Welcome to InfyBooks

InfyBooks keeps your customers, suppliers, invoices, expenses and payroll in one workspace. These guides walk you through every screen — what each field means, what happens when you press save, and how the pieces connect.

Start here

Explore by module

Set up your workspace

Before you send documents to customers, spend a few minutes on these settings. They control what appears on every invoice, estimate and receipt you print or email.

How the pieces connect

Most InfyBooks documents are created from one another, so you rarely type the same line items twice. Click any step to jump to its guide.

Quick start guide

Go from a brand-new workspace to a sent invoice and a recorded payment. Follow the steps in order — each one takes a couple of minutes.

1. Sign in

Open app.infybooks.online and sign in with the email and password you received when your workspace was created. If you've forgotten your password, click Forgot Password? on the login screen and follow the reset link sent to your email.

2. Add your company details

Everything you enter here prints on your documents, so do this first.

1. Go to Settings › Company Information.
2. Upload your Company Logo, and fill in Company Name, Phone and your Organization Address.
3. Add your Tax Identification Number, VAT Identification Number and Company Registration Number if you have them.
4. Click Save.

Then open Settings › Preferences and confirm your Time Zone, Date Format and Financial Year. See Company information and Preferences for every field.

3. Choose your document numbers

InfyBooks numbers every invoice, estimate, payment and bill automatically. The default works out of the box, but if you want your own style (for example ABC/IN/001), set it now in Settings › Customization — before you issue documents, so your sequence stays clean. See Document numbering.

4. Add your taxes (if you charge any)

Go to Settings › Masters › Tax Types, click Add New Tax, and enter the tax name and percentage. Once a tax exists you can apply it on any invoice with + Add Tax. See Taxes.

5. Add a customer

1. Open Customers and click New Customer.
2. Enter the Display Name and Phone. The Customer Code is filled in for you.
3. If the customer already owed you money before you started using InfyBooks, enter it as the Opening Balance.
4. Click Save Customer.

6. Add the things you sell

Open Items › New Item, enter a Name, Unit and Selling Price, then Save Item. Items are optional — you can always type a line directly on an invoice — but they save time and keep prices consistent.

7. Create and send your first invoice

1. Click the + button in the top bar and choose New Invoice.
2. Click New Customer in the left panel and pick the customer you created.
3. Choose Terms (for example Net 30) — the Due Date updates automatically.
4. Add your items, quantities and prices. Add a discount or tax if needed.
5. Click Save Invoice. You'll land on the invoice view with a live PDF preview.
6. Use the dropdown next to Record Payment to Send Invoice by email, or Download the PDF / Copy URL to share it yourself.

8. Record the payment

When the customer pays, click Record Payment on the invoice (or go to Received Payments › New Payment). Enter the Amount Received, Payment Mode and date, then save. The invoice status changes to Paid (or Partially Paid) and the dashboard updates instantly.

Finding your way around

InfyBooks uses the same layout on every screen. Once you know the sidebar, the top bar and the list/view pattern, every module works the same way.

The sidebar

The left sidebar is grouped by what you're doing:

You'll only see the modules your role allows. If a menu item is missing, ask your administrator to check your role permissions.

The top bar

• Quick create (+) — opens a menu with New Invoice, New Estimate and New Customer, available from any screen.
• Search — finds customers by name as you type (owners also see matching users). Pick a result to open it.
• Company switcher — if you have access to more than one company, click the company name to switch. Every list, report and number series belongs to the selected company.
• Profile menu — your avatar, with links to your account settings and sign out.

Lists, filters and bulk actions

Every module opens on a list. On a list you can:

• Switch between status tabs — for example All, Draft, Sent and Due on Invoices.
• Click Filter to narrow by customer, status, date range or document number.
• Tick the checkboxes on the left to select several rows and act on them together (for example, delete).
• Use the ⋯ menu at the end of a row for actions on that record — edit, view, send, clone, delete.

You can choose which columns appear in each list from Settings › Customization.

Document views

Opening an invoice, estimate, payment or bill shows a split view: the list of documents on the left (with its own search, filter and sort) and the selected document on the right with a live PDF preview. The action bar above the preview gives you:

Working with document forms

Invoices, estimates, recurring invoices, purchase orders and supplier bills share one form layout:

• Contact panel (top left) — click New Customer / New Supplier to pick an existing contact or create one on the spot.
• Header fields (top right) — number, dates, terms and an optional Reference Number (for the customer's PO number or your own internal reference).
• Items table — pick a saved item or type a new one, set quantity and price. Drag the handle on the left to reorder lines. Click Add New Item for more lines.
• Notes — a rich-text box for terms, bank details or thank-you messages. + Insert Note drops in a saved note; Insert Fields adds placeholders such as the customer's name.
• Totals — sub total, discount (fixed amount or percentage), taxes and the grand total, calculated as you type.

Dashboard

The dashboard is the first screen you see after signing in. It answers three questions at a glance: who owes you, who you owe, and whether the business made money this period.

Choosing a period

Use the period selector in the top-right corner to switch between This Year, Previous Year and Last 12 Months. All cards and the chart recalculate for the period you pick. "This Year" follows the financial year set in Preferences.

Headline cards

Below them, four counters show your number of Customers, Invoices, Estimates and Overdue invoices. Click View all on any card to jump straight to that filtered list.

Sales & Expenses chart

The chart plots four lines month by month: Sales (invoiced), Receipts (collected), Expenses and Net Income. The panel on the right shows each total with a percentage change versus last month.

Customers

A customer profile holds everyone you bill — their contact details, addresses, opening balance and a running history of every estimate, invoice and payment.

Add a customer

1. Go to Customers and click New Customer (or use + › New Customer from anywhere).
2. Fill in Basic Info. Only Display Name, Customer Code and Phone are required.
3. Fill in the Billing Address. If goods ship to the same place, click Copy from Billing to fill the Shipping Address.
4. Click Save Customer.

Field reference

The customer view

Click a customer to open their profile. The left panel lists all customers with their outstanding balance, so you can move between them quickly. The profile has three tabs:

• Overview — a Sales & Expenses chart for this customer (switch the period with the selector), totals for sales, receipts and net income, and their basic information.
• Transactions — every estimate, invoice and payment for this customer.
• Statement — a running account statement you can filter, print or download. See Customer statements.

Use New Transaction to start a New Estimate, New Invoice or New Payment with this customer already selected.

Import customers from CSV

Moving from a spreadsheet or another system? Import all your customers at once.

1. On the Customers list, click Import CSV.
2. Click Download Sample CSV and fill it in. Columns: Customer Code (optional — generated if blank), Name (required), Phone, Email, Company Name, Contact Name, Website, Tax ID, Opening Balance and Opening Balance Date.
3. Upload your file and click Import.
4. Review the summary. Rows with errors are listed so you can fix and re-import them with Import More.

Deleting a customer

Suppliers

Suppliers are the businesses you buy from. Add them once and reuse them on purchase orders, supplier bills and expenses, so you always know what you owe and to whom.

Add a supplier

1. Go to Suppliers and click New Supplier.
2. Enter the Display Name (the only required field) and any contact details.
3. Add the supplier's Tax ID if you need it on purchase orders.
4. Fill in the Billing Address and click Save.

Where suppliers are used

• Purchase Orders — ordering goods or services.
• Supplier Bills — recording what the supplier has invoiced you.
• Expenses — tagging spending (including bill payments) to a supplier.

Their outstanding amounts roll up into Total Payables on the dashboard.

Items

Items are the products and services you sell. Save them once with a price and description, then pick them from a dropdown on any estimate, invoice or recurring invoice.

Add an item

1. Go to Items and click New Item.
2. Enter a Name and Selling Price (both required).
3. Choose a Unit such as pcs, kg, hour or month.
4. Optionally add a Description (formatted text that copies onto document lines) and an Image.
5. Click Save Item.

Managing units

The unit list comes from Settings › Masters › Items. Click Add Item Unit to add your own (for example Site, Certificate or Year), or edit and delete existing ones.

Using items on documents

On a document's items table, click the item field and start typing — matching items appear, and choosing one fills in the price and description. You can still change the price, quantity or description for that one document without affecting the saved item.

Don't see the item you need? Click Add New Item at the bottom of the dropdown to create it in a pop-up without leaving the document.

Estimates

An estimate (quotation) tells a customer what a job will cost before they commit. When they agree, convert it to an invoice in one click — no retyping.

Create an estimate

1. Go to Estimates › New Estimate, or use + › New Estimate.
2. Click New Customer and choose who the estimate is for.
3. Check the Estimate Date and Expiry Date. The expiry date is set automatically (for example 30 days later) — change it if your quote is valid for a different period.
4. The Estimate Number is filled in from your series. Add a Reference Number if the customer gave you one.
5. Add items, quantities and prices. Apply a Discount (fixed or %) and + Add Tax if needed.
6. Add your terms in Notes, or click + Insert Note to reuse saved terms and conditions.
7. Click Save Estimate.

Send and follow up

From the estimate view you can:

• Send Estimate — emails it to the customer with a link (or PDF attachment, depending on your email settings). You can edit the subject and message before sending.
• Mark as Sent — if you shared it another way (WhatsApp, printout), record that it's been sent.
• Copy URL or Download — share the link or PDF yourself.

When the customer replies, record their decision with Mark as Accepted or Mark as Rejected from the dropdown.

Estimate statuses

Convert an estimate to an invoice

1. Open the estimate (or use the ⋯ menu on the list).
2. Choose Convert to Invoice and confirm.
3. InfyBooks creates a new invoice with the same customer, items, discounts and taxes, numbered from your invoice series. Review it and send it.

What happens to the estimate afterwards is up to you — leave it as is, mark it accepted, or delete it. Set this under Estimate Convert Action in Settings › Customization › Estimates, where you can also choose whether notes are copied to the invoice.

Clone an estimate

Quoting something similar for another customer? Choose Clone Estimate to make a copy with a new number, then change the customer and lines.

Invoices

Invoices are how you ask to be paid. InfyBooks numbers them, calculates totals and taxes, tracks due dates and updates the balance automatically as payments come in.

Create an invoice

1. Go to Invoices › New Invoice, or use + › New Invoice.
2. Click New Customer and select the customer.
3. Check the Invoice Number and Invoice Date.
4. Pick Terms — the Due Date is calculated for you (you can still change it).
5. Add a Reference Number if needed, such as the customer's purchase order number.
6. Add line items. Choose saved items or type new ones, then set Quantity and Price.
7. Apply a Discount and + Add Tax as required, and add Notes such as bank details.
8. Click Save Invoice.

Payment terms

Send and share

After saving you land on the invoice view with a live PDF preview. From here:

• Send Invoice (from the ▾ dropdown) — email the invoice. You can edit the recipient, subject and message first.
• Mark as Sent — record that you delivered it another way.
• Copy URL — a public link the customer can open without logging in. Great for WhatsApp.
• Download — save or print the PDF.
• Create Delivery Note — raise a delivery note against this invoice. See Delivery Notes.
• Clone Invoice — duplicate it with a new number.

Invoice statuses

An invoice has two kinds of status: where it is in the sending process, and how much has been paid.

The list's tabs — All, Draft, Sent and Due — help you work through each stage. The Balance column always shows what's still owed.

Record a payment against an invoice

Click Record Payment on the invoice view. The payment form opens with the customer and amount filled in. See Received Payments for the full walkthrough, including partial payments and advances.

Editing invoices

You can edit an invoice at any time unless your administrator has restricted it. Under Retrospective Edits in Settings › Customization › Invoices you can lock invoices once they're sent, partially paid or fully paid — useful where tax rules require finalised invoices to stay unchanged.

Import invoices from CSV

1. On the Invoices list, click Import CSV and download the sample file.
2. Fill in one row per invoice line. Rows sharing the same InvoiceNo become one invoice with several lines.
3. In the Customer column use the customer code (for example CUS005). If no code matches, InfyBooks tries the customer name.
4. Upload and click Import. Any rows with errors are listed for you to fix.

Recurring Invoices

For retainers, rent, subscriptions and instalment plans. Set up a schedule once and InfyBooks creates — and optionally emails — a new invoice every period.

How it works

A recurring invoice is a schedule, not an invoice. It stores who to bill, what to bill and how often. On each run it creates a normal invoice, which takes the next number from your invoice series and appears in Invoices like any other. That's why the recurring profile itself has no invoice number.

Set up a recurring invoice

1. Go to Recurring Invoices › New Recurring Invoice.
2. Choose the customer.
3. Set the Start Date. The Next Invoice Date is worked out from the start date and frequency.
4. Choose a Frequency (see below).
5. Choose Limit by — when the schedule should stop.
6. Leave Status on Active, or set On Hold to save it without starting.
7. Turn on Send Automatically if each new invoice should be emailed to the customer as soon as it's created.
8. Add the items, discount, taxes and notes to copy onto every invoice, then click Save Recurring Invoice.

Frequency options

Every Minute, Every 30 Minutes, Every Hour, Every 2 Hours, Every day at midnight, Every Week, Every 15 days at midnight, On the first day of every month, Every 6 Months, Every year on 1 January, or Custom — where you enter a schedule in cron format (minute, hour, day of month, month, day of week) for anything else, such as "the 25th of every month".

Limit by

Statuses

Tracking generated invoices

Open a recurring invoice to see every invoice it has created, with numbers, dates, statuses and amounts due. The generated invoices also appear in Invoices, where you record payments against them as usual. Their due date follows the Invoice Due after days setting in Customization.

Delivery Notes

A delivery note records what physically left your premises — separately from what you billed. Deliver an invoice in one go or in several part-shipments, and InfyBooks keeps count of what's still to go.

Create a delivery note

Either click Create Delivery Note on an invoice, or go to Delivery Notes › New Delivery Note.

1. Choose the customer.
2. Check the Delivery Note Number and Delivery Date.
3. Under Select Invoice, pick the invoice you're delivering against. Its lines load with Ordered, Already Delivered and Remaining quantities. Leave it empty for an ad-hoc delivery that isn't tied to an invoice.
4. Enter the quantity for each line in Deliver Now, or use Deliver all remaining.
5. Add a Reference Number, and details such as who delivered it, who received it and the vehicle number if you track them.
6. Choose a template (for example With Letterhead) and click Save Delivery Note.

Statuses and actions

Delivery status on the invoice

Each invoice shows its delivery progress — Not Delivered, Partially Delivered or Fully Delivered — along with the delivery notes raised against it. Once everything is delivered, InfyBooks won't let you over-deliver.

Received Payments

Record money you receive from customers. Enter one total and InfyBooks applies it across the customer's open invoices for you, keeps any extra as an advance, and produces a branded receipt voucher.

Record a payment

1. Go to Received Payments › New Payment, or click Record Payment on an invoice.
2. Select the Customer. Their unpaid invoices load below.
3. Enter the Amount Received, or tick Received full amount to fill in their total balance.
4. Check the Date and Payment Number.
5. Choose the Payment Mode (cash, bank transfer, cheque, card…) and add a Reference Number such as a cheque or transfer ID.
6. Choose Received By and Issued By. These names print on the signature lines of the receipt voucher.
7. Review how the amount has been applied to invoices (below), then click Save Payment.

How payments are applied to invoices

When you enter the amount, InfyBooks allocates it automatically:

1. If the amount exactly matches one open invoice, it's applied to that invoice.
2. Otherwise it's applied starting from the most recent invoice downward until the money runs out.

The summary panel shows the Received total, how much is Applied, and any Advance / Unapplied Amount. You can adjust the amount applied to each invoice in the Unpaid invoices list before saving.

Receipt vouchers

Every payment has a printable Receipt Voucher showing the receipt number, date, amount (in figures and in words), who it was received from, the payment mode, the invoices it paid, and the Received By / Issued By signature lines. From the payment view you can:

• Send Payment Receipt — email the receipt to the customer.
• Download, View or Copy URL — share it yourself.
• Edit or Delete — balances on the affected invoices update automatically.

Setting up Received By / Issued By

These lists come from Settings › Masters › Signatories. Add the names of the people who handle payments there — or click Add Signatory directly from the payment form.

Payment modes

Cash, Cheque, Credit Card and Bank Transfer are ready to use. Add your own — for example a specific bank account or mobile wallet — under Settings › Masters › Payment Modes.

Customer Statements

A statement is a single page that shows a customer everything they've been invoiced, everything they've paid, and what they still owe. Send one whenever there's a question about a balance.

Generate a statement

1. Open Customers and click the customer.
2. Open the Statement tab.
3. Choose Filter by: All (every transaction) or Outstanding (only what's still unpaid).
4. Pick a Date Range, or set a custom From and To date.
5. Click Download for a PDF, or Print.

The statement includes the customer's opening balance, each invoice and payment in date order, and the running balance.

Statements from Reports

You can also produce a statement from Reports › Sales Customer Statement, which is handy when you're already reviewing other reports. See Reports.

Purchase Orders

Raise a purchase order (PO) before you buy, so you and your supplier agree on items, quantities and prices up front. When the goods arrive and the supplier invoices you, convert the PO into a supplier bill.

Create a purchase order

1. Go to Purchase Orders › New Purchase Order.
2. Click New Supplier and choose the supplier (or create one).
3. Set the Purchase Order Date and, optionally, the Expected Delivery Date.
4. The Purchase Order Number comes from your PO series. Add a Reference Number if the supplier quoted one.
5. Add the items with Quantity and Cost Price — what you're paying, not your selling price.
6. Add any discount, taxes and delivery instructions in Notes, then click Save Purchase Order.

From order to bill

Supplier Bills

A supplier bill records an invoice you've received from a supplier — what you owe, and when it's due. Open bills make up Total Payables on your dashboard.

Record a supplier bill

1. Go to Supplier Bills › New Supplier Bill, or convert a purchase order.
2. Choose the supplier.
3. Enter the Supplier Bill No — the invoice number printed on the supplier's bill. This is required so you can match it later.
4. Check the Bill Number (your own internal number, from your series) and the Bill Date.
5. Choose Terms or set the Due Date directly.
6. Add the billed items, quantities and prices, plus any discount and tax, then click Save Supplier Bill.

Statuses

Pay a supplier bill

Payments to suppliers are recorded as expenses linked to the bill:

1. Open the bill. If it's still a draft, choose Mark as Sent first.
2. Click Record Payment. A new expense opens with the supplier and bill already selected, showing the amount due.
3. Enter the amount you paid, the date and the payment mode, attach the payment slip if you have one, and save.

The bill's balance and status update automatically. Pay in instalments by recording several payments.

Expenses

Record money going out — rent, utilities, fuel, supplier payments — with a category and a photo of the receipt. Expenses feed your Net Income on the dashboard and your Profit & Loss report.

Record an expense

1. Go to Expenses › New Expense.
2. Choose a Category and the Date (both required).
3. Enter the Amount. The Expense Number is generated from your series.
4. Optionally choose the Supplier and Payment Mode, and add a Reference Number.
5. Add a Note and drag the Receipt (photo or PDF) into the upload box.
6. Click Save Expense.

Expense categories

Categories group your spending in reports — for example Rent, Utilities, Travel, Salaries & Wages. Manage them in Settings › Masters › Expense Categories. Keep the list short and meaningful; you can always add more later.

Finding expenses

Use Filter on the list to narrow by supplier, category, expense number or a from/to date range. Open an expense to edit it or Download Receipt.

Expenses InfyBooks creates for you

• Supplier bill payments — when you use Record Payment on a supplier bill.
• Salaries — when a monthly salary is marked Paid, its net pay is recorded under Salaries & Wages. See Monthly salaries.
• Salary advances — each advance you give a staff member is recorded as it's paid out.

Managing staff

Staff & Payroll is InfyBooks' built-in payroll. Start by adding each employee with their basic salary — everything else (monthly salaries, overtime, advances, payslips) builds on these records.

The Staff & Payroll screen

Add a staff member

1. Open Staff & Payroll and click Add Staff.
2. Enter the Staff Name (required).
3. Add their Designation / Role and Department.
4. Enter an EMP ID — your employee number. It must be unique in your company.
5. Add Phone, Email and Address.
6. Enter the monthly Basic Salary and the Joining Date.
7. Leave Status on Active and click Save.

The staff list

Each row shows the employee's name, designation and department, contact details, Basic Salary per month, Total Paid to date, any Outstanding Advance, and their status. From the row you can:

• Transactions — open the staff ledger: every salary accrued, every payment and advance, with a running advance balance.
• Statement PDF (document icon) — download that ledger as a PDF.
• Edit or Delete the staff member.

Tick several rows to delete in bulk, and use Filter to find people by name or EMP ID.

Monthly salaries

Create one salary record per staff member per month. InfyBooks brings in their basic salary and any outstanding advance, works out overtime, adds allowances, subtracts deductions and gives you the net pay.

Create a salary

1. Open the Monthly Salaries tab and click Add Salary.
2. Choose the Staff Member. Their Basic Salary fills in automatically, and any outstanding advance appears.
3. Set the Salary Month.
4. Under Allowances, pick a type (for example Transport) and amount. Click Add Allowance for more.
5. Under Deductions, add anything to subtract, such as an absence or insurance.
6. Enter overtime hours in the Overtime (OT) section (see below).
7. Check the Net Salary, choose a Status (Unpaid or Paid), and if paid add the Payment Date, Payment Method and Reference Number.
8. Click Save Salary.

How net salary is calculated

Overtime

Overtime is paid per hour, using the rates in Payroll configuration:

Example: basic salary 48,000, divisor 240 → hourly rate 200. Ten regular OT hours pay 10 × 200 × 1.25 = 2,500. Four off-day hours pay 4 × 200 × 2 = 1,600. Total overtime: 4,100.

The Base Hourly Rate is filled in for you but you can override it for a particular month.

Recovering advances

If the staff member has an outstanding advance, an Advance Deduction line appears showing the current outstanding amount. Enter how much to recover this month, or click Deduct Full Advance. The advance's recovery status updates when you save. See Salary advances.

Marking salaries as paid

Set the status to Paid on the salary form, or on the Monthly Salaries list tick several salaries and use Mark as Paid / Mark as Unpaid to update them together. If a salary has no payment date when you mark it paid from the list, today's date is used.

Salaries in your books

When a salary is marked Paid, InfyBooks automatically records its net pay as an expense in the Salaries & Wages category (created for you if it doesn't exist). Mark it unpaid again, or delete it, and the expense is removed. Your dashboard and Profit & Loss therefore always include payroll — with no double entry.

Payslips

Each salary has a Payslip PDF showing the employee's details (EMP ID, designation, department), earnings (basic salary, allowances, overtime), deductions (including any advance recovered), the payment date and the net pay — ready to print or hand to the employee.

Salary advances

Record money you give a staff member before payday. InfyBooks tracks the outstanding balance and lets you recover it — in full or in instalments — from future salaries.

Record an advance

1. Open the Advances tab and click Record Advance.
2. Choose the Staff Member.
3. Enter the Advance Date and Advance Amount.
4. Choose the Payment Method and add a Reference Number (for example a transfer ID) and Notes.
5. Click Save. The advance will be deducted from monthly salary.

Recovery status

Recovery happens on the salary form through the Advance Deduction line. The staff list and each staff member's ledger always show the current Outstanding Advance.

Advances in your books

Each advance is recorded as an expense when you give it, and the salary that recovers it pays out less. The total cost of that employee in your books is therefore correct — never counted twice.

Payroll configuration

Set your overtime rules and the allowance and deduction types that appear on every salary. Do this once, before running your first payroll.

Overtime rates

Change the values to match your company policy or local labour regulations, then click Save. New salaries use the updated rates.

Allowance and deduction types

These are the options in the Allowances and Deductions dropdowns on each salary.

• Click Add Allowance Type for things you pay on top of basic salary — for example Transport, Housing, Food, Attendance bonus.
• Click Add Deduction Type for things you subtract — for example Insurance, Loan, Absence, EPF (employee share).

Payroll reports & payslips

See a whole month's payroll at a glance, download it as a PDF for your records or accountant, and produce individual payslips and staff statements.

Monthly Payroll & Salary Report

1. Open the Monthly Report tab.
2. Choose the month in Select Month.
3. Leave Staff Member on All Staff Members, or pick one person.
4. Review the totals, then click View PDF or Download PDF.

The summary cards show Total Basic Salary, Total Allowances, Total Overtime (OT), Total Advance Deducted and Total Net Paid, with a breakdown per staff member below.

Payslips

On the Monthly Salaries tab, each salary has a Payslip download — a salary statement for that employee and month.

Staff ledger and statement

On the Staffs tab, click Transactions to see a person's full account: salary accruals (credits), payments and advances (debits), advance taken and recovered, and the running balance. Click the document icon to download it as a Statement PDF.

Reports

Reports turn the invoices, payments, bills and expenses you're already recording into answers — profit, sales, tax and who owes you. There's nothing to export or re-enter.

Run a report

1. Open Reports and choose a report tab.
2. Pick a Date Range: Today, This Week, This Month, This Quarter, This Year, Previous Week, Previous Month, Previous Quarter or Previous Year — or set your own From Date and To Date.
3. Click Update Report. The report renders as a PDF preview on the right.
4. Click Download PDF to save it, or use the preview's print button.

Available reports

Users

Give your team their own logins. Each user gets a role in each company they can access, so a sales rep can raise invoices without seeing payroll, and your accountant can see reports without editing anything.

Add a user

1. Go to Users › New User.
2. Enter their Name and Email — the email is their login.
3. Under Companies, select each company they should access. For each company, choose their role.
4. Set a Password and Confirm Password. Add a Phone number if you like.
5. Click Save User, then share the login details with them securely.

Users can change their own name, password and language later from Account Settings.

User limits

The number of users you can add depends on your plan: Starter includes 2 users, Growth 3 and Business 5. Compare plans or contact us if you need more seats.

Removing access

To remove someone, delete them from the Users list. The invoices and other records they created stay in place. To change what someone can do without removing them, edit their role instead.

Roles & permissions

A role is a named set of permissions — for example Sales, Accounts or Store Keeper. Assign roles to users to control exactly what they can see and do.

Create a role

1. Go to Settings › Masters › Roles and click Add New Role.
2. Give the role a clear name.
3. Tick the permissions it needs, module by module.
4. Save. The role is now available when you add or edit a user.

What you can control

Example roles

• Sales — customers, items, estimates and invoices (view, create, send). No delete, no settings, no salary.
• Accounts — everything in payments, supplier bills and expenses, plus financial reports.
• Viewer / Auditor — view-only on every module, plus reports.

Company information

Your company's name, logo, address, registration numbers and bank details. These print on every invoice, estimate and receipt, so keep them accurate.

Fields

Bank details

Enter your Bank Name, Account Name and Account Number, then choose where they appear: Show on invoices, Show on estimates and Show on payment receipts. Customers can then pay by transfer without asking for your details.

Multiple companies

If you run more than one business, each company has its own customers, documents, numbering, settings and reports. Switch between them with the company name in the top bar. When a company isn't in use, the system owner can disable it (its users can't log in until it's re-enabled) — or delete it permanently, which removes all of its data.

Preferences

Regional defaults for your company: currency, language, time zone, date format and financial year.

Automatically expire public links

Links you share with Copy URL or by email let customers view a document without logging in. Turn on Automatically Expire Public Links and enter a number of days to have those links stop working after that period. The document itself isn't affected — you can always share a fresh link.

Customization & document numbering

Decide how each type of document is numbered, what fills in automatically when you create one, what goes in the email, and which columns show on each list.

Customization has a tab for each document type: Invoices, Estimates, Payments, Expenses, Purchase Orders, Supplier Bills, Delivery Note and Customers (for customer codes).

Build a number format

A number is made of components placed in order. Add components with Add New Component, drag the handles to reorder, and watch the Preview update.

Sequence Number Start sets the number the sequence continues from for new documents — useful when you're moving from another system and want to carry on from, say, invoice 250. Existing documents keep their numbers.

Defaults for new documents

Table columns

Each tab also has Table Columns, where you choose which columns appear on that module's list. Recurring invoices only have table columns — they don't have numbers of their own, because every invoice they create takes the next invoice number.

Taxes

Set up the taxes you charge — VAT, sales tax, service charges or anything else — then apply them to whole documents or to individual lines.

Add a tax type

1. Go to Settings › Masters › Tax Types and click Add New Tax.
2. Enter a Name (for example VAT 18%).
3. Choose the calculation: Percentage (enter the rate) or Fixed Amount (enter the amount).
4. Add a Description if helpful, and save.

Applying taxes

On any invoice, estimate, recurring invoice, purchase order or supplier bill, click + Add Tax in the totals panel and pick the tax. It's calculated on the sub total after discount. You can add more than one tax.

Tax options

Tax collected is summarised in the Taxes report. See Reports.

Masters & custom fields

Masters are the lists that power the dropdowns across InfyBooks. Set them up once and everyone picks from the same options.

Custom fields

Need to capture something InfyBooks doesn't ask for — a delivery route, a VAT number on each customer, a project code on invoices? Add a custom field.

1. Go to Settings › Masters › Custom Fields and click Add Custom Field.
2. Enter a name and choose the model it belongs to: Customer, Supplier, Estimate, Invoice, Payment or Expense.
3. Choose a type: Text, Textarea, Phone, URL, Number, Select Field (dropdown), Switch Toggle, Date, Time or Date & Time.
4. Set whether it's required, add a default value or placeholder, and save.

Templates & letterhead

Make every PDF look like it came from your office: print on your own letterhead, set paper size and margins, choose fonts, and preview exactly how it will print.

Choose a document and template

1. Go to Settings › Template Settings.
2. Under Select Document Type, choose what you're designing — for example Invoices, Estimates, Payments, Delivery Note, Customer Statement or Supplier Statement. Each document type has its own settings.
3. Choose With Letterhead or Without Letterhead.

Upload your letterhead

Design your letterhead at the proportions of your paper (A4 is 210 × 297 mm) and upload it as a PNG, JPG or SVG — or upload a PDF and InfyBooks converts its first page to an image automatically. Turn on Show letterhead on documents to print it as a full-page background behind every page.

Layout options

Preview before you print

The preview on the right updates as you change settings. For a true-to-print check, click Preview exact PDF. If you want to start over, reset to the defaults (this also removes the letterhead).

Email & notifications

Control how InfyBooks sends email to your customers, and which alerts you receive when they open your documents.

Notifications

In Settings › Notifications, enter the address under Send Notifications to and click Save. Then choose which alerts you want:

• Invoice viewed — when a customer opens an invoice you sent.
• Estimate viewed — when a customer opens an estimate you sent.

Mail configuration

By default InfyBooks sends emails for you. If you'd rather send from your own domain's mail server, the account owner can set it up in Settings › Mail Configuration:

1. Choose the Mail Driver: SMTP, Mailgun, Amazon SES or Sendmail.
2. For SMTP, enter the Mail Host, Username, Password, Port and Encryption from your email provider.
3. Enter the From Mail Address customers will see.
4. Click Save, then Test Mail Configuration to send yourself a test message.

Email wording

The default message sent with invoices, estimates and payment receipts is set in Settings › Customization under each document's default formats. You can still edit the message each time you send.

Your account

Update your own profile picture, name, email, password and language. These settings only affect you.

Update your profile

1. Click your avatar in the top-right corner, or go to Settings › Account Settings.
2. Upload a Profile Picture, and change your Name or Email (your login).
3. Choose your preferred Language for the app.
4. Click Save.

Change your password

Enter a new Password and the same value in Confirm Password, then click Save. Leave both empty to keep your current password.

Forgot your password and can't sign in? Click Forgot Password? on the login page and follow the link we email you.

Frequently asked questions

Quick answers to the questions we hear most. Can't find yours? Contact support.

Invoicing & payments

Setup & settings

Staff & payroll

Contact support

We're a small team that answers every message. Tell us what you were trying to do, what happened instead, and — if you can — attach a screenshot.

Before you get in touch

• Search this Help Center — most "how do I…" questions are answered here.
• Check your role permissions if something is missing from your menu.
• Note the document number (for example the invoice number) you're asking about.