoice is free to download from the app store, as is most apps. We tell you the cost to use SpeedInvoice in the app store text, and you can see that there are in app purchase items available, which indicates that there are items for sale in the app.

You make no commitment to purchase a subscription by trying SpeedInvoice. You have an extensive test period so that you can work in SpeedInvoice to see if it is the right solution for your invoicing needs. If you want to continue using SpeedInvoice after your free test period has expired, you need to purchase a subscription. We have cost for a support team that are available 7 days a week, a development team and 33 servers spread across the world to store our users data, so we can't provide this service for free. If you don't purchase a subscription within three months of your free test period, your company information will be deleted. Once your company has been deleted we can't restore any of the data, so make sure you have copies of invoices and quotes printed or saved as PDF's. Once your company is deleted any data kept in the SpeedInvoice app will be of limited use to you.

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Getting started


In order to start using SpeedInvoice you need to 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" which will take you through the set-up.

To complete the set-up you need an email address that isn't used in another SpeedInvoice company and a company code. You decide the company code which is used to login to SpeedInvoice. This code will not be visible to your customers. The company code needs to be unique, so you might need to try a couple of times before you find a code that isn't used by someone else. You can use letters, numbers and the characters $, _ and & and it can be between 1 and 10 characters long. You can create a new user name and change the password in SpeedInvoice, but there is no way to change the company code once you have gone through the set-up.

The set-up will take a couple of minutes to do and it will tailor the app to your business and make sure you have the correct currency, time zone, language as well as more specific information such as any VAT number and how your customers should pay you. The set-up is also needed as SpeedInvoice is a multi user app with access to a web service, so you need to create a login profile. Once the set-up is complete your company will be generated. It normally takes less than a minute to build your company and you will receive an email from us when everything is ready.

You can insert your company logo in the header of a quote or an invoice, add your signature or select from over 500 background images to make your documents more personalised. If you are using an Apple device you need to do this by logging in at www.speedinvoice2.net.

You don't need to download any software to your PC or Mac. You access SpeedInvoice from your computer by logging in at www.speedinvoice2.net from a computer's web browser (Explorer, Chrome, Safari, etc.). You have the same login credentials as in the app.

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When is SpeedInvoice not suitable


SpeedInvoice is an invoicing system, so it doesn't handle inventory or warehousing, so if this is what you need please look for a distribution system.

A subscription to SpeedInvoice has limitations. It will cover:
-up to ten users,
-a maximum of 2000 documents in a year (the number of invoices and quotes),
-a maximum of 2000 items or customers.
If your company has a larger volume than any of these you need to contact support@speedinvoice.net.

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INVOICES AND QUOTES

 

 

 

Before the first invoice or quote


Prior to creating an invoice or a quote you need to create a customer, which is created under the customer menu. If you work in the app you don't need to create the customer prior to generating your quote or invoice. You create the customer when you are asked to pick a customer from your list of customers by tapping "+". If you want to use items (the products you sell) you can create them before making your invoice or quote, but you don't need items to create a quote or an invoice, you can enter a text and a fixed price.
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Creating invoices or quotes


Once you have created items (if any at all) and customers, open the invoice menu and select "Create invoice". You select the customer you want to invoice or quote - it works the same way. 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, if you aren't using items you can write as much as you need here. 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), set a fixed price (if you want to override the sum of your invoiced items or aren't using any items) or 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 (to check how the invoice will look you click on the print icon in the web service),
-Print,
-Email (to email the invoice, an invoice reminder or after you have recorded a payment, a receipt),
-Copy (copy an invoice if you will use similar text or items. You can copy an invoice and change the customer, items and the pricing),
-Delete (to delete the invoice you are working on),
In Android you also have a "Share" function to send your invoice with other apps or as an SMS.

When you open an invoice in the web service you can register a payment by clicking on the "+" below the items, or add a note by clicking on the "+" at the bottom of the screen. To register a payment in the app you open the invoice and select "Payments" from the menu.

If you want to create a reminder or a receipt you start by choosing what you want to do: email, print, preview (only in the apps) or share(only in Android). In a prompt you will be asked what type of document you want to generate; invoice, reminder or receipt. In the invoice overview you can also mark a number of invoices and then perform any of the functions from the drop down list above the invoices, such as delete, close (stops any changes being made once the invoice has been sent), mark as fully paid or print. If you are working with quotes you also have the option to create an invoice based on the quote.

When you open an invoice in the app you can edit information on the screen by tapping the respective info and actioning tasks from the menu.

Please note that if you at any point delete an invoice or a quote, then we can't recreate that document. If you delete an invoice there will also be a missing number in your invoice series, unless it is the last invoice you made and you reset the number series after deleting the invoice. If you have a gap in your invoice numbers, our support team can help you by renumbering the last invoice made. If you need this help please contact support@speedinvoice.net. The cost is US$40.

In the help text we have extensive information on a number of areas such as: how to change your company information, how to change Settings, how to run reports and how to import and export information to or from a CSV file or Excel.

Please try making a few invoices to get a feel for how SpeedInvoice works. Once you understand how it works you can delete those invoices and start using SpeedInvoice for your business. If you need to change the invoice number you do that at www.speedinvoice2.net under "Settings".

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How to change invoices and quotes


It is easy to change an invoice or a quote. You can change customer, dates, items, or prices. You can also change VAT handling. When working with an invoice or a quote you can control the VAT settings at the top of the screen in the web service. If you work in the app you change information by tapping on it. If you want to change the VAT settings tap on the amount at the top of the screen. There are a couple of things that you can't do if you created an invoice or a quote:
-with the wrong customer info, you need to open the invoice or quote and make changes there. Changing the customer record will not change anything on the document.
-with the wrong item info, you need to open the document and make changes there. Changing the item record will not change anything on the document.
-with VAT you can open the document and turn VAT off by tapping on the amount.
-without VAT you need to go to "Settings", "Company settings", "VAT" and "Use VAT" and turn VAT on. Then you need to delete the invoice or quote and do it over again.

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Credit notes, cash discounts and withholding tax


If you wish to make a credit note you enter the items you want to credit with a minus "-" in front of the sales quantity. If you want to make a cash discount you create an item that you name "Discount" or something similar, and then you enter the sales quantity as "-1" with the discount in the price field.

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 name it "Withholding tax" or something similar. Normally you set the VAT to 0% on this item. When you have calculated the value of the withholding tax you enter this item with sales quantity "-1" and the price of the item is the withholding tax. SpeedInvoice is working on a more automated approach for withholding tax.

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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, as we tag your company's email address as the sender when we send it from our server. If you look in your sent folder you will not find the email you sent to your customer, as it was sent by our server. 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 of invoices or quotes have a column with the date any invoice or quote was emailed. Working in the app you will have a small blue envelope in the list if it has been sent by email. If you want to know the date when it was sent you open the document and tap on the dates.

If you are working on an Android phone you can also choose to "Share" an invoice or quote with the email client on your phone. This will allow you to send the email with the invoice or quote from your email client instead of sending it from our server. If the customer has received emails from you previously it will minimise the risk of the email being caught in the spam filter. You will also have an email trail in your outbox. Any attachments that you might have in SpeedInvoice will not be sent if you use the function "Share", 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 you have used is correct. You should also check if you have received a bounce message from us (this tells you that the email might not have reached its intended recipient). Finally, ask them to check their spam filter.

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VAT and other taxes


VAT can be turned on or off in SpeedInvoice. To change the setting for your company go to "Settings", "Company settings", "VAT" and turn on or off "Use VAT". You also have a setting to decide if VAT is to be included or excluded in your item prices. If you set VAT as inclusive the price on the item will have the VAT component in it, if you don't, the VAT will be added to your prices.

SpeedInvoice comes preloaded with most VAT rates, but if you need to create a new VAT rate you go to "Settings" and "VAT rates". Once you have the VAT rates set up, you assign them to your items. If you have multiple VAT rates you need to add to the same item, you need to summarise them and apply them as a combined tax rate, as SpeedInvoice only handles one VAT rate.

When working with an invoice or a quote you can control the VAT settings at the top of the screen in the web service. If you work in the app you control the VAT settings by tapping on the amount at the top of the screen. If you however have created an invoice or a quote without having VAT turned on ("Settings", "Company settings" and "VAT") you can't add VAT later. You need to delete the invoice or quote and start again.

If the term we call VAT is incorrect in your country please go to "Settings" and "VAT rates" and edit the tax rates so 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 in the "Company info". Instead add the correct term and your registration number in the field "Additional information" under "Company info".

If you have other taxes than VAT that you need to add or subtract we suggest you create an item with that name. You then calculate the tax manually and apply it to the document. If the tax is reducing the payable amount for your customer, such as a withholding tax, you apply the tax with a "-1" as the sales quantity, if the tax increases the price for your customer you apply the tax with "1" as the sales quantity. When creating items to handle other taxes you normally don't set a VAT rate on that item.

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Preview your documents


Before sending an invoice or quote please take a look at it by clicking the print icon in the web service or by tapping "Preview" in the app. If you look at an invoice on your phone please pinch and drag the image to control that everything looks good.
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Adding pictures


You can add pictures to SpeedInvoice by clicking "Attach Images/Files" and uploading them from your photo library in the web service. If you are working in the app you select "Add picture" from the menu. You can choose to share the picture with your customer or just document something for your own benefit.
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Attachments


In the web service you can add attachments to SpeedInvoice by clicking "Attach Images/Files" when working on your invoice or quote, or you can create a standardised attachment that gets added every time you send an email with an invoice or a quote (go to "Settings" and "Standard attachments"). If you have created a standard attachment you can always delete it prior to sending your invoice or quote via email. It can be beneficial to add a Reference Document or your Terms & Conditions when you email a quote.
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Other functions


If you are working in the Android app you have access to "Customer signature". This will let your customer confirm a quote or an invoice by signing on your phone.
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PAYMENTS

 

 

 

Credit card, PayPal and other payments


When you set-up your account you create a payment instruction that is printed at the bottom of your invoice. If you wish to change the payment information on your invoice you go to "Settings", "Company settings", "Invoices" and "Invoice payment information".

SpeedInvoice is working on introducing ways for your customers to pay with a credit card. You can direct your customers to pay to your PayPal account by letting them know the email address you have registered with PayPal. You can tell them by in your 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 you can either mark the invoice in the list and then from the drop down menu select "Mark Invoice(s) as fully paid", or open the invoice and click on the "+" at the bottom of the screen. When you are working in the app you open the invoice and from the menu select "Payments" for part payments, or "Mark as fully paid".
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Sending a receipt


Once you have registered a payment for an invoice you can send a receipt by selecting "Print" or "Email" and then "Receipt". On an Android phone you also have the option to "Share" the receipt with another app.
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Sending a reminder or a customer statement


You can send a reminder by selecting "Print" or "Email" and then "Reminder". On an Android phone you also have the option to "Share" the reminder with another app. To send a customer statement you open the customer record and select "Statement".
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CUSTOMERS

 

 

 

Creating a customer


You create a customer by going to the customer menu and clicking on "Create customer" if you are working in the web service and "+" if you are in the app. The only mandatory information is a name on the customer. If you want to add information that is not part of our customer information use "Additional information" to add what you need. As an example you can add "Registration number: 123 456".
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Importing customers


How to import customers:
1. Go to "Customers" and "Export Customers" and export one or all of your existing customers to Excel. If you have no customer in SpeedInvoice you create one manually first
2. In the spreadsheet you add the information from your new customers. You might want to complete some of the columns with the information that SpeedInvoice uses, such as country code and if to charge VAT or not. Look at the customers you exported from SpeedInvoice and you will see what the values should be. The only mandatory field is the name of the customer.
3. Once finished you import this information to SpeedInvoice by going to "Customers" and "Import Customers".

If you wish to import customers when you have opened a new SpeedInvoice company, and maintain customer numbers you have from a previous system, you do the following:
1. Go to the web service at www.speedinvoice2.net and login 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" to enter the customer with the lowest customer number. If you want to add information that is not part of our customer information use "Additional information" to add what you need.
4. Go to "Customers" and "Export Customers" and export the customer you just created to Excel.
5. In the spreadsheet you add the information from your existing customers. You might want to complete some of the columns with the information that SpeedInvoice uses, such as country code and if to charge VAT or not. Look at the customers you exported from SpeedInvoice and you will see what the values should be. The only mandatory field is the name of the customer.
6. Once finished you import this information to SpeedInvoice by going to "Customers" and "Import Customers".

Please note that if you import a customer record that is already in SpeedInvoice, but without the customer number, the customer will be duplicated and given a new customer number. A customer number is needed if you want to update information on a customer record.

There is no way to delete a customer record by excluding it in an import. You can import as many or as few records as you wish.

If you have any issues when importing customers you need to read the detailed error message and correct the issues identified. To import customers you need to have the data in the correct format. The easiest way to achieve this is to start by exporting at least one customer record from SpeedInvoice and then adding customer data to this spreadsheet.

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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 open the customer record and then click on the delete icon. 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. The reason that you can't delete a customer from the app is that SpeedInvoice is a multi user system, so each user has a complete set of customers on their device. Chaos would follow if different users in a company had different customers in their apps.

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ITEMS

 

 

 

Creating an item


You create an item by going to the item menu. If you are working in the app you can also create an item by tapping "+" when you are adding items to a document and are looking at the item list.
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Cost for an item


You can state the cost for an item when you create one. The cost is used to calculate profitability when using our item profit report. It is important to note that if you don't use items when you create your invoices or override the invoiced amount with a fixed price (you do this when you manually enter a total for the invoice), these invoices will not be included in the profit report.
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Importing items


1. Go to the web service at www.speedinvoice2.net and login from a computer.
2. Go to "Items" and "Export Items" and export one or several items. If you have no items please go to "Items" and "Create item" and manually enter one of your items.
3. Use the spreadsheet and add the information for the rest of your items. If you use item numbers and want to keep on using item numbers you need to combine item numbers and item names in one column.
4. You only need to add a name in the column "Description" to import an item:
5. Go to "Items" and "Import items" and upload the spreadsheet when completed. If something is incorrect, you will get an error message telling you what row in Excel is wrong and what you need to fix.

To make changes to your existing items (maybe update the price), you can export your items, make the necessary changes, and import them again. You can't delete an item by omitting it from an import.

Please note that if you want to change the name of an item you can't achieve this by exporting your items, change the names, and then import them again. SpeedInvoice will see any items with a new description as new items and add them to your existing items. If you want to change the name on an item you need to open the item and edit the name in either the web service or the app.

If you have any issues when importing items you need to read the detailed error message and correct the issues identified. To import items you need to have the data in the correct format. The easiest way to achieve this is to start by exporting at least one item record from SpeedInvoice and then adding item data to this spreadsheet.

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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)and click on the delete icon. You can't delete an item if it has been used on quotes or invoices.

From the app you can de-activated an item, but not delete it. When an item is de-activated it will not appear in the item list when you create a quote or an invoice. The reason that you can't delete an item from the app is that SpeedInvoice is a multi user system, so each user has a complete set of items on their device. Chaos would follow if different users in a company had different items in their apps.

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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. There are currently six different reports covering sales, customers, items and VAT. For each report you can select the data you want to analyse and how you want the report presented.
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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 or tablet (the text is too small on a phone). For each data set you can select what data to export. For invoice and quote data you can select if you want to export each item line and the customer details and charged amounts, or to exclude the item lines.
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SETTINGS AND SUBSCRIPTION

 

 

 

Company info


You have information about your company under "Settings" and "Company info". If you need to change your company information, this is where you go. If you don't have a field for the information you wish to display you add it to "Additional information". You can add headings and line breaks in the field for "Additional information" to format it. Click on the print icon if you are working in the web service, or select "Preview" if you are in the app, to see how an invoice or a quote looks. If you wish to use another heading for any of the company information that is displayed, you write this information in "Additional information" with the heading you want. 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 terminology for VAT and company information


If the term we call VAT is incorrect in your country please go to "Settings" and "VAT rates" and edit the tax rates so 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 in the "Company info". Instead add the correct term and your registration number in the field "Additional information" under "Company info".

If you have other taxes than VAT that you need to add or subtract we suggest you create an item with that name. You then calculate the tax manually and apply it to the document. If the tax is reducing the payable amount for your customer, such as a withholding tax, you apply the tax with a "-1" as the sales quantity, if the tax increases the price for your customer you apply the tax with "1" as the sales quantity. When creating items to handle other taxes you normally don't set a VAT rate on that item.

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Company settings


You have the settings for your company under "Settings" and "Company settings". In company settings you control how the app does certain things, such as:
-If and how VAT is used.
-Payment information on the invoice (displayed at the bottom of the invoice) and payment terms.
-The headings for your different documents.
-If payments and payment comments are to be included on invoices.
-Some document layout features.
-The headings and texts suggested by SpeedInvoice when you send a quote, invoice, reminder or a receipt by email.

Try different settings, you can always change them back.

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Refresh data


Refresh data will bring a copy of the data stored in the web service to your phone or tablet. Don't use this function unless you need it as you will loose any unsaved information on the phone or tablet. Examples of when it can be helpful to use "Refresh data" is:
-if you have purchased a subscription from us, but the app still tells you that you don't have a subscription five minutes after the purchase.
-if your data is corrupt on your phone or tablet.
-if you have a synchronisation issue that you aren't able to fix (you will have the synchronisation issue detailed at the bottom of the menu).

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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 so that it will be printed on your documents. You are also able to do this from the Android app.
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Changing the invoice or quote layout


You can control some of the document layout from "Settings" and "Company settings". You can control if the address is printed to the left or right side of the document, if a summary of VAT is printed and if the sum of the invoice or quote is printed on all pages of a multi page document. If you need other minor changes we can quote you the cost if you send a SpeedInvoice document marked with your changes to support@speedinvoice.net. The cost starts at US$40 for a customised layout.
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Changing the number series for invoices, quotes and customers


By logging in at www.speedinvoice2.net you can change the number series for invoices, quotes and customers. Please note that you can only change the number series to a number larger than the currently highest number in that category. If you want to change the invoice number series so that it starts from 1 you need to delete any invoices you have done and redo them once you have changed the number series.

If you want to restart the invoice number series at the beginning of the year we suggest you create a number series where the first two numbers nominate the year and then you add three or four zeros depending on how many invoices you do in a year. If you do more than 1000 invoices in a year you add 0000 after the two numbers nominating the year.

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Creating additional users


You can create additional users in SpeedInvoice. Go to "Settings" to create additional users or to delete an existing user. When you create a user you can assign one of three roles:
Administration - this user has access to everything in SpeedInvoice
User - this user can not change any settings but can otherwise do everything
View - this user can only view the information in SpeedInvoice, but not create or change anything
If you are an administrator you can change the password for other users. A subscription to SpeedInvoice covers up to 10 users in a company.

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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 will need a unique email address per company. As SpeedInvoice charge per company you need to purchase a subscription per company after your trial period has expired. If you contact support@speedinvoice.net we will give you a 30% discount on subsequent companies if you purchase annual subscription and pay with PayPal.
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Does SpeedInvoice cost anything


You make no commitment to purchase a subscription by trying SpeedInvoice. You have an extensive test period so that you can work in SpeedInvoice to see if it is the right solution for your invoicing needs. If you want to continue using SpeedInvoice after your free test period has expired, you need to purchase a subscription. We have cost for a support team that are available 7 days a week, a development team and 30 servers spread across the world to store our users data, so we can't provide this service for free. If you don't purchase a subscription within three months of your free trial, your company information will be deleted.
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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 from a computer or a tablet (the text is too small from a phone). You can see the cost of our subscriptions here: www.speedinvoice2.net/subscription/purchase. An annual subscription gives you a 50% discount compared to paying for a monthly subscription.

You need a credit or debit card in order to purchase a subscription. If you don't have one you can usually purchase a pre-paid card from your bank. You also have the option to purchase an annual subscription with PayPal by sending the email address you have registered with PayPal to support@speedinvoice.net and asking for an invoice. If you don't have a PayPal account you can create one by going to www.paypal.com. It is free to create a PayPal account.

Google and Apple sell monthly subscriptions to SpeedInvoice with in app purchase, but it is more expensive than buying directly from us, as they charge a fee. Please note that they don't accept gift cards as payment for subscriptions, so please don't purchase a gift card with the intention of using it to purchase a subscription.

Unfortunately we can't accept bank transfers as a means of payment. Our systems keep track of all of our customers subscriptions automatically. It is not possible for us to manually update subscriptions.

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Cancelling a subscription


How you cancel a subscription depends on where you bought it. If you don't know where you bought your subscription you can login at www.speedinvoice3.net/subscription/showCurrent to see where it was purchased. If you purchased it from Google (Android) or Apple you need to cancel it with them. Search for "Cancelling Google Play subscription" or "Cancelling Apple app store subscription" on the net if you don't know how to do this. If you purchase your subscription from the SpeedInvoice web service then you cancel it by logging in at www.speedinvoice2.net/subscription/cancel.
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TROUBLESHOOTING

 

 

 

I have forgotten my company code, username or password


If you have forgotten your company code, username or password, SpeedInvoice can help you. If you are in the app please tap on "Forgot..." in the prompt that is displayed when you enter incorrect login information. You can also tap on "Having trouble logging in?" under the login information. If you are in the web service there is a link you can click on after each login field.

When entering a company code or a username SpeedInvoice isn't case sensitive, but when you enter your password you need to have correct upper or lower case.

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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I remember my company code, username or password but I can't login


If you believe you remember your company code, username or password, but SpeedInvoice tells you one or more of them are incorrect, it is because you incorrectly believe you remember them. Computers suffer from many things, but poor memory isn't one of them. If you are in the app please tap on "Forgot..." in the prompt that is displayed when you enter incorrect login information. You can also tap on "Having trouble logging in?" under the login information. If you are in the web service there is a link you can click on after each login field.

When entering a company code or a username SpeedInvoice isn't case sensitive, but when you enter your password you need to have correct upper or lower case.

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 gone


If your data in the web service doesn't match the information you have in the app on the phone or a tablet, it normally is one of two reasons:
- your internet connection isn't good enough from your phone or tablet
- you have a synchronisation issue.
Check if you have internet connection from your phone or tablet, if not, wait until you do and tap "Synchronise". Your other potential problem is a synchronisation issue. This means that you are trying to send data to the web service that it doesn't accept. 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 can tap on "Refresh data". When you do this you will get a new copy of all your data from the web service. Any unnumbered invoices or quotes will be lost and you need to redo them.

If you get the error message "Invalid company code", and you are certain you are using the correct company code, it can be that your free trial expired more than three months ago, in which case we will have deleted your company information. If this is the case then unfortunately there is no way for us to re-create your company. We inform you of this in the app store text and through emails and prompts in the app. You are welcome to create a new company in SpeedInvoice.

If you don't have copies of your invoices and your company has been deleted, we unfortunately can't help you. Check your email to see if you can find your invoices there, either through a customer responding to a mail with your invoice in it, or because you set up SpeedInvoice to send you a copy of each invoice email sent. If you still can't find your invoices we suggest you contact your customers to receive a copy.

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I have lost my phone or tablet


There are many things that make loosing a phone or a tablet a real problem, thankfully SpeedInvoice isn't one of them. Download the app again from the app store and login, and you should find everything as you left it. If you can't remember your company code SpeedInvoice will send help to the email address you registered for the company. If you can't remember your username SpeedInvoice will send this information to the email address you registered for your user. If you need help with your password you can ask SpeedInvoice to send you a new password to your users registered email address. Until you have organised a new phone or tablet you can continue working if you login at www.speedinvoice2.net.
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I changed the customer info and nothing happened


If you created an invoice or a quote with the wrong customer information, you need to open the document and make changes on the quote or the invoice. Changing the customer record will not change existing quotes or invoices, only the documents you create in the future. As an example, if your customer has changed their address, your historical invoices will reflect the old address, and invoices done after the change will have the new address.
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I have turned VAT on or off but it is still wrong


If you created an invoice or a quote incorrectly with VAT, you can open the document, and turn VAT off. You can turn VAT off for your company by going to "Settings", "Company settings", "VAT" and "Use VAT".

If you created an invoice or a quote without VAT, but it should have been with VAT, then you start by ticking the box "Charge VAT", unless you are working in the app, then you need to tap on the amount of the invoice or quote and then tick "Charge VAT". If you have no such box it is because VAT is turned off for your company. You then need to go to "Settings", "Company settings", "VAT" and "Use VAT" and turn VAT on. After you have done this you delete the invoice or quote and do it again. Changing the setting will not change an already created invoice. SpeedInvoice works this way so that if your business needs to register for VAT at one point, your old invoices will not change to include VAT, as they were created without.

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I don't get invoice or quote numbers


Invoice and quote number are assigned from the web service even if you have created them in the app. SpeedInvoice is a multi user system so documents are created in the web service, as this is the only way to assign numbers without skipping or duplicating numbers. When you have a number assigned it means that you also have a copy of the document in the web service. If you don't get a number it normally is one of two reasons:
- your internet connection isn't good enough on your phone
- you have a synchronisation issue.
Check if you have internet connection from your phone, if not, wait until you do and tap "Synchronise". Your other potential problem is a synchronisation issue. This means that you are trying to send data to the web service that it doesn't accept. 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 can tap on "Refresh data". When you do this you will get a new copy of all your data from the web service. Any unnumbered invoices or quotes will be lost and you need to redo them.

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Synchronisation issue


You can get an error message saying you have a "Synchronisation issue". This means that you are trying to send data to the web service that it doesn't accept. 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 can tap on "Refresh data". When you do this you will get a new copy of all your data from the web service. Any unnumbered invoices or quotes will be lost and you need to redo them.

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Renumbering an invoice


There is no way to renumber an invoice. We can renumber an invoice for you, but as we need to assign a programmer to do this, so we charge US$40 for this.
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Deleting an invoice


If you delete an invoice we can not recover it for you. If it was in the middle of your invoice number series you will have a hole in the number series.

If you have made a mistake with an invoice, consider changing the invoice instead of deleting it. You can change the customer, dates, items, cost and how it handles VAT. If you delete the last invoice you did, remember to roll back the number series as you otherwise will have an incomplete number series. To change the number series you logging in at www.speedinvoice2.net/numberseries

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I have invoice numbers missing


If you deleted an invoice, and it wasn't the last invoice you made and you rolled back the invoice numbers by logging in at www.speedinvoice2.net/numberseries, you will have missing numbers in your invoice numbers.

The only way for you to fix this is to delete all the invoices after the missing number. Then you roll back the invoice number series by logging in at www.speedinvoice2.net/numberseries, so the next invoice will be given the correct number. When this is done you create all the invoices you deleted again.

We can also help you fix this issue at a cost. We need to assigning a programmer that renumbers one or several of your invoices so that the missing numbers are assigned to other invoices instead. The cost is USD$40 and is to be paid via PayPal.

If you have made a mistake with an invoice consider changing the invoice instead of deleting it. You can change the customer, dates, items, cost and how it handles VAT. If you delete the last invoice you did, remember to roll back the number series as you otherwise will have an incomplete number series. To change the number series you logging in at www.speedinvoice2.net/numberseries

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I can't find a copy of my sent email


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 email, as we tag your company's email address as the sender. If you look in your sent folder you will not find the email you sent to your customer, as it was sent by our server.

When you look in the web service the overview of invoices or quotes have a column with the date any invoice or quote was emailed. Working in the app you will have a small blue envelope in the invoice or quote list indicating it has been sent by email. If you want to know the date when it was sent you open the document and tap on the dates.

You can go to "Settings" and "Company Settings" and change the setting "Send me copies of all invoice emails" and "Send me copies of all quote emails" to receive a copy of everything you send.

If you are working on an Android phone you can also choose to "Share" an invoice or quote with your email software on your phone. This will allow you to send the email with the invoice or quote from your email client instead of sending it from our server. If the customer has received emails from you previously it will minimise the risk of the email being caught in the spam filter. You will also have an email trail in your email client. If you share an invoice or a quote you will only receive the PDF with the document. Any images or documents that you have marked for attachment in SpeedInvoice must be attached again.

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My customer didn't receive my email


Start by making sure that you have sent the email to the correct email address. If you send the email to an address where it isn't accepted you will get a bounce message to your registered company email address.

Sometimes emails end up in the receivers spam filter, so please ask your customer to check the spam filter. At SpeedInvoice we use Amazon Web Services, which is the worlds leading service provider of cloud computing services, and we have also certified SpeedInvoice to avoid being caught in spam filters, but it still happens from time to time.

If you are working on an Android phone you can also choose to "Share" an invoice or quote with your email software on your phone. This will allow you to send the email with the invoice or quote from your email client instead of sending it from our server. If the customer has received emails from you previously it will minimise the risk of the email being caught in the spam filter. You will also have an email trail in your email client. If you share an invoice or a quote you will only receive the PDF with the document. Any images or documents that you have marked for attachment in SpeedInvoice must be attached again.

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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, so please check the email address you registered for your user. If you believe you have registered an incorrect email address on your user or company you can write to support@speedinvoice.net and ask for help.
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I want changes made to the invoice or quote layout


You can control some of the document layout from "Settings" and "Company settings". You can control if the address is printed to the left or right side of the document, if a summary of VAT is printed and if the sum of the invoice or quote is printed on all pages of a multi page document. If you need other changes we can quote you the cost if you send a SpeedInvoice document marked with your changes to support@speedinvoice.net. The cost is for smaller changes US$40.
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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". If you are using "Malaysian-English" and want to change the date format from American to British, please set your language to "English-Australian".
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I want to change 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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I want to change the company code


You are not able to change your company code in SpeedInvoice. It is used to mark all the data bases on our servers that belong to your company. No one can see your company code, it is only used to login to SpeedInvoice. You don't even need to remember it, as your phone will do that. The only way to get a new company code is to start a new company in SpeedInvoice.
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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. If you can't reach the server we might be doing periodic maintenance, but it is rare that we need to take a server down and we will endeavour to notify you beforehand. If you don't have connectivity you can keep on working. You will not be able to preview a document or email it, but other functions will be available as all of your data is stored on your phone. You can preview, print and email invoices and quotes once you have internet access again.
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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 enter three or four decimals and SpeedInvoice rounds it to two


SpeedInvoice only support two decimal points.
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Suppliers and inventory


SpeedInvoice is an invoicing system and not a distribution system. We don't handle suppliers, inventory or warehousing. If you carry inventory we recommend that you get a distribution system. We can't recommend an app, as these systems are almost always computer based.

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. You do this by going to "Settings", "Company settings", "Invoices" and "Heading to print on invoices", or "Settings", "Company settings", "Quotes" and "Heading to print on quotes".

If you want a summary of your item sales quantities you go to www.speedinvoice2.net/reports and run an item report. You can also run the report from an Android device.

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Security


Our servers are with Amazon, the worlds largest suppliers of cloud computing services. You can read more about Amazon AWS security here.

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. The website's identity has been verified by a trusted third-party authority and it has a valid certificate for the URL.

SpeedInvoice is released for Apple's operating system iOS and Google's operating system Android. You can read more about Apple's here and Google's security here.

If you purchase a subscription by logging in to our web service, the payment is handled by Stripe. You can read more about Stripe's security here.


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I want changes made to SpeedInvoice


If you want changes made to SpeedInvoice you are welcome to contact us at support@speedinvoice.net. We value input from our customers and take this into account when we plan develop for SpeedInvoice. We will never develop SpeedInvoice to one users needs, we will look at the benefits and drawbacks for all our existing and potential customers.

We will not add inventory management or warehouse management to SpeedInvoice. We also will not add multi currency functionality (using different currencies in the same company). These areas were never part of the scope when we built SpeedInvoice and we will not include them going forward. SpeedInvoice targets individuals and micro companies that deliver services. We are not a distribution software so if you have a large number of items and need a distribution system, SpeedInvoice isn't going to be a good fit to your business.

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EU'S REGULATION GDPR

 

 

 

Overview of GDPR


The General Data Protection Regulation, GDPR, is a EU legislation that seeks to protect the personally identifiable information of EU citizens – so if you want to sell to and invoice those citizens, the GDPR applies to you. All personal information needs to be protected by appropriate security.

Organizations must keep a well-managed archive of invoices. Both your paper records and electronic records must be kept safe. SpeedInvoice stores your information securely; you need to make sure any paper records are also kept safe. You will also be required to make sure that archived records are unchanged, and that records are destroyed after a set retention period.

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Data access for your customers


Organizations must provide customers with records of their personal data on request. In SpeedInvoice you can give your customer a record of their data by doing an export from www.speedinvoice2.net of their quotes, invoices and customer data. This must be provided quickly and the format of the data that is provided by SpeedInvoice meets the requirements of the legislation.
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If a customer wants their data removed


You can always delete any quotes you have made for a client, as well as any notes associated with invoicing or the customer record, but the invoices need to be kept for the required time. You need to seek legal advice if and for how long you need to keep your invoices stored as the required time varies between countries.
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In the event of a breach


Customers must be informed without undue delay once a breach has been identified. In order to ensure this happens, organizations must be prepared to identify breaches as soon as possible, to assess what data was taken, and to contact all affected customers within 72 hours.
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Overview SpeedInvoice

You find the answers to the questions be clicking on the question.

There are two components to SpeedInvoice, the app available from the Apple App Store or Google Play, and the cloud software. You can do pretty much the same thing from the app or the cloud software, there are only small differences. You can use the app on your phone or tablet or a browser on your computer to create and maintain quotes and orders as well as manage customers, items and sales units. SpeedInvoice is a multi-user application so you can have people out in the field and in the office working together, but it will do just as nicely if you are working on your own.

By creating professional quotes and invoices when you are out in the field, you can manage your business more effectively. You can send them to your customers via email instantly, or print them and hand them over. Once you have created a quote it is easy to convert it to an invoice, and as such you only need to do the work once. You and your colleagues can register time and material on quotes or invoices in parallel.

The reason this is possible is that all information in the SpeedInvoice app is synchronised with SpeedInvoice cloud automatically at regular intervals, or when you tap  (synchronise). To access the cloud component of SpeedInvoice, where you can do all the things you do in the app but from a browser window, you go to either www.speedinvoice1.net or  www.speedinvoice2.net (go to www.speedinvoice1.net if you are in the South Pacific and to www.speedinvoice2.net if you are anywhere else in the world) and log in with your credentials. The SpeedInvoice app will work when you are off-line as well as online. If you are off-line there are a couple of things that you can’t do. You will not be able to synchronise information with SpeedInvoice Cloud and you will not be able to email quotes and invoices. Whatever work you do when you are off-line will be synchronised once you have connectivity again, and you are then also able to email quotes and invoices.

In order to use SpeedInvoice you need to have your company set up. You do this by downloading SpeedInvoice from Google Play or the Apple App Store. When you start the app for the first time you will be taken to a wizard and guided through a set-up routine in order to tailor the app to your business. Some things that will be helpful to have at that time are your company registration number and bank details (so that payment information can be added to your invoices). We will send an email to you before we create your company in SpeedInvoice and you need to confirm this email before we complete the set-up. Once the set-up is complete you will receive an email from us letting you know everything is ready.You can insert your company logo in the header of a quote or an invoice by logging on to www.speedinvoice1.net. You do this under Settings/Edit Company Info/Upload new company logo image.When quoting items, SpeedInvoice can quote prices including or excluding GST, you decide how you want this handled when you go through the wizard. If you wish to change how GST is calculated you can do this in Company Settings under the menu “Prices and amounts are GST inclusive”. If you have a tick in the box for this setting it means that the prices and amounts are inclusive of GST, if there is no tick it means that they are exclusive of GST.

You created a company name, a username and a password when you did your set-up using the SpeedInvoice wizard. You can use this information to log on to your company at  SpeedInvoice Cloud ( www.speedinvoice1.net or www.speedinvoice2.net depending on where you are in the world). In the cloud software you have access to all the functionality that you have in the app, although the layout is different. There are also a couple of things that you only can do in the cloud service and that is export and import Customers, Items and Units of Sale as well as delete records. For quotes and invoices you can export them to excel or a csv format. If you have an Administrator role you can also create and delete users for your company and reset passwords. The user that created the company will always have Administrator role.

SpeedInvoice currently has two servers for the cloud service. The following countries have address www.speedinvoice1.net: Australia, Fiji, Indonesia, Malaysia, New Caledonia, New Zealand, Papua New Guinea, Philippines, Samoa, Singapore, Solomon Islands, Thailand, Tonga, Vanuatu. All other countries have their server at www.speedinvoice2.net.

Quotes

As you are working in SpeedInvoice you will notice that you are moving through a hierarchy of screens. The first screen you go to when choosing a menu item (quotes, invoices, customers etc) is an overview screen, so if you tap quotes you will have a screen that displays quotes created in the last 180 days (older quotes are only available through the cloud service). If you tap one of those quotes you will open a screen where the details of that quote are displayed. It is on this screen that you decide what actions you want to take with regards to this quote. You can send it, add additional items or adjust the price. You can also update the customer information or attach photos and a number of other actions. When you do an action you are taken to new screens, but as you complete each task you are taken back to the previous view. If you wish to return to  previous screen without updating any information you can tap  (cancel) or the back-step button on your device.

When quoting items SpeedInvoice can quote those prices including or excluding GST, it depends on how you set the system up when you first started using it. If you need to change how GST is calculated you can do that in Company Settings under the menu “Prices and amounts are GST inclusive”. 

When working in SpeedInvoice to create a new quote you start by selecting the quote menu item, tapping  (add) icon and selecting a customer. If you do not have the customer registered that you want to raise a quote for you tap  (add) on the “Select Customer” screen and register the customer. Once you have picked a customer there are a number of things that you can do:

- Start entering items and quantities for your quoted work or material. You do this by tapping the text “Items on Quote” at the bottom of the screen (scroll if you can't see it) or by tapping  (item).

- Decide if the quote is a fixed price or if the price is made up by the items on the quote. If you want a fixed price you tap "Payable Amount" and enter the fixed price, if you want the cost to be the amount of the work and material specified on the quote you leave this field blank.

- You might want to give the quote a reference, i.e. New Kitchen or Consulting.

- You might want to change the default values for “Quote Date” and “Valid Until”.

- You might want to edit the customer information by pressing the customer name (name, contact person, address, phone numbers and email address).

- You can also enter a longer description of the work that you are quoting by tapping the text “Tap to enter text”.

If you update the customer information on a quote you will be asked if you want to update the customer record as well, or if the new information only should affect the current quote. This gives you the opportunity to maintain your customer record when you are doing a new quote or choose to register a new contact person or a new address for a quote, without changing the main customer record.

When adding items to your quote you normally pick the items you want and pick the quantity of that item, adjust the price and the discount if necessary, add an explanatory text if need be and tap  (save) icon. If you wish to edit an item prior to adding it to the quote you can do so by using long press. You can also add a new item by tapping  (add). Please remember to save your changes by tapping  (save).

If you wish, you have the opportunity to document the work by adding photos to the quote by tapping  (photo). You can add photos either from your album or by taking new ones.  The photos are saved with the quote and can be viewed by any of your company’s staff who are also using the SpeedInvoice app. You can also add photos to a quote and share them with the customer, you do this by clicking the thumbnail and ticking the box.

Once you are satisfied you have added all the items on to the quote and have checked the price to make sure it is ok, you can look at how the quote will present to the customer by tapping  (preview). Prior to generating a PDF you will need to save your changes to the invoice. Once you are satisfied the quote is correct you can email it to the customer from the app.

There are a few additional actions you can do when working with a quote. You can call the phone numbers in the customer record  (phone), show the address on a map  (map), approximate the address for your current location  (guess address), close the quote for further changes or delete the quote  (delete). 

If you wish to use only a text field and state an amount on your quote you can do it straight away without creating items or sales units. If you wish to specify items and sales units on the quote, for instance specify your work as consulting, sold in unit hours, then you need to add items in your item file and possibly some additional sales units in your sales unit file. You are able to do this as part of creating the quote and adding new items and sales units by tapping  (add), but you can also go to the menu for Items and Sales Units to do this. For help on how to do this, please see the help texts for Items and Sales Units.

To edit a quote you tap what you want to edit. If you change the customer information in a quote you will be asked if you want to save that change to the customer record.

When editing the quote you have access to all the items that make up the quote such as; the customer details, the text describing the quote, the fixed price (if you have set one) as well as the items, quantities and prices that are in the body of the quote. Please remember to save your changes by tapping  (save).

If you make any changes to prices please make sure that the costing for the quote is as you expect it. 

If you want to email a quote you can do that by tapping  (email). At times it will not be displayed so then you need to go to the overflow menu on your device . If you wish to email a quote to a customer you can send it to the email address that is stored in the customer information (which is the email address from the customer file). If you wish to change this email address you will have that opportunity prior to sending the quote. If there is no email address in the customer file then you will be prompted to enter an email address prior to sending the quote.

The email will have a standardised text suggested, but you can change this text prior to sending the email, with the quote attached as a PDF file. If you have decided to attach any photos to the quote they will appear below the quote in the PDF document. If you wish to change the standardised heading and text that is presented as default you do that under Settings/Company Settings. In settings you will find “Quote email subject text” or “Quote email text”. 

If you want to preview a quote you can do that by tapping  (preview), at times it will not be displayed so then you need to tap the overflow menu on your phone and tap “Preview”. Prior to generating a PDF you will need to save your changes to the quote. If you wish to edit the information, you do that by leaving the preview and editing your quote. You can insert your company logo in the header of a quote or an invoice by uploading it to your company on SpeedInvoice Cloud (www.speedinvoice.com.au) under Settings/Edit Company Info/Upload new company logo image. If necessary the layout of the quote can be changed for you for a fee.

If you want to find the address on a map you tap (map), at times it will not be displayed so then you need to press the overflow menu button on your phone and choose “Show on map”. You can then use your map app to get directions to the address. You can also use the map function to approximate your current location if you want to update the address details on a quote or a customer record. You do this by tapping (guess address).

When quoting a job it might be beneficial to document site conditions or other aspects of the job by taking a few photos. In SpeedInvoice you can add up to ten photos to a quote by tapping  (photo). The photos are saved with the quote and can be viewed by any of your company’s staff who are also using the SpeedInvoice app. You can also add photos to a quote and share them with the customer, you do this by clicking the thumbnail and ticking the box. 

When you are done working on a quote you can close it. Closing a quote will prevent any further change to the quote. If you attempt to change a closed quote you will be asked if you would like to reopen it to make your changes. You close a quote by selecting the “Close Quote” action from the overflow menu.

Once you have received acceptance on a quote from a customer and have delivered the work or the goods you can convert a quote to an invoice by selecting the quote and choosing "Create Invoice" from the overflow menu. 

To get your logotype to display on invoices or quotes you go log in to our cloud service. You can log in by clicking on the text "Login" in the menu above. Once you done so you go to "Settings" and "Edit company info", where you upload your logo.

Invoices

Once you have received acceptance on a quote from a customer and have delivered the work or the goods you can convert a quote to an invoice by choosing “Create Invoice” from the overflow menu  on the Quote screen.

To edit an invoice you tap on the invoice you want to edit. If you change the customer information in an invoice you will be asked if you want to save that change to the customer record.

When editing the invoice you have access to all the items that make up the invoice such as; the customer details, the text describing the invoice, the fixed price (if you have set one) as well as the items, quantities and prices that are in the body of the invoice. Please remember to save your changes by tapping  (save).

 If you make any changes to prices please make sure that the costing for the invoice is as you expect it. 

If you want to email an invoice you can do that by tapping  (email). At times it will not be displayed so then you need to go to the overflow menu  on your phone. If you wish to email an invoice to a customer you can send it to the email address that is stored in the customer information (which is the email address from the customer file). If you wish to change this email address you will have that opportunity prior to sending the invoice. If there is no email address in the customer file then you will be prompted to enter an email address prior to sending the invoice.

The email will have a standardised text suggested, but you can change this text prior to sending the email, with the invoice attached as a PDF file. If you have decided to attach any photos to the invoice they will appear below the invoice in the PDF document. If you wish to change the standardised heading and text that is presented as default you do that under Settings/Company Settings. In settings you will find “Invoice email subject text” or “Invoice email text”. 

If you want to preview an invoice you can do that by tapping  (preview). At times it will not be displayed so then you need to tap the overflow menu  on your phone and tap “Preview”. If you wish to edit the information, you do that by leaving the preview and editing your invoice. You can insert your company logo in the header of an invoice or an invoice by uploading it to your company on SpeedInvoice Cloud  (www.speedinvoice.com.au) under Settings/Edit Company Info/Upload new company logo image. You can't change the layout of the invoice from your phone; we can however do this for you for a fee. 

If you want to find the address on a map you  (map). At times it will not be displayed so then you need to tap the overflow menu  on your phone and choose “Show on map”. You can then use your map app to get directions to the address. You can also use the map function to estimate your current location if you want to update the address details on an invoice or a customer record. You do this by tapping  (guess address). 

When quoting a job it might be beneficial to document site conditions or other aspects of the job by taking a few photos. In SpeedInvoice you can add up to ten photos to a quote by tapping  (photo). The photos are saved with the quote and can be viewed by any of your company’s staff who are also using the SpeedInvoice app. You can only add photos to an invoice, you can't add any documents.

When an invoice has been paid by your customer you can mark it as paid. You do this by selecting the invoice and then tap “Mark Paid” on the overflow menu. By marking invoices as paid you can log on to www.speedinvoice.com.au and search for paid or unpaid invoices on the menu invoice/invoice search.

When you are done working on an invoice you can close it. Closing an invoice will prevent any further change to the invoice. If you attempt to change a closed invoice you will be asked if you would like to reopen it to make your changes. You close an invoice by selecting the “Close Invoice” on the overflow menu.

If you wish to use only a text field and state an amount on your invoice you can do it straight away without creating items or sales units. If you wish to specify items and sales units on the invoice, for instance specify your work as consulting, sold in unit hours, then you need to add items in your item file and possibly some additional sales units in your sales unit file. You are able to do this as part of creating the invoice and adding new items and sales units by tapping  (add) on the respective menu, but you can also go to the menu items for Items and Units of Sale to do this. For help on how to do this please see the help texts for Items and Units of Sale. 

As you are working in SpeedInvoice you will notice that you are moving through a hierarchy of screens. The first screen you go to when choosing a menu item (quotes, invoices, customers etc) is an overview screen, so if you tap invoices you will have a screen that displays invoices created in the last 180 days (older invoices are only available through the cloud service). If you tap one of those invoices you will open a screen where the details from that invoice are displayed. It is on this screen that you decide what actions you want to take with regards to this invoice. You can send it, print it or add additional items or adjust the price. You can also update the customer information or attach photos and a number of other actions. When you do an action you are taken to new screens, but as you complete each task you are taken back to the previous view. If you wish to return to the previous screen without updating any information you can tap  (cancel) or the back-step button on your device.

When invoicing items SpeedInvoice can invoice those prices including or excluding GST, it depends on how you set the system up when you first started using it. If you need to change how GST is calculated you can do that in Company Settings under the menu “Prices and amounts are GST inclusive”.

When working in SpeedInvoice to create a new invoice you start by selecting the invoice menu, tapping  (add) and selecting a customer. If you do not have the customer registered that you want to raise an invoice for you tap  (add) on the “Select Customer” screen and register the customer. Once you have picked a customer there are a number of things that you can do:

- Start entering items and quantities for your quoted work or material. You do this by tapping the text “Items on Invoice” at the bottom of the screen (scroll if you can't see it) or by tapping  (item).

- Decide if the invoice is a fixed price or if the price is made up by the items on the invoice. If you want a fixed price you tap Payable Amount and enter the fixed price, if you want the cost to be the amount of the work and material specified on the invoice you leave this field blank.

- You might want to give the invoice a reference, i.e. New Kitchen or Consulting.

- You might want to change the default values for “Invoice Date” and “Due Date”.

- You might want to edit the customer information by tapping the customer name (name, contact person, address, phone numbers and email address).

- You can also enter a longer description of the work that you are invoicing by tapping the text “Tap to enter text”.

If you update the customer information on an invoice you will be asked if you want to update the customer record as well, or if the new information only should affect the invoice. This gives you the opportunity to maintain your customer record when you are doing a new invoice. It also gives you the opportunity to register a new contact person or a new address for an invoice, without changing the main customer record.

When adding items to your invoice you normally pick the items you want and pick the quantity of that item, adjust the price and the discount if necessary, add an explanatory text if need be and press the  (save). If you wish to edit an item prior to adding it to the invoice you can do so by using long press. You can also add a new item by tapping  (add). Please remember to save your changes by tapping  (save).

If you wish, you have the opportunity to document the work by adding photos to the invoice by tapping  (photo). You can add photos either from your album or by taking new ones.  The photos are saved with the invoice and can be viewed by any of your company’s staff who are also using the SpeedInvoice app. You can also add photos to an invoice and share them with the customer, you do this by clicking the thumbnail and ticking the box.

Once you are satisfied you have added all the items on to the invoice and have checked the price to make sure it is ok, you can look at how the invoice will present to the customer by tapping  (preview). Prior to generating a PDF you will need to save your changes to the invoice. Once you are satisfied the invoice is correct you can email it to the customer from the app.

There are a few additional actions you can do when working with an invoice. You can call the phone numbers in the customer record  (phone), show the address on a map  (map), approximate the address for your current location  (guess address), close the invoice for further changes or delete the invoice  (delete).[/accordion_item]

[accordion_item title='Creating an invoice by converting a quote']Once you have received acceptance on a quote from a customer and have delivered the work or the goods you can convert a quote to an invoice by choosing “Create Invoice” from the overflow menu  on the Quote screen.

To get your logotype to display on invoices or quotes you go log in to our cloud service. You can log in by clicking on the text "Login" in the menu above. Once you done so you go to "Settings" and "Edit company info", where you upload your logo.

Customers

To edit information on a customer you tap  (edit), or do a long press on the information that you wish to change. Once you have made the changes you need to save them before leaving the screen by tapping  (save). 

There is no way to delete a customer from the phone, but you can disable the customer which means no further quotes or invoices can be created on the customer. To disable a customer go to the customer record and tap  (edit). There is a check box next to the text “Disabled” that you tap.

Deleting a customer can be done in the cloud software. Please log on to www.speedinvoice.com.au and go to Customer. When you have found the customer record that you are looking for you click on the delete icon. You can only delete a customer if there are no quotes or invoices recorded for the customer. If there are you need to delete these first.

You can use SpeedInvoice to show you the location of a customer address by tapping  (map). At times it will not be displayed so then you need to tap the overflow menu  on your phone and choose “Show on map”. You can then use your map app to get directions to the address.

It is also possible to estimate a customers address if you are on site. If it is an existing customer where you want to update the address you go to the customer record and go to edit mode  (edit) or do a long press. When you are in edit mode you can tap  (guess address). The phone might not get the address 100% correct, but it can be a good starting point where you might be left with editing a small portion of the address information.

You can import customers from an existing system, if that system can export information to Excel, using the cloud software of SpeedInvoice. Please log on to your company on SpeedInvoice Cloud (www.speedinvoice.com.au) and go to Customers. When importing customers you first make sure you have at least one customer entered in the system. You then go to Customers/Export Customers and export your manually entered customers to Excel. This will give you a template where you can see the information of that customer in the format that you will need to use to enter additional customers. Once you have filled the rows in the Excel Spreadsheet with your remaining customer data from your current system you save the spreadsheet. You now go back to SpeedInvoice Cloud and go to Customer/Import Customers and select "Choose File", browse to the Excel file you just created and then select "Import". 

You can create a new customer by tapping  (add). At times it will not be displayed so then you need to press the overflow menu  on your phone. The only mandatory information is the customer name, but email, phone and address might come in handy. Please remember to save your changes by tapping  (save).

Item

You can import items from an existing system, if that system can export information to Excel, using the cloud software of SpeedInvoice. Please log on to your company on SpeedInvoice Cloud (www.speedinvoice.com.au) and go to Items. When importing items you first make sure you have at least one item entered in the system. You then go to Item/Export Item and export your manually entered item to Excel. This will give you a template where you can see the information of that item in the format that you will need to use to enter additional items. Once you have filled the rows in the Excel Spreadsheet with your remaining item data from your current system you save the spreadsheet. You now go back to SpeedInvoice Cloud and go to Item/Import Items and select "Choose File", browse to the Excel file you just created and then select "Import". 

You can create a new item by tapping  (add). At times it will not be displayed so then you need to go to the overflow menu  on your phone. The only mandatory information is an item description and a GST rate, but additional information such as price, sales unit and long description might come in handy. Please remember to save your changes by tapping  (save).

To edit the information on an item first pick the item in the item selection screen, then either tap  (edit) or long press the item. Please remember to save your changes by tapping  (save).

There is no way to delete an item from the app, but you can inactivate the item, which means no further quotes or invoices can be created with the item. To inactivate an item go to the item record and go to edit mode by tapping  (edit). At the bottom of the item record there is a check box next to the heading “Active”. Untick this box.

Deleting an item can only be done in the cloud software. Please log on to www.speedinvoice.com.au and go to "List all Items" or "Item Search". When you have found the item record that you are looking for you click on the delete icon. You can only delete an item if there are no quotes or invoices  that make use of the item. If there are you need to delete the quotes or invoices first.

Sales Unit

You can import unit of sales from an existing system, if that system can export information to Excel, using the cloud software of SpeedInvoice. Please log on to your company on SpeedInvoice Cloud (www.speedinvoice.com.au) and go to Unit of Sales. When importing items you first make sure you have at least one unit of sale entered in the system. You then go to Unit of Sales/Export Unit of Sale and export your manually entered unit of sale to Excel. This will give you a template where you can see the information of that unit of sale in the format that you will need to use to enter additional unit of sales. Once you have filled the rows in the Excel Spreadsheet with your remaining unit of sale data from your current system you save the spreadsheet. You now go back to SpeedInvoice Cloud and go to Unit of Sale/Import Unit of Sales and select "Choose File", browse to the Excel file you just created and then select "Import". 

A Unit of Sales nominates in what unit you sell your items. It is such things as a meter, kilo, each, hour, day etc. You can create a new unit of sale by tapping  (add). At times it will not be displayed so then you need to tap your overflow menu  on your phone. It is mandatory to give the new sales unit a code and a description. The description is what is shown in the system as well as on invoices and quotes, so it is good to keep it relatively short. Please remember to save your changes by tapping  (save).

To edit information for a unit of sale you tap  (edit). At times it will not be displayed so then you need to press the overflow menu  on your phone. Please remember to save your changes by tapping  (save).

Log on, Settings and Help

In the synchronisation log you will find information about any data conflicts that have occurred. Data conflicts may occur when you and a colleague change the same quote, invoice, customer, item. at the same time. If this happens the synchronisation log will identify what data was affected and what action was taken. The log only appears if you have synchronisation issues. 

If you have forgotten your username, password or company the app can send this to the email address you registered when creating your account. You do this from the Log On menu.

This is the place where we publish the frequently asked question for SpeedInvoice.

If there is help information that you feel is missing please let us know on support@speedinvoice.net

If you go to the Log On menu you have the option of changing your password. You also have the option of going to the menu “Reset User Password”, where you can give any user a new password as long as you have an Administrator role associated with your user. The individual that set up the company in SpeedInvoice always has the Administrator role.

You are only able to create new users for your Company in the cloud service. Please log on to www.speedinvoice.com.au where you go to menu Settings/Create New User. You need to have the role of Administrator in order to access this menu.

You can go to the menu Edit My User under Settings and update your email address or name. If you wish to change someone else's user information or delete them as users you need to log on to  www.speedinvoice.com.au where you will go to Settings/Users. You need to have the role of Administrator in order to access this menu.

The settings menu also has the opportunity to reset the content in your app. You do this by going to “Settings” and click the box next to “reset content”. You do this if your data for some reason has become corrupted.

The app in SpeedInvoice will work when you are offline as well as online. If you are offline there are however a couple of things that you can’t do. You will not be able to synchronise any information with SpeedInvoice Cloud and you can't send any emails. Whatever work you have done when you were offline will however get synchronised once you have connectivity again. If you have tried to send any emails whilst offline you will receive an error message “No connection to server”. You will need to send those emails again once connectivity is restored.

You can change the standardised text for email subject and text for both invoices and quotes by going to Settings/Company Settings. When editing the subject or the text of an email you can embed a number of constants from the below list:

|A| = Name of customer
|B| = Name of your company
|C| = Invoice/Quote number
|D| = Invoice/Credit Note/Quote
|d| = invoice/credit note/quote

You need to have the role of Administrator in order to access this menu.

You can also edit the subject or text at the time of sending an individual email, but this will only affect that email. 

You can add or change GST rates under the menu Settings/GTS Rates. To edit you tap an existing GST rate, to add you tap  (add). Please remember to save your changes by tapping  (save).

You can set which GST rate is the default GST rate in Settings/Company Settings.

You can also decide if your prices are including or excluding GST in Settings/Company Settings. If you want your prices to include GST (this means your item prices will have the GST component included) then there should be a tick in the check box, if your prices are excluding GST (this means your item prices will have GST added to them) then this check box should be empty.

 You need to have the role of Administrator in order to access this menu.

In the menu Settings/Company Settings you have the option to set a different number of days for the following parameters:

Default Invoice Due Days

Default Quote Validity Days

You need to have the role of Administrator in order to access this menu.

Synchronisation of data between the app and the cloud service happens automatically at regular intervals in the background. If you want to initiate a synchronisation manually, you can do so by tapping  (synchronise) available in most menus.

If you and a colleague are changing the same customer record, item etc. at the same time, one of the updates will not go through. If this happens you will receive an error message and there will be more information in the synchronisation log. The synchronisation log is found under the settings menu, but it only appears if you have synchronisation issues.

You can turn on a tracker of all data records that are unsynchronised. You do this under Settings/App Settings and tick the box next to “Mark Unsynchronised Records”.

In SpeedInvoice the role that is assigned to your user profile will dictate how much access you have to the various parts of the system. There are three standardised roles available in SpeedInvoice; Administrator (access to everything), User (some options under Settings are locked) and View Only (can only look at information,  not create new records). The user who creates the company in SpeedInvoice will be assigned an Administrator role.

 If you log on to the cloud service of SpeedInvoice at www.speedinvoice.com.au and go to Settings/Users (only accessible if you have the Administrator role) you can change the roles of your company's user. You can also disable users as well as delete users.

Under settings in the cloud service (you can log in from this site by clicking on "Login") you have a menu item "List all number series" where you can control the number series for quotes, invoices and customers. When changing a number series you have to bear in mind that you can not start a number series below an existing number, you can only go forward.