Filssi User Guide

1. Getting Started

Creating Your Account

To begin using Filssi, navigate to the registration page and provide your full name, email address, and a strong password. Once submitted, you will receive a confirmation email. Click the verification link to activate your account and proceed to the login screen. After signing in for the first time, you will be directed to the onboarding wizard.

Two-Factor Authentication (2FA)

Two-factor authentication adds a second layer of protection to your account. When enabled, you will be prompted to enter a 6-digit code from your authenticator app each time you sign in, in addition to your password. Filssi supports any TOTP-compatible authenticator app — including Google Authenticator, Authy, 1Password, and Microsoft Authenticator.

How to enable 2FA:

1. Sign in and click your profile avatar in the top-right corner, then choose My Account.
2. Scroll to the Security card and click Enable next to Two-Factor Authentication.
3. Open your authenticator app, tap Add Account or the + button, and scan the QR code shown on screen.
4. Enter the 6-digit code your authenticator app displays and click Verify & Enable 2FA.
5. Your 10 backup codes will be displayed. Save these immediately — each code can be used once to access your account if you lose your phone. They will not be shown again.

Signing in with 2FA enabled: After entering your email and password, you will see a second screen asking for your 6-digit authenticator code. Enter the code displayed in your app and click Verify. If you do not have access to your authenticator app, enter one of your saved backup codes instead.

Disabling 2FA: In My Account > Security, click Disable next to Two-Factor Authentication. You must confirm with a valid authenticator code or backup code to proceed.

Regenerating backup codes: If you have used most of your backup codes or suspect they have been compromised, click Backup Codes in the Security section. Enter your current authenticator code to generate a new set of 10 codes. Your old codes are immediately invalidated.

The Onboarding Wizard

The onboarding wizard guides you through 13 sequential configuration steps, ensuring that all essential business data is in place before you start transacting. You can complete the steps in order or skip and return to them later from the Settings area. Each step is outlined below:

• Company Profile -- Enter your legal company name, trading name, registration number, VAT/tax number, registered address, and upload your company logo.
• Bank Accounts -- Add one or more bank accounts with account name, bank name, account number, sort code or routing number, IBAN/SWIFT, and currency. These accounts are used throughout the system for reconciliation and payment tracking.
• Tax Rates -- Define the tax rates applicable to your jurisdiction. Common examples include Standard Rate (20%), Reduced Rate (5%), Zero Rate (0%), and Exempt. Each rate includes a name, percentage, and description.
• Chart of Accounts -- The system ships with a default IFRS-compliant chart of accounts. You can accept the defaults or customise account codes, names, and categories to suit your business structure.
• Opening Balances -- If you are migrating from another system, enter your opening balances for each account as of your go-live date. The system validates that total debits equal total credits before saving.
• Fiscal Year -- Set your fiscal year start and end dates. This determines how financial periods are calculated and controls period-end closing boundaries.
• Currency -- Choose your reporting (functional) currency. You can also enable multi-currency support and add additional transaction currencies at this stage.
• Email -- Configure the outbound email settings used to send invoices, quotations, statements, and notifications to clients and vendors.
• Users & Roles -- Invite team members by email and assign them roles such as Admin, Accountant, Sales Manager, or Employee. Each role carries a predefined set of permissions.
• Employees -- Add your employees with their name, email, department, position, and hire date. Employee records are linked to expense claims and payroll journal entries.
• Products -- Create your product or service catalog with names, descriptions, unit prices, tax rates, and account mappings. Products can be imported in bulk via Excel.
• Clients -- Add customer records including company name, contact person, email, phone, billing address, payment terms, and preferred currency.
• Vendors -- Add supplier records with their company details, bank information, payment terms, and currency. Vendor records are used in purchase orders and expense tracking.

Navigating the Dashboard

After completing the onboarding wizard, you land on the main dashboard. The dashboard provides a real-time overview of your business health through key performance indicators (KPIs), including total revenue, outstanding receivables, payable balances, recent invoices, upcoming expenses, and pipeline value. Each KPI card is clickable and links to the relevant detailed module.

The dashboard also features quick-action buttons for the most common tasks: Create Invoice, Record Expense, Add Client, and New Deal. These shortcuts allow you to jump directly into key workflows without navigating through menus.

Understanding the Sidebar Modules

The sidebar on the left side of every page is your primary navigation tool. It is organized into the following groups:

Operations

• Dashboard -- Overview of KPIs, charts, recent activity, and quick-action buttons.

CRM

• CRM Dashboard -- Pipeline metrics, at-risk deals, and follow-up tracking.
• Leads -- Capture, score, and convert leads to opportunities.
• Opportunities -- Kanban pipeline with deal stages and probability tracking.
• Accounts -- Company-level CRM records linked to clients.
• Contacts -- People linked to CRM accounts.
• Activities -- Calls, emails, meetings, tasks, and notes.

Sales

• Products -- Product and service catalog.
• Clients -- Client records, statements, and transaction history.
• Sales Pipeline -- Kanban-based deal management (Starter plan).
• Quotations -- Create and manage quotes, convert to invoices.
• Invoices -- Draft and issued invoices with sub-views.
• Recurring Invoices -- Automated recurring invoice schedules.
• Payments -- AR payments and payment tracking.

Spend

• Expenses -- AP invoices (draft and posted), other expenses, with sub-views.
• Vendors -- Vendor records and bank details.
• Purchase Orders -- Vendor purchase order management.
• Employees -- Employee directory and bank details.
• Expense Claims -- Employee expense claims and approval workflow.
• Payment Batches -- Batch processing for AP and employee reimbursements.
• Recurring Expenses -- Manage recurring expenses like rent and subscriptions.

Finance

• Chart of Accounts -- IFRS-compliant account structure.
• Journal Entries -- Manual and automated journal entries with reversals.
• Fixed Assets -- Asset management with depreciation schedules.
• Payroll -- Payroll runs, component mapping, liabilities, and legacy journal uploads.
• Bank Reconciliation -- Statement import, transaction matching, and cash flow.
• Budgeting -- Budget vs. actual tracking, variance analysis, and forecasting.

Period End

• Accruals -- Period-end accrual adjustments.
• Deferrals -- Deferred revenue (AR) and prepaid expenses (AP).
• Tax Returns -- VAT/GST filing and HMRC Making Tax Digital.

Insights

• Financial Reports -- Trial Balance, Income Statement, and Balance Sheet.
• Analytics -- Sales, spend, content, and pipeline analytics dashboards.

Tools

• Content Planner -- Calendar, list, and Kanban views for content scheduling.
• Settings -- Company, users, roles, email, tax rates, bank accounts, and audit configuration.

2. Company Management

Setting Up Your Company Profile

Navigate to Settings > Company Profile to view and update your core business information. The profile includes your legal company name, trading name (if different), company registration number, tax identification number (e.g., VAT number), registered address, phone number, and website URL. You can also upload your company logo, which will appear on all generated PDFs including invoices, quotations, and purchase orders.

All information entered here is automatically populated into document headers and footers, so it is important to keep this data accurate and current.

Managing Branches and Locations

If your business operates from multiple locations, you can add branches under Settings > Branches. Each branch can have its own name, address, phone number, and manager. Branches can be associated with transactions, allowing you to track revenue and expenses by location. When creating invoices or recording expenses, you can optionally assign them to a specific branch for more granular reporting.

Bank Account Configuration

Under Settings > Bank Accounts, you can manage all of your company's bank accounts. For each account, provide:

• Account Name -- A descriptive label (e.g., "Main Operating Account").
• Bank Name -- The financial institution.
• Account Number and Sort Code / Routing Number.
• IBAN and SWIFT/BIC -- For international transactions.
• Currency -- The currency in which the account is denominated.

Bank accounts are referenced throughout the system: during bank reconciliation, when recording payments, and on invoice and purchase order PDFs. You can designate one account as the default, which will be pre-selected in new transactions.

3. Client & Vendor Management

Adding and Managing Clients

Navigate to the Clients module from the sidebar. Click Add Client to open the creation form. Required fields include client name and email address. Optional fields include company name, phone number, billing address, shipping address, payment terms (e.g., Net 30, Net 60), preferred currency, and any internal notes.

Once a client is created, you can view their complete transaction history, including all invoices, quotations, payments, and outstanding balances. Use the search and filter features at the top of the client list to quickly locate specific records by name, email, or reference number.

Adding and Managing Vendors

The Vendors module works similarly. Click Add Vendor and enter the vendor's name, email, company, phone, address, and payment terms. Vendors also have a dedicated bank details section where you can store their account number, sort code, IBAN, and SWIFT code. This information is used when generating payment batches and purchase orders.

Each vendor record shows a history of all purchase orders, expenses, and payments associated with that supplier.

Auto-Generated Numbering System

The system automatically assigns sequential reference numbers to clients and vendors. Client numbers follow the pattern C-0001, C-0002, and vendor numbers follow V-0001, V-0002, and so on. This numbering is automatic and cannot be duplicated, ensuring consistent record-keeping. The same auto-numbering principle applies to invoices, quotations, purchase orders, and other transactional documents throughout the system.

Client Statements

Generate a comprehensive client statement by navigating to a specific client record and clicking Generate Statement. The statement summarizes all invoices, payments, credit notes, and the current outstanding balance for a given date range. Statements can be exported to PDF and sent directly to the client via email. This feature is useful for accounts receivable follow-up and periodic balance confirmations.

Vendor Statement Matching

When a supplier sends you a statement, you can reconcile it against your records without leaving Filssi. Open the vendor record and switch to the Statement Match tab. Paste the supplier's statement lines in CSV or TSV format (one line per row with date, reference, and amount), then click Match Statement. The system performs fuzzy matching against your AP invoices for that vendor, returning a side-by-side comparison with match confidence scores. Discrepancies — amounts that appear on the supplier's statement but not in your records, or vice versa — are highlighted so you can investigate and resolve them before making payment.

4. Products & Services

Creating Products and Services

The Products module lets you build a catalog of everything you sell. To add a new item, click Add Product and fill in the following fields:

• Name -- The product or service name as it will appear on invoices.
• Description -- An optional detailed description.
• Type -- Select either Product (physical goods) or Service.
• Unit Price -- The default selling price per unit.
• Cost Price -- The purchase cost for margin calculations.
• Tax Rate -- The default tax rate applied to this item.
• Revenue Account -- The general ledger account to which sales of this item are posted.

You can edit any product at any time. Changes to the unit price or tax rate apply only to future transactions and do not affect existing invoices.

Import and Export Functionality

To save time, import your product catalog in bulk using an Excel spreadsheet. Navigate to Products > Import, download the template file, populate it with your data, and upload. The system validates each row and reports any errors before committing the import. You can also export your entire product catalog to Excel at any time using the Export button for backup or offline review.

Product Integration with Invoices and Deals

Products are tightly integrated with other modules. When creating an invoice or quotation, you can select items from your product catalog, and the system auto-populates the description, unit price, and tax rate. In the Sales Pipeline, you can attach products to deals to calculate deal values and forecast revenue. This ensures consistency across all customer-facing documents and internal reports.

5. Invoicing & Quotations

Creating Quotations

Quotations (also known as estimates or proposals) allow you to present pricing to a potential or existing client before committing to an invoice. Navigate to Invoicing > Quotations and click New Quotation. Select the client, add line items from your product catalog or enter custom items, apply applicable tax rates, and set an expiry date. The system generates a unique quotation number automatically.

Quotations can be saved as drafts, sent to the client via email as a PDF attachment, and tracked by status: Draft, Sent, Accepted, Rejected, or Expired.

Converting Quotations to Invoices

When a client accepts a quotation, you can convert it to an invoice with a single click. Open the accepted quotation and click Convert to Invoice. All line items, quantities, prices, and tax rates are carried over. The system creates a new invoice record linked to the original quotation for full audit traceability. You can make adjustments to the new invoice before issuing it.

Creating and Issuing Invoices

To create an invoice directly, navigate to Invoicing > Invoices and click New Invoice. Select a client, add line items, choose the invoice date and due date, and apply any discounts or notes. The invoice total is calculated automatically, including line-item subtotals, tax amounts, and the grand total.

Invoice statuses are driven by the state of associated payments:

• Draft -- Not yet finalized or sent.
• Sent -- Issued to the client.
• Partially Paid -- One or more payments recorded but balance remains.
• Paid -- Full amount received.
• Overdue -- Past the due date with an outstanding balance.

PDF Export and Email Sending

Every invoice and quotation can be exported to a professionally formatted PDF. The PDF includes your company logo, address, client details, line items, tax breakdown, payment terms, and bank details. Click Download PDF to save locally, or use Send via Email to deliver it directly to the client's inbox. The email body is customizable and includes the PDF as an attachment.

Recurring Invoices

For clients on retainer or subscription arrangements, set up recurring invoices. When creating or editing an invoice, enable the Recurring option and specify the frequency (weekly, monthly, quarterly, or annually) and the number of recurrences or an end date. The system will automatically generate and optionally send new invoices on the scheduled dates, reducing manual work and ensuring timely billing.

Purchase Order (PO) Tracking

Invoices can reference a client's purchase order number for cross-referencing. When creating an invoice, enter the PO number in the designated field. This number will appear on the invoice PDF and in the invoice list, making it easy to match invoices to client POs during reconciliation and payment follow-up.

AR Invoice Approval Workflow

On Growth and Pro plans, AR invoices follow a formal approval process before they can be issued to clients. This ensures that all outgoing invoices are reviewed and signed off by an authorised person. The workflow has four stages:

1. Draft — The invoice is created and can be edited freely. It is not visible to the client.
2. Submitted — A staff member with the Submit Invoice permission sends the invoice for review.
3. Approved / Rejected — An approver with the Approve Invoice permission either approves or rejects the submission. Rejected invoices return to Draft with a reason, and the submitter is notified.
4. Issued — An approved invoice can be issued to the client, triggering the PDF email and updating the invoice status.

Every status change is recorded in the invoice audit trail, including the timestamp and the user who performed the action. You can configure the approval permission in Settings > Users & Roles.

Overdue Reminders

For invoices that are past their due date, a Send Reminder button is available on the invoice detail view. Clicking it sends a formatted reminder email to the client containing the outstanding balance, due date, and a link to the client portal for online payment. The reminder is logged in the invoice's audit trail so you can track communication history.

6. Payments

Recording AR Payments

When you receive a payment from a client, navigate to Payments > AR Payments and click Record Payment. Select the client, choose the invoice(s) being paid, enter the amount received, the payment date, and the payment method (bank transfer, card, cash, cheque, or other). The system automatically updates the invoice status from Sent to Partially Paid or Paid. If the payment amount covers multiple invoices, you can allocate portions across them.

Each payment creates corresponding journal entries: debiting the bank account and crediting the accounts receivable ledger.

Vendor Payments (Partial Payments)

Record payments made to vendors under Payments > Vendor Payments. Select the vendor, choose the purchase order or expense being settled, enter the amount, and select the payment method. The system supports partial payments, allowing you to pay a portion of an outstanding bill and track the remaining balance. Multiple partial payments can be recorded against the same purchase order until the full amount is cleared.

Payment Batches

For efficiency, you can group multiple vendor payments into a single batch. Navigate to Payments > Payment Batches and click Create Batch. Select the vendors and the amounts to include, review the total, and approve the batch. Payment batches generate a summary report that can be used as a remittance advice or submitted to your bank for bulk processing. Each line item within the batch links back to its source document for traceability.

Payment Methods

Configure the available payment methods under Settings > Payment Methods. Default methods include Bank Transfer, Credit Card, Cash, and Cheque. You can add custom methods to match your business workflows, such as PayPal, Stripe, or Direct Debit. Each payment recorded in the system references one of these methods, enabling you to filter and report on payments by method.

Bulk Invoice Payment

The Bulk Pay feature lets you settle multiple outstanding AR invoices in a single operation — ideal for clients who pay a lump sum covering several invoices at once. To use it:

1. Navigate to Invoices and filter to Issued invoices.
2. Tick the checkboxes on the invoices you wish to settle, then click 💳 Bulk Pay in the action bar.
3. In the modal, review the selected invoices and their outstanding balances. Enter the total payment amount received, choose the payment date, payment method, and optionally a bank account and reference.
4. Click Apply Payment. Filssi allocates the amount across the selected invoices in order (oldest first), updating each invoice to Partially Paid or Paid as the allocation is exhausted.

Each allocation creates a separate payment record and corresponding GL journal entry (debit bank / credit AR). If the total amount entered is less than the combined balance, invoices are settled in turn until the funds run out — any remaining invoices keep their Issued status. A period-close guard prevents payments from being posted into a closed AR period.

7. Expenses

Recording Expenses

Navigate to Expenses and click Add Expense. Enter the date, vendor (or payee), category (mapped to a chart of accounts expense code), amount, tax rate, and a description. You can assign the expense to a specific branch or project for tracking purposes. Each expense is posted to the general ledger automatically, debiting the relevant expense account and crediting accounts payable or the bank account.

Receipt Uploads

Attach a receipt image or PDF to any expense record. Click the Upload Receipt button on the expense form and select the file from your device. Supported formats include JPEG, PNG, and PDF. The receipt is stored securely and linked to the expense for audit purposes. You can view or download the receipt at any time from the expense detail page.

Employee Expense Claims

Employees can submit expense claims for reimbursement. An expense claim groups multiple individual expense lines into a single submission. Each line includes the date, description, category, amount, and an optional receipt upload. Once submitted, the claim moves into the approval workflow. Claims can be saved as drafts before submission, allowing employees to accumulate expenses over a period before requesting reimbursement.

Expense Approval Workflow

Expense claims follow a structured approval process:

1. The employee creates and submits the claim.
2. The designated approver (typically a manager or admin) receives a notification and reviews the claim, including all line items and receipts.
3. The approver either approves or rejects the claim, with an optional comment.
4. Approved claims are queued for payment and post the corresponding journal entries.
5. Rejected claims are returned to the employee with feedback for correction and resubmission.

Approval permissions are controlled through the role-based access system. Only users with the Approver or Admin role can approve or reject claims.

Mileage Log

Filssi maintains an automatic mileage log from all expenses recorded with the Mileage category. To view it, navigate to Expenses and click 🚗 Mileage Log. The log displays each trip as a row showing the date, description, distance (miles or km), rate per mile/km, and the calculated reimbursement amount. A summary at the bottom shows total distance and total reimbursement across all recorded trips.

To add a mileage entry, create a standard expense, set the category to Mileage, and enter the distance and applicable rate in the description or amount fields. All such entries appear automatically in the Mileage Log.

Recurring Expenses

Recurring expenses let you automate the creation of expenses that repeat on a fixed schedule — for example, monthly software subscriptions, rent, or lease payments. To set up a recurring expense:

1. Navigate to Expenses and click Recurring.
2. Click New Recurring Expense and complete the form: description, category, amount, currency, frequency (daily, weekly, monthly, quarterly, annually), the next due date, and an optional end date.
3. Save the record. Filssi will automatically generate the expense on each due date and advance the schedule to the next occurrence.

The scheduler runs once per day at startup. If a recurring expense reaches its end date it is automatically deactivated. You can deactivate a recurring expense at any time by toggling the Active switch on the record.

8. Purchase Orders

Creating Purchase Orders

Navigate to Purchase Orders and click New Purchase Order. Select the vendor, add line items with descriptions, quantities, unit prices, and tax rates. Set the order date and expected delivery date. The system assigns a unique PO number automatically (e.g., PO-0001). Purchase orders pass through the following statuses: Draft, Sent, Partially Received, Received, and Cancelled.

Purchase orders help you formalize procurement, track outstanding orders, and maintain a clear audit trail of vendor commitments.

Vendor Linking

Each purchase order is linked to a vendor record. This association allows the system to automatically pull in the vendor's address, payment terms, and bank details. When you view a vendor's profile, all related purchase orders are listed, giving you a complete picture of your procurement history with that supplier. If you record a vendor payment and reference a purchase order, the PO status updates accordingly.

PDF Export

Purchase orders can be exported to a professional PDF document that includes your company details, the vendor's information, line items with quantities and prices, tax summary, and total amount. Click Download PDF to save locally or Send via Email to deliver the PO directly to the vendor. The PDF layout mirrors the invoice format for a consistent, professional appearance across all outgoing documents.

PO 3-Way Match Badge

When a vendor (AP) invoice is linked to a purchase order, a match badge is displayed on the invoice detail view:

• ✓ PO Match (green) — The invoice total is within ±5% of the linked PO total. The invoice is safe to approve for payment.
• ⚠ PO Mismatch (red) — The invoice total differs by more than 5% from the PO. Investigate with the vendor before processing payment.

This automatic check prevents over-billing and supports a 3-way matching control (PO → Goods Receipt → Invoice) without any manual comparison.

9. Sales Pipeline

Kanban Board Overview

The Sales Pipeline presents your deals in a visual Kanban board. Each column represents a stage in your sales process, and deal cards can be dragged and dropped between columns to reflect their progress. Default stages include Lead, Qualified, Proposal, Negotiation, and Won/Lost. You can customise the stage names and order to match your unique sales workflow.

The board header displays summary metrics: total pipeline value, number of active deals, and the win rate for the current period.

Managing Deals and Stages

Click New Deal to create a deal record. Enter the deal name, associate it with a client, set the expected value, probability of closing, expected close date, and assign it to a team member. As the deal progresses, move it through the stages on the Kanban board. At each stage, you can add notes, log activities, and attach relevant documents.

When a deal is marked as Won, you can convert it into an invoice or quotation with a single click, carrying over the deal's product lines and values.

Deal Products and Values

Attach products from your catalog to each deal to define exactly what is being sold. For each product line, specify the quantity and unit price. The deal value is calculated as the sum of all product lines. Weighted pipeline value is calculated by multiplying the deal value by the probability percentage, giving you a realistic forecast of expected revenue. These figures feed into the pipeline summary on the dashboard and in sales reports.

10. Accounting

Chart of Accounts (IFRS)

The Chart of Accounts is the foundation of your accounting system. Filssi ships with an IFRS-compliant default chart, organized into five top-level categories:

• Assets -- Current assets, non-current assets, fixed assets, and bank accounts.
• Liabilities -- Current liabilities (accounts payable, accruals, tax payable) and non-current liabilities.
• Equity -- Share capital, retained earnings, and reserves.
• Revenue -- Sales income, service revenue, and other income.
• Expenses -- Operating expenses, cost of sales, administrative expenses, and depreciation.

You can add, edit, or deactivate accounts as needed. Each account has a unique code, name, type, and category. Sub-accounts can be nested for more granular tracking. Navigate to Accounting > Chart of Accounts to manage the full list.

Journal Entries and Reversals

All financial transactions ultimately flow through journal entries. While most journals are created automatically by the system (when you create invoices, record payments, or log expenses), you can also create manual journal entries for adjustments, corrections, or complex transactions that are not covered by standard modules.

Navigate to Accounting > Journal Entries and click New Entry. Enter the date, reference, description, and add debit/credit lines. The system enforces double-entry principles: total debits must equal total credits, and you cannot save an unbalanced entry.

To reverse a posted journal entry, open the entry and click Reverse. This creates a new entry with the debit and credit amounts swapped, effectively nullifying the original. The reversal is linked to the original entry for traceability.

Financial Reports

The system generates three core financial reports:

• Trial Balance -- Lists all accounts with their debit and credit balances as of a given date. Use this to verify that total debits equal total credits and to identify unusual balances.
• Income Statement (Profit & Loss) -- Summarizes revenue, cost of sales, gross profit, operating expenses, and net profit for a selected period. The report can be filtered by branch, date range, or comparison period.
• Balance Sheet -- Shows the company's financial position at a point in time, listing assets, liabilities, and equity. The balance sheet always balances: Assets = Liabilities + Equity.

All reports can be exported to Excel for further analysis or presentation. Use the date range selector and comparative period options to generate month-over-month or year-over-year views.

Accruals and Deferrals

Accruals and deferrals ensure that revenue and expenses are recognized in the correct accounting period, regardless of when cash changes hands.

• Accruals -- Record revenue earned or expenses incurred that have not yet been invoiced or paid. For example, if you provide services in January but invoice in February, an accrual journal recognizes the revenue in January.
• Deferrals -- Record payments received or made in advance that relate to future periods. For example, if a client pays a 12-month retainer upfront, a deferral spreads the revenue recognition across 12 months.

The system supports automated period-end accrual generation. When closing a period, the accruals engine identifies transactions that span periods and generates the appropriate journal entries and reversals automatically.

Period Closing

At the end of each accounting period (typically monthly or quarterly), you should close the period to prevent further modifications. Navigate to Accounting > Period Closing, select the period, review the pre-close checklist, and confirm. Once closed, no new transactions can be posted to that period. Period closing also triggers automated accrual and deferral journal entries. If necessary, a period can be reopened by an administrator, though this action is logged in the audit trail.

Fixed Assets and Depreciation

Track your company's fixed assets under Accounting > Fixed Assets. Add an asset by entering its name, acquisition date, purchase cost, useful life (in years or months), residual value, and depreciation method (straight-line or reducing balance). The system automatically calculates and posts monthly depreciation journal entries, reducing the asset's book value over time. You can view each asset's depreciation schedule, current net book value, and disposal history.

Payroll Journals

While the system does not process payroll directly, it supports payroll journal uploads for general ledger integration. Export your payroll data from your payroll provider into an Excel template, then import it under Accounting > Payroll Journals. Each row maps to a journal entry line with the appropriate debit and credit accounts (e.g., debit Salaries Expense, credit Salaries Payable and Tax Payable). This ensures that payroll costs are accurately reflected in your financial reports.

Backfill Tool

The Backfill tool allows you to post historical transactions that occurred before you started using the system. Navigate to Accounting > Backfill and enter transactions for past periods. The tool validates each entry against the chart of accounts and ensures double-entry compliance. Use backfill to align your ledger with your actual financial history, ensuring that reports are accurate from day one.

11. Bank Reconciliation

Importing Bank Statements

Navigate to Bank Reconciliation and click Import Statement. Upload your bank statement file in CSV, OFX, or QIF format. Select the bank account and the statement date range. The system parses the file and displays all transactions with their dates, descriptions, and amounts. Duplicate detection prevents the same statement from being imported twice.

Matching Transactions

Once imported, the system attempts to automatically match bank transactions to existing ledger entries (invoices, payments, and expenses) based on amount, date proximity, and reference numbers. Matched transactions are highlighted for your review. For unmatched items, you can:

• Match manually -- Search for and link a bank transaction to an existing ledger entry.
• Create a new transaction -- If the bank entry represents a previously unrecorded transaction, create the corresponding invoice, payment, or expense directly from the reconciliation screen.
• Mark as reconciled -- Confirm that matched pairs are correct and lock them.

The reconciliation summary shows the bank statement balance, the ledger balance, unmatched items, and the difference. Your goal is to bring the difference to zero, confirming that your books match the bank.

Multi-Currency Reconciliation (IAS 21)

If you have bank accounts in multiple currencies, the reconciliation module handles exchange rate differences in full compliance with IAS 21 — The Effects of Changes in Foreign Exchange Rates.

Recording foreign currency transactions: When importing or manually entering a bank statement line, you can set the Foreign Currency, Foreign Amount, and the FX Rate that applied on the transaction date. For example, a USD bank account credit of $1,250 at a rate of 1.2500 would record £1,000 in your reporting currency.

Automatic FX gain / loss journaling: When you match a foreign currency bank transaction to an existing ledger entry (such as a foreign currency invoice payment), Filssi compares the FX rate on the original transaction to the rate on the bank entry. If the rates differ, the system automatically posts a balanced FX adjustment journal:

• FX Gain: Dr Bank Account (1200) / Cr Foreign Exchange Gain (7200)
• FX Loss: Dr Foreign Exchange Loss (7200) / Cr Bank Account (1200)

These journals are created silently at the time of matching and are visible under Finance > Journal Entries, tagged with the bank transaction reference. This ensures your reporting-currency bank balance always reflects the actual Sterling value, with gains and losses correctly separated in the P&L under account 7200.

The reconciliation summary shows balances in both the transaction currency and your reporting currency (GBP by default), so you can see at a glance whether any residual difference is a timing issue or an unrecognised FX movement.

12. Tax Returns

VAT/GST Calculations

Navigate to Tax Returns to prepare your periodic tax filings. The system aggregates all transactions for the selected period and calculates the tax position automatically:

• Output VAT -- Tax collected on sales invoices.
• Input VAT -- Tax paid on purchases and expenses.
• Net VAT -- The difference between output and input VAT, representing the amount payable to (or recoverable from) the tax authority.

The calculation breaks down by tax rate, showing totals for standard-rated, reduced-rated, zero-rated, and exempt transactions. Review the breakdown to verify accuracy before filing.

Filing Workflow

The tax return follows a structured workflow:

1. Select the tax period (month, quarter, or year).
2. The system generates a draft return with all calculated figures.
3. Review each box or line item. Drill down into any figure to see the underlying transactions.
4. Make any manual adjustments if needed (e.g., for partial exemption or bad debt relief).
5. Mark the return as final and submit.

Once submitted, the return is locked and cannot be modified. An audit trail records who prepared and submitted the return, and when.

HMRC MTD Integration

For UK-based businesses, Filssi supports Making Tax Digital (MTD) for VAT. Connect your HMRC account by entering your Government Gateway credentials under Settings > Tax > HMRC MTD. Once connected, you can:

• Retrieve open VAT obligations (return periods and deadlines).
• Submit VAT returns directly to HMRC from within the system.
• View the status of submitted returns and any payments due.

The integration ensures compliance with MTD requirements, maintaining digital records and providing a digital link from source data through to the submitted return.

12b. CT Review & Calculation

What This Module Does

Navigate to CT Review & Calculation in the Accounting section of the sidebar. This module provides a structured workflow to:

• Pre-fill CT figures (turnover, income, profit) directly from posted General Ledger journal entries.
• Apply the correct Corporation Tax rate (25% main rate, 19% small profits, or 26.5% marginal relief).
• Calculate the estimated CT liability.
• Record notes and adjustments for the accounting period.
• Store the calculation as a reviewable record (Draft / Finalised).

Creating a CT Calculation

1. Click New CT Calculation.
2. Set the accounting period start and end dates (your company's financial year, not a tax quarter).
3. Click Pre-fill from GL — Filssi queries all posted journal entries in the period, sums revenue and expense accounts, and populates Turnover, Net Profit, and Taxable Profit automatically.
4. Review and adjust figures as needed (e.g., add back disallowable expenditure, apply capital allowances).
5. Select the applicable CT rate: 25% (profits over £250,000), 19% (profits under £50,000 — small profits rate), or 26.5% (marginal relief band £50,001–£250,000).
6. The CT Liability calculates automatically. Add any notes and click Save Draft CT Return.

CT UTR

Your 10-digit Corporation Tax Unique Taxpayer Reference (CT UTR) can be stored under Settings → HMRC MTD → Corporation Tax Assistant for reference. It is not used for any HMRC API call — it is kept purely as a record alongside your CT calculations.

Filing Your CT Return

Once you have reviewed your CT calculation in Filssi, you must file the CT600 separately using:

• HMRC's CT Online service — file CT600 with iXBRL-tagged accounts and computations.
• Your accountant's tax filing software (e.g., TaxCalc, Iris, Digita).
• HMRC's free filing service for companies with simple tax affairs.

The deadline for filing and paying Corporation Tax is 9 months and 1 day after the end of your accounting period (e.g., for a year ending 31 March 2025, file and pay by 1 January 2026).

CT600 XML Export

Once you have reviewed and finalised a CT calculation, click Download CT600 XML on the return detail page. Filssi generates a structured XML file containing all standard CT600 boxes populated from your calculation:

• Box 30/35 — Accounting period start and end
• Box 145 — Total turnover from trade
• Box 155 — Net trading profit / loss
• Box 295 — Total profits chargeable to Corporation Tax
• Box 326/327 — CT rate applied (19% small profits / 26.5% marginal relief / 25% main rate)
• Box 430 — CT chargeable
• Box 440 — Marginal relief deducted (auto-calculated for profits between £50,001 and £250,000)
• Box 474 — CT payable after marginal relief

12c. MTD Income Tax Self Assessment (ITSA)

What This Module Does

Navigate to Tax > MTD ITSA in the sidebar. This module lets you record and review Self Assessment income data across one or more tax years in preparation for MTD ITSA filing. It is designed for sole traders, freelancers, content creators, and landlords who will be within scope of MTD ITSA.

Connecting to HMRC

Even though live submission is not yet available, you can still connect your HMRC account so the OAuth credentials are in place when the API opens. Go to Settings > HMRC MTD > MTD ITSA and click Connect to HMRC. You will be redirected to the HMRC authorisation page. Grant access using the scopes read:self-assessment and write:self-assessment. Once authorised, Filssi stores your access and refresh tokens securely.

Self Assessment UTR

Enter your 10-digit Self Assessment Unique Taxpayer Reference (UTR) under Settings > HMRC MTD > MTD ITSA. This is the UTR on your HMRC Self Assessment notices — different from your Corporation Tax UTR if you also run a limited company.

Creating and Managing ITSA Returns

1. Click New ITSA Return and select the tax year (e.g., 2025-26).
2. Click Pre-fill from GL — Filssi reads posted journal entries for the period and populates income sources, total income, allowances, taxable income, and estimated tax due.
3. Review and adjust figures. Add notes or income source breakdowns as needed.
4. Save as Draft. You can return and update at any time before filing.

Mandatory Rollout Timeline

• April 2026 — Sole traders and landlords with total income over £50,000
• April 2027 — Income over £30,000
• April 2028 — Income over £20,000

Check whether you are in scope using the HMRC eligibility checker.

When Direct Submission Becomes Available

Once HMRC opens the MTD ITSA API for general third-party use, Filssi will enable direct submission automatically — no upgrade or reinstallation required. The Submit to HMRC button will activate and send your return using the stored OAuth token, including all required fraud prevention headers. You will be notified via the in-app notification centre when this goes live.

13. Content Planner

Calendar, List, and Kanban Views

The Content Planner provides three distinct views for managing your content creation workflow:

• Calendar View -- A monthly calendar displaying content items on their scheduled publication dates. Drag and drop items to reschedule. Color-coded labels indicate content type (blog, video, social post, newsletter, etc.).
• List View -- A tabular list of all content items with sortable columns for title, status, platform, scheduled date, and assignee. Use filters to narrow the view by status, content type, or date range.
• Kanban View -- A board with columns representing content stages: Idea, Draft, In Review, Scheduled, and Published. Drag cards between columns as they progress through your editorial workflow.

Content Series and Campaigns

Group related content items into a Series or Campaign. A series represents an ongoing content theme (e.g., a weekly tips column), while a campaign is time-bound (e.g., a product launch sequence). Each series or campaign has a name, description, date range, and a list of associated content items. This grouping helps you plan holistically and track the performance of coordinated content efforts.

Scheduling and Templates

Set a specific publication date and time for each content item. The planner displays upcoming scheduled items in a timeline for easy review. To speed up content creation, define Templates for common content types. A template pre-fills fields such as the title format, default platform, category, and a content outline. When creating a new content item, select a template to start with a consistent structure, then customize as needed.

14. Reports & Analytics

Dashboard KPIs

The main dashboard surfaces key performance indicators that update in real time:

• Total Revenue -- Sum of all paid and partially paid invoices for the current period.
• Outstanding Receivables -- Total amount still owed by clients.
• Outstanding Payables -- Total amount owed to vendors.
• Cash Position -- Current bank balance across all accounts.
• Pipeline Value -- Total and weighted values of open deals.
• Expenses This Period -- Total expenses recorded in the current period.

Each KPI card links to a detailed view where you can explore the underlying data.

Aged AR / AP Widget

The dashboard includes an Aged Receivables & Payables widget that displays your outstanding AR and AP balances split into aging buckets: Current (not yet due), 1–30 days overdue, 31–60 days, 61–90 days, and 90+ days overdue. All amounts are converted to your reporting currency for consolidated visibility. This widget gives you an immediate view of cash collection risk and upcoming payment obligations without having to run a separate aging report.

Sales Reports

Under Reports > Sales, you will find reports covering:

• Revenue by Client -- Breakdown of income by client for a selected period.
• Revenue by Product -- Identify your best-selling products or services.
• Invoice Aging -- Groups outstanding invoices into aging buckets (Current, 1-30 days, 31-60 days, 61-90 days, 90+ days) to highlight overdue accounts.
• Sales by Period -- Monthly or quarterly revenue trends with optional comparison to previous periods.

Financial Analytics

Financial analytics reports extend beyond the standard financial statements. Available reports include:

• Expense Analysis -- Breakdown of expenses by category, vendor, or branch.
• Gross Margin Analysis -- Compare revenue against cost of sales by product or service.
• Cash Flow Overview -- Track cash inflows and outflows by category over time.
• Budget vs. Actual -- Compare actual figures against budget targets to identify variances.

Excel Export

All reports throughout the system can be exported to Excel (XLSX) format. Click the Export to Excel button on any report page to download the data in a structured spreadsheet. The export preserves the report's columns, filters, and formatting, making it ready for further analysis, presentation, or sharing with stakeholders who may not have access to the system.

15. CRM (Customer Relationship Management)

Overview

The CRM module provides a complete customer relationship management system to track leads, manage opportunities, maintain account and contact records, and log all sales activities. Basic CRM (Leads & Opportunities) is available on all plans; advanced CRM features (Activities, Timeline, Accounts, Contacts) are available on Growth and Pro. Navigate to CRM in the sidebar to access its sub-modules.

CRM Dashboard

The CRM Dashboard gives you a quick overview of your sales pipeline health. Key metrics include total pipeline value, weighted pipeline (adjusted by win probability at each stage), number of open opportunities, deals at risk, and upcoming follow-ups. Charts visualize pipeline distribution by stage and monthly deal trends.

Leads

Capture and qualify incoming prospects under CRM > Leads. Each lead record includes the contact name, company, email, phone, source (e.g., website, referral, event), and a lead score. You can set the lead status to New, Contacted, Qualified, or Disqualified. Qualified leads can be converted into opportunities with one click, automatically creating linked account and contact records.

Opportunities

Opportunities represent active deals in your pipeline. They are displayed on a Kanban board with six stages: Lead, Qualified, Proposal Sent, Negotiation, Closed Won, and Closed Lost. Drag and drop cards between stages, or click to open the full detail view. Each opportunity tracks the deal value, expected close date, win probability, assigned owner, and linked account/contact.

Key features include:

• Stage history tracking -- Every stage change is logged with timestamp and user, so you can review the deal's progression.
• Next-action enforcement -- The system prompts you to set a next action whenever an opportunity advances, ensuring no deal falls through the cracks.
• Quote and invoice creation -- Generate quotations or invoices directly from an opportunity, with the deal value and client details pre-filled.
• Auto-advance on quote acceptance -- When a linked quotation is accepted, the opportunity stage advances automatically.

Accounts

Accounts are company-level records linked to your client directory. Navigate to CRM > Accounts to view all accounts, each showing the company name, industry, annual revenue, and number of linked contacts and opportunities. Accounts consolidate the full history of interactions, deals, and invoices for each client organisation.

Contacts

Contacts are individual people linked to accounts. Each contact record includes their name, job title, email, phone, and the account they belong to. You can log activities against contacts and track their involvement across multiple opportunities.

Activities

Log every interaction with prospects and clients under CRM > Activities. Activity types include Calls, Emails, Meetings, Tasks, and Notes. Each activity records the date, type, subject, description, duration, and the linked opportunity, account, or contact. Activities appear on a timeline view, giving you a chronological history of all interactions with each customer.

16. Budgeting

Overview

The Budgeting module lets you set financial targets by account and fiscal year, then track actual performance against those targets in real time. It is available on the Growth and Pro plans. Navigate to Budgeting in the sidebar to get started.

Creating Budgets

Select a fiscal year and an account from your Chart of Accounts. Enter the budgeted amount for the full year, or break it down by month for more granular tracking. You can set budgets for both revenue accounts (targets) and expense accounts (spending limits). Each budget entry includes an optional notes field for context.

Bulk Budget Entry

For efficiency, use the Bulk Budget feature to enter budgets for multiple accounts at once. You can also download an Excel template pre-populated with your accounts, fill in the amounts offline, and import the completed template back into the system.

Budget vs. Actual Comparison

The comparison view shows each budgeted account alongside its actual balance from the ledger. Key columns include the account code and name, budgeted amount, actual amount, variance (over or under budget), and utilisation percentage. Revenue accounts are flagged when actuals fall below target; expense accounts are flagged when actuals exceed budget.

A Source / GL toggle at the top of the comparison view lets you switch the actuals data source:

• Source Documents — Actuals are derived from AR invoices, AP invoices, and expense records.
• GL Journal Lines — Actuals are pulled directly from posted journal entry lines, giving you exact GL-accurate figures that match your Trial Balance and financial statements.

Use the GL mode for financial reporting and board packs; use Source Documents mode for quick operational reviews.

Budget Approval Workflow

Budgets can follow a formal approval process. After creating a budget, click Submit for Approval to send it for review. An authorised approver can then approve or reject the budget with comments. Approved budgets are locked for editing; rejected budgets return to Draft. The workflow status is displayed on the budget list: Draft, Submitted, Approved, or Rejected. This ensures budget commitments go through proper governance before actuals are compared against them.

Department and Cost Centre Tagging

On the Pro plan, budgets can be tagged to a specific Department or Cost Centre. This allows you to run budget vs. actual comparisons filtered by organisational unit — for example, comparing the Marketing department's advertising spend against its budget independently of other departments. Dimension tags on budgets flow through to all comparison and export reports.

Excel Export

Export the full budget vs. actual report to Excel with one click. The export includes a summary sheet with totals for budgeted expenses, budgeted revenue, actual expenses, actual revenue, and overall variances. Use this for board presentations, management reviews, or offline analysis.

17. Payroll

Overview

The Payroll module is a native UK payroll engine built directly into Filssi. It calculates PAYE income tax, National Insurance (employee and employer, all NI categories), pension auto-enrolment, salary sacrifice, statutory pay (SSP, SMP, SPP, SAP, ShPP, SPBP, SNCP), student loan deductions (Plans 1–5 and PGL), Director NI, Apprenticeship Levy, and all other payroll components — using 2026/27 HMRC rates. No separate payroll provider or licence is required. After confirming a payroll run, the system automatically posts the journal entries to your General Ledger and generates an HMRC FPS XML file for submission.

2026/27 Key Rates at a Glance

Filssi is pre-loaded with the following 2026/27 HMRC rates. These are applied automatically and require no manual configuration:

• Personal Allowance (PAYE) — £12,570 per year (equivalent to tax code 1257L)
• Basic Rate Income Tax — 20% (£12,571–£50,270)
• Higher Rate Income Tax — 40% (£50,271–£125,140)
• Additional Rate Income Tax — 45% above £125,140
• Employee NI (Category A) — 8% on earnings between Primary Threshold (£12,570) and Upper Earnings Limit (£50,270); 2% above UEL
• Employee NI (Category B — married women / widows reduced rate) — 1.85% PT–UEL; 2% above UEL
• Employer NI Rate — 15% from Secondary Threshold (was 13.8% prior to April 2025)
• NI Secondary Threshold (Employer) — £5,000/yr
• NI Lower Earnings Limit (LEL) — £6,708/yr (£129/week) — earnings at or above LEL build State Pension entitlement, but no NI is actually due below PT
• Statutory Sick Pay (SSP) — £123.25 per week
• Statutory Maternity / Paternity / Adoption / Shared Parental / Parental Bereavement / Neonatal Pay — £194.32 per week
• Student Loan Plan 1 threshold — £26,900/yr
• Student Loan Plan 2 threshold — £29,385/yr
• Student Loan Plan 3 (PGL) threshold — £21,000/yr
• Student Loan Plan 4 threshold — £33,795/yr
• Student Loan Plan 5 threshold — £25,000/yr (England/Wales new-style loans from Aug 2023, first repayments April 2026)

Employee Setup for Payroll

Before running payroll, ensure each employee record under Employees is fully configured:

• NI Number — The employee's National Insurance number (format: AB123456C). Required for FPS XML.
• Tax Code — HMRC tax code (e.g., 1257L, BR, D0, K100, NT, 0T). Defaults to 1257L if not set.
• NI Category — The NI letter for this employee (see table below). Most employees use Category A.
• Director flag — Tick if the employee is a company director. Director NI is calculated using the cumulative annual method rather than the standard periodic method.
• Student Loan Plan — If applicable, select Plan 1, 2, 3 (PGL), 4, or 5. The system will deduct student loan repayments automatically at the correct 2026/27 threshold for the selected plan.
• Bank Details — Account name, sort code, account number, and payment reference. Required for salary payment batch generation.
• Pay Mapping — Link the employee to their standard payroll component set (used when creating runs).
• Pay Frequency — Select how often this employee is paid. Supported frequencies: Weekly, 2-Weekly (fortnightly), 4-Weekly, Lunar (every 4 weeks on a lunar schedule), Monthly, Quarterly, Bi-annually, Annually, and One-off / Irregular. The pay frequency determines the per-period PAYE and NI thresholds used in each calculation, and drives the PayFreq code in the HMRC FPS XML.
• Hours Per Week — Used to determine the HMRC HoursWorked band reported in FPS: A (up to 15.99 hrs), B (16–23.99 hrs), C (24–29.99 hrs), D (30+ hrs). Also used to calculate gross pay for hourly-rate employees.

NI Categories Explained

Select the correct NI category for each employee. The most common is Category A:

• A — Standard employees aged 21–state pension age (most common)
• B — Married women and widows with a valid reduced liability (MWRR) election — employee NI at 1.85% PT–UEL, 2% above
• C — Employees who have reached state pension age (no employee NI; employer NI still applies from ST)
• H — Apprentices under 25 (employee NI standard; employer NI 0% up to Upper Secondary Threshold £50,270)
• J — Employees deferring NI because they already pay through another employment
• M — Employees under 21 (employee NI standard; employer NI 0% up to UST £50,270)
• V — Veterans in their first year of civilian employment (employer NI 0% up to UST)
• X — No NI due for either employee or employer (e.g. certain mariners or special contracted-out arrangements)
• Z — Employees under 21 who are also deferring NI
• F, I, L, N — Freeport and Investment Zone categories (special 0% employer NI band up to zone upper threshold; not commonly used)

Tax Codes

Filssi handles all standard HMRC tax codes. The tax code determines how much income tax is deducted from each employee:

• 1257L — Standard code for most employees; personal allowance of £12,570. Operated cumulatively across the year.
• BR — Basic Rate (20%) applied to all earnings from this source (no personal allowance). Used for second jobs.
• D0 — Higher Rate (40%) applied to all earnings. Also used for second jobs with higher-rate taxpayers.
• D1 — Additional Rate (45%) applied to all earnings.
• NT — No Tax deducted (used for expenses and when instructed by HMRC).
• 0T — No personal allowance; tax deducted on a non-cumulative (week 1/month 1) basis. Used when a P45 has not been provided.
• K codes (e.g., K100) — Negative allowance codes; tax is calculated as if the employee owes additional tax. The system handles K code deductions correctly.
• W1/M1 suffix — Week 1 or Month 1 basis; tax is calculated on a non-cumulative basis each period. Append W1 or M1 to any code (e.g., 1257L W1).

Component Mapping

Before creating payroll runs, configure your component-to-GL-account mappings under Payroll > Component Mapping. Each payroll component code is mapped to the appropriate General Ledger account so that journal entries are posted correctly when a run is confirmed. The system ships with a default UK payroll mapping that covers all standard components. Verify or customise the mapping to match your chart of accounts:

• BASIC — Basic Salary → Wages & Salaries Expense (Dr) / Wages Payable (Cr)
• OVERTIME — Overtime Pay → same as BASIC
• PAYE — Income Tax → Wages Payable (Dr) / PAYE Payable (Cr)
• NI_EE — Employee NI → Wages Payable (Dr) / NI Payable (Cr)
• NI_ER — Employer NI → Employer NI Expense (Dr) / NI Payable (Cr)
• PENSION_EE — Employee Pension → Wages Payable (Dr) / Pension Payable (Cr)
• PENSION_ER — Employer Pension → Employer Pension Expense (Dr) / Pension Payable (Cr)
• SL_EE — Student Loan → Wages Payable (Dr) / Student Loan Payable (Cr)
• SSP / SMP / SPP — Statutory Pay → Statutory Pay Expense (Dr) / Wages Payable (Cr)
• AEO / DEO — Attachment of Earnings Orders → Wages Payable (Dr) / AEO Payable (Cr)

Each component also has a type field: EARNING, DEDUCTION, or EMPLOYER_COST. The system enforces correct type classification — employer-side components (NI_ER, PENSION_ER, AE_ER) are always marked EMPLOYER_COST and cannot be misclassified as EARNING.

Pension Auto-Enrolment

Filssi supports workplace pension auto-enrolment under The Pensions Regulator requirements:

• Employee (EE) contributions are deducted from gross pay via the PENSION_EE component.
• Employer (ER) contributions are an additional employer cost via the PENSION_ER (or AE_ER) component.
• Minimum contributions: 5% EE (including 1% tax relief) and 3% ER under auto-enrolment. Custom contribution rates can be entered freely.
• Pension contributions are posted to a Pension Payable liability account in the GL and appear as a tracked payroll liability with the HMRC due date (19th of the following month).

Salary Sacrifice

Salary sacrifice arrangements (e.g., for pension, childcare vouchers, cycle-to-work) reduce the employee's contractual gross pay before NI and income tax are calculated, resulting in NI savings for both employee and employer. In Filssi, enter salary sacrifice amounts as a SALARY_SACRIFICE component (type: DEDUCTION) with a negative amount. The component reduces the NI-able pay automatically. Ensure your GL mapping for the sacrifice component credits the appropriate benefit or pension payable account.

Statutory Pay: SSP, SMP, SPP, SAP, ShPP, SPBP, and SNCP

Statutory payments are handled as separate EARNING-type components within the payroll run:

• Statutory Sick Pay (SSP) — £123.25 per week (2026/27). Paid from day 4 of illness. Enter as an SSP component on the run line. The employer funds SSP and can no longer reclaim it from HMRC under current rules.
• Statutory Maternity Pay (SMP) — £194.32 per week (2026/27) flat rate, or 90% of Average Weekly Earnings for the first 6 weeks (whichever is higher). Enter as SMP. Employers can reclaim 92% from HMRC (or 103% if small employer relief applies).
• Statutory Paternity Pay (SPP) — £194.32 per week (2026/27) for up to 2 weeks. Enter as SPP.
• Statutory Adoption Pay (SAP) — £194.32 per week (2026/27). Enter as SAP.
• Shared Parental Pay (ShPP) — £194.32 per week (2026/27). Enter as SHPP.
• Statutory Parental Bereavement Pay (SPBP) — £194.32 per week (2026/27). Enter as SPBP.
• Statutory Neonatal Care Pay (SNCP) — £194.32 per week (2026/27). Enter as SNCP.

Statutory pay components are posted to a dedicated Statutory Pay Expense (or Recoverable Statutory Pay) account in the GL. Consult your accountant for the correct treatment of SMP reclaim entries.

Student Loan Deductions

When an employee has a student loan, select the relevant plan on their employee record. Filssi will automatically calculate and deduct the repayment from net pay each period using the 2026/27 thresholds:

• Plan 1 — 9% on earnings above £26,900/yr (£2,241.67/month) — pre-2012 English/Welsh loans and all Scottish loans
• Plan 2 — 9% on earnings above £29,385/yr (£2,448.75/month) — post-2012 English/Welsh loans
• Plan 3 (PGL) — 6% on earnings above £21,000/yr (£1,750/month) — Postgraduate Loan
• Plan 4 — 9% on earnings above £33,795/yr (£2,816.25/month) — Scottish Income Contingent Repayment loans
• Plan 5 — 9% on earnings above £25,000/yr (£2,083.33/month) — England/Wales loans starting August 2023 onwards; first repayments began April 2026

Student loan deductions appear as the SL_EE component (type: DEDUCTION) on payroll run lines. They are tracked as a payroll liability (Student Loan Payable) with the HMRC due date of the 19th of the month following the pay period.

Director National Insurance

Company directors are subject to NI on an annual cumulative basis rather than the standard per-period method. In Filssi, tick the Director flag on the employee record. The payroll engine then:

1. Accumulates gross director earnings from the start of the tax year (6 April).
2. Applies the annual Secondary Threshold (£5,000/yr in 2026/27) and Upper Earnings Limit (£50,270) to the cumulative total.
3. Calculates the year-to-date NI liability and subtracts any NI already deducted in prior runs within the same tax year.
4. The difference is the NI due for the current period — which may be zero in early months and spike in later months when cumulative earnings cross the threshold.

This method is required by HMRC for directors and is applied automatically once the Director flag is set. No additional configuration is needed.

Attachment of Earnings Orders (AEO / DEO)

If an employee has a court-ordered debt deduction — such as an Attachment of Earnings Order (AEO) for council tax arrears or a Deduction from Earnings Order (DEO) for child support maintenance — add it as an AEO or DEO component (type: DEDUCTION) on the payroll run line. Enter the fixed amount or percentage as instructed in the order. The deduction is tracked as a separate payroll liability (AEO Payable) in the GL, separate from PAYE and NI. Do not mix AEO/DEO amounts into the PAYE or NI lines.

Benefits in Kind (BIK) & P11D

What is a Benefit in Kind?

A Benefit in Kind (BIK) is any non-cash benefit provided by an employer to an employee in addition to their salary. Common examples include company cars, private medical insurance (PMI), interest-free or cheap loans, and fuel. These benefits are taxable under PAYE and may attract Class 1A National Insurance from the employer.

Payrolled vs P11D Benefits

• Payrolled (default from April 2026): The cash equivalent of the benefit is added to the employee's taxable pay each pay period. Income tax is collected through payroll as normal. No P11D is required for payrolled benefits.
• P11D (legacy): Benefits are reported annually on form P11D after the tax year ends (deadline 6 July). Tax is collected by adjusting the employee's tax code in the following year. Class 1A NIC is reported on P11D(b) and paid by 19 July (22 July electronically).

Setting Up Benefits in Filssi

1. Navigate to Payroll > Employees and open the employee record.
2. Under the Benefits in Kind tab, click Add Benefit.
3. Select the benefit type: CAR, PMI, FUEL, LOAN, or OTHER.
4. Enter the Annual Cash Equivalent (the P11D value). Filssi computes the monthly value automatically (annual ÷ 12).
5. Toggle Payrolled on (recommended) or off for P11D reporting.
6. For company cars, also enter the List Price and CO₂ emissions — HMRC uses these to calculate the appropriate percentage.

How Payrolled BIK Flows Through Payroll

When a payroll run is processed for an employee with active payrolled benefits:

• The monthly cash equivalent is added as a BIK component line (type EARNING) to the payroll run.
• It is included in taxable pay for PAYE calculation but is not subject to Class 1 NI (only Class 1A).
• The payslip shows the benefit separately as "Benefit in Kind — [type]".
• The GL journal posts: Debit → BIK Expense; Credit → BIK Payable (for employer's Class 1A NIC liability).

P11D Download

For employees with non-payrolled benefits, navigate to Payroll > Year-End > P11D and select the tax year. Filssi generates a PDF covering:

• Section A — Assets transferred
• Section B — Payments made on behalf of the employee
• Section D — Living accommodation
• Section E — Mileage allowance / passenger payments
• Section F — Cars and car fuel
• Section M — Non-cash vouchers
• Section N — Interest-free / cheap loans
• Section I — Private medical insurance
• Section L — Educational / other services

The same PDF includes a P11D(b) — Employer Declaration showing the total Class 1A NIC liability (13.8% of the total cash equivalent for non-payrolled benefits).

Other Payroll Components

Filssi also supports these component types:

• PMI (Private Medical Insurance) — Employer-funded private health insurance; treated as a Benefit in Kind (BIK). Enter as EMPLOYER_COST type.
• BIK (Benefit in Kind) — Any other taxable benefit provided to the employee (company car, interest-free loans, etc.). Enter the P11D value. Income tax is calculated on BIK but NI treatment depends on the benefit type.
• COMPANY_LOAN — Repayments by employee against a company loan. Enter as a DEDUCTION.
• TRADE_UNION — Trade union membership dues deducted from pay. Enter as a DEDUCTION.
• BONUS / COMMISSION — Additional earnings, fully subject to PAYE and NI. Enter as EARNING type.

Running Payroll: The 3-Step Wizard

Navigate to Payroll > Runs and click New Payroll Run to launch the wizard:

1. Step 1 — Run Details: Enter the pay period (period start and period end dates), the payroll month (YYYY-MM), and an optional description. Select the company and confirm the currency (GBP for UK payroll).
2. Step 2 — Add Payroll Lines: Add lines for each employee and each component. You can:
   • Enter lines manually (select employee, enter component code, amount, and type).
   • Import lines from a CSV or Excel file. Download the import template from the UI, populate it, and upload. The system validates each row and infers the component type automatically using HMRC-standard component codes to prevent misclassification.
   Each line must include: employee, component code, amount, and currency. The type (EARNING / DEDUCTION / EMPLOYER_COST) is inferred from the component code but can be overridden.
3. Step 3 — Review & Post: Review the payroll summary: gross pay, total PAYE, total NI (EE and ER), total pension, net pay per employee, and grand totals. If everything is correct, click Post Payroll Run. Posting:
   • Locks the run (no further edits without reversal).
   • Posts the GL journal entries automatically using your component mappings.
   • Creates payroll liability records with HMRC-compliant due dates.
   • Makes the HMRC FPS XML available for download.

Payroll Run States

• Draft — Lines can be freely added, edited, or deleted. The run is not yet reflected in the GL.
• Posted — The run is confirmed. GL journal entries have been created. PAYE, NI, and pension liabilities are recorded. The HMRC FPS XML is available.
• Reversed — The run has been reversed (see below). Offsetting journal entries cancel the original. A new corrective run can be created.

Run Reversal

If a posted payroll run contains errors (wrong amounts, wrong employees, missing lines), reverse it. Navigate to the posted run and click Reverse Run. The system will:

1. Create offsetting journal entries (equal and opposite to the original posting) so that the net GL impact becomes zero.
2. Mark all associated payroll liabilities as reversed.
3. Change the run status to Reversed.

After reversal, create a new payroll run with the correct data and post it. Reversal is an immutable audit operation — the original journal entries and the reversal entries are both preserved in the audit trail.

Payroll Liabilities

After posting a payroll run, the system automatically creates liability records for every payment obligation due:

• Net Wages — Amount payable to each employee. Due: pay day.
• PAYE Income Tax — Due to HMRC by the 19th of the month following the pay period (22nd if paying electronically). For April payroll, the PAYE is due 19 May.
• NI Contributions (EE + ER combined) — Same due date as PAYE (19th of following month).
• Pension Contributions (EE + ER) — Typically due by the 19th or 22nd of the following month, depending on scheme rules.
• Student Loan Repayments — Paid over to HMRC with PAYE/NI by the 19th of the following month.
• AEO / DEO Amounts — Remitted to the relevant court or Child Maintenance Service within the timescale specified in the order.

Navigate to Payroll > Liabilities to view all outstanding payroll liabilities, their amounts, due dates, and current payment status. Mark each liability as Paid once you have made the corresponding payment. Overdue liabilities are highlighted in red.

Salary Payment Batches

Generate a salary payment batch directly from a posted payroll run to pay employees via your bank. Navigate to the posted run and click Generate Salary Batch. The system creates one payment line per employee using their bank details stored in the employee record (sort code, account number, payment reference). The batch is exported as a bank-ready file that can be uploaded to your online banking portal for bulk processing.

HMRC FPS XML

The Full Payment Submission (FPS) is an HMRC-mandated real-time information (RTI) file that must be submitted on or before each payday. After posting a payroll run, click Download FPS XML to download the formatted XML file. Upload this file directly to HMRC's PAYE Online service or via your payroll bureau. The FPS contains:

• Employer PAYE reference and Accounts Office reference
• Employee details (NI number, tax code, NI category, director flag)
• Pay period and payment date
• Year-to-date pay, tax, and NI figures for each employee
• Statutory pay year-to-date amounts — SMPYTD, SPPYTD, SAPYTD, ShPPYTD, SPBPYTD, and SNCPYTD elements are all populated from the employee's posted run lines; each element is only emitted when the YTD value is greater than zero
• Student loan deductions (Plans 1, 2, 4, 5 via StudentLoanRecovered; PGL via PostgradLoanRecovered)

RTI Live Submission (FPS & EPS)

In addition to downloading the FPS XML for manual upload, Filssi can submit RTI files directly to HMRC's live API without leaving the platform. This is available on the Growth and Pro plans for users with the Payroll > Manage Runs permission.

Full Payment Submission (FPS) — Live

After posting a payroll run, click Submit FPS to HMRC. Filssi sends the FPS directly to POST /organisations/paye/{payeRef}/fps on the HMRC RTI API. Before submitting, ensure:

• Your PAYE reference and Accounts Office reference are entered under Settings > Company.
• Your HMRC account is connected under Settings > HMRC MTD.
• All employees in the run have a valid NI number.

The system sends mandatory fraud prevention headers with every RTI call (Gov-Client-Device-ID, Gov-Client-Public-IP, Gov-Client-Timezone, Gov-Vendor-Version, and others) as required by HMRC's Terms of Use for MTD API integrations. These are assembled automatically — no action is required from you.

Employer Payment Summary (EPS) — Live

The EPS is used to notify HMRC of any months where no employees were paid, to claim statutory payment recovery, and to report year-to-date Apprenticeship Levy. Navigate to Payroll > EPS and click Submit EPS to HMRC. The EPS is submitted to POST /organisations/paye/{payeRef}/eps.

• No-payment period: Tick No payment this period and set the date range. Filssi emits NoPaymentForPeriod with the correct tax-month-end date (5th of the month).
• Statutory pay recovery: Filssi includes year-to-date recovery amounts for all six statutory pay types (SMP, SPP, SAP, ShPP, SPBP, SNCP) and NIC compensation in RecoverableAmountsYTD.
• Apprenticeship Levy: When Apprenticeship Levy is enabled, the EPS includes the ApprenticeshipLevy section with tax month reference, YTD total income, and YTD levy liability.

Duplicate Submission Guard

If you attempt to submit an FPS or EPS for a period that has already been submitted, Filssi will return a warning rather than sending a duplicate to HMRC. To intentionally re-submit (for example, to correct a previous submission), use the Force re-submit option which appends ?force=true to the API call.

Token Refresh

HMRC OAuth2 access tokens expire after 4 hours. Filssi automatically refreshes the token using the stored refresh token before making any RTI API call. If the token cannot be refreshed (e.g., because the OAuth connection has been revoked), the system will prompt you to reconnect under Settings > HMRC MTD.

PDF Payslips

After a run is posted, download a professional PDF payslip for any employee. Navigate to the run detail view, find the employee row, and click Download Payslip. The payslip includes:

• Employee name, NI number, tax code, and NI category
• Pay period and payment date
• Gross earnings breakdown (basic, overtime, bonuses, statutory pay)
• All deductions (PAYE, NI employee, pension EE, student loan, salary sacrifice, AEO/DEO)
• Net pay
• Year-to-date figures for pay, tax, and NI
• Employer NI and pension ER (shown for information)

Payslips can be downloaded and distributed to employees electronically or printed. Employees are legally entitled to a payslip on or before their pay date.

P60 Year-End Certificate

See the P60 End-of-Year Certificate section further below for full details on generating, content, and deadlines.

GL Journal Posting (Auto)

When a payroll run is posted, Filssi creates a balanced double-entry journal automatically using your component mappings. For a typical monthly payroll, the journal looks like this:

• Dr Wages & Salaries Expense (gross pay)
• Dr Employer NI Expense (NI_ER)
• Dr Employer Pension Expense (PENSION_ER)
• Cr Wages Payable — Net Pay (to employees)
• Cr PAYE Payable (to HMRC)
• Cr NI Payable (to HMRC)
• Cr Pension Payable (to pension scheme)
• Cr Student Loan Payable (to HMRC, if applicable)
• Cr AEO Payable (to court/CMS, if applicable)

The journal entry is fully traceable — it references the payroll run number and can be viewed under Finance > Journal Entries. The journal must balance (total debits = total credits) for the run to post successfully. If the journal is imbalanced (which should not occur with normal usage), the system will display an error and decline to post.

CSV / Excel Batch Import

For companies running payroll from an external system or spreadsheet, import payroll lines in bulk. From Payroll > Runs > [Run] > Import Lines:

1. Click Download Template to get the CSV template with required column headings.
2. Populate the template: employee_id (or employee email), component_code, amount, currency, memo (optional).
3. Upload the completed file. The system validates each row: checks that the employee exists, the component code is recognised, and the amount is a positive number.
4. The component type (EARNING / DEDUCTION / EMPLOYER_COST) is inferred automatically from the component code using HMRC-standard rules. Employer NI codes (NI_ER, AE_ER) are always classified as EMPLOYER_COST — they cannot be incorrectly imported as EARNING.
5. Any validation errors are displayed row by row. Fix the errors in your file and re-upload.
6. Successfully validated rows are added to the draft run.

Apprenticeship Levy

The Apprenticeship Levy applies to employers whose annual pay bill exceeds £3 million. If your company is in scope, Filssi can calculate and report the levy automatically.

Enabling the Apprenticeship Levy: Go to Settings > Payroll and toggle Apprenticeship Levy enabled. You can also set your company's Annual Allowance (up to £15,000 for independent employers; connected companies must share the allowance). Once enabled, the levy is calculated at 0.5% of the total pay bill for each tax month, with the £15,000 annual allowance pro-rated across the year.

How it is reported:

• The levy liability appears on the EPS (Employer Payment Summary) each month. Filssi populates the ApprenticeshipLevy section of the EPS XML with: the tax month reference, the year-to-date total income figure (ALSTotalIncome), and the year-to-date levy liability (ALSLiabilityAmount) after deducting the pro-rated allowance.
• Levy amounts are not deducted from employees — they are an employer-only cost.
• The levy is due on the 19th of the month following the pay period (22nd if paid electronically), alongside PAYE and NI. It is shown as a separate line on your HMRC liabilities summary.

P60 End-of-Year Certificate

After each tax year ends on 5 April, generate P60 certificates for every employee on your payroll. Go to Payroll > Runs > P60 and select the relevant year. Filssi generates a PDF P60 that includes:

• Total gross pay for the year and taxable pay to date.
• Total income tax deducted.
• A five-column NI table showing contributions in each NI band: at-LEL earnings, LEL to PT, PT to UEL, and total employee NI contributions — split by NI letter if the employee's category changed during the year.
• Statutory pay totals (SMP, SPP, SAP, ShPP, SPBP, SNCP) where applicable.
• Student loan deductions, with separate totals for student loan and postgraduate loan.
• Tax code and NI category as at 5 April.
• HMRC-prescribed footer: P60(Single sheet)(2026 to 2027) HMRC 12/25

P60 certificates must be issued to every employee still in employment on 5 April by 31 May of the same year. They are for the employee's personal reference only and do not need to be submitted to HMRC.

Payroll Audit Trail

Every payroll action is recorded in the audit log: run creation, line edits, posting, reversal, FPS download, and payslip generation. Each entry captures the timestamp, the user who performed the action, and the affected payroll run or line ID. The payroll audit trail cannot be edited or deleted, ensuring a tamper-proof record for HMRC compliance and internal controls.

18. Settings & Administration

Email Configuration

Navigate to Settings > Email to configure outbound email. The system uses this configuration to send invoices, quotations, statements, expense claim notifications, and other automated messages. You can customize the sender name, reply-to address, and default email templates. Each template supports dynamic placeholders (e.g., client name, invoice number, amount due) that are automatically replaced when the email is sent.

How email sending works: All outgoing emails are sent from noreply@filssi.com. The sender name that recipients see is your company name (e.g., "Acme Corp <noreply@filssi.com>"). This is the standard approach used by most business platforms to ensure reliable email delivery.

Reply-To address: If you configure a reply-to email address in your email settings, any replies from your clients or vendors will be directed to that address instead of noreply@filssi.com. For example, if you set the reply-to as billing@yourcompany.com, when a client replies to an invoice email, their reply will go directly to your billing team.

System emails: Automated emails such as signup verification, password resets, payment receipts, and subscription notifications are sent from Filssi <noreply@filssi.com> and cannot be customized, as these are platform-level communications.

User and Role Management (RBAC)

Under Settings > Users & Roles, manage who has access to your system and what they can do. Filssi uses a two-layer Role-Based Access Control (RBAC) system:

• Layer 1 — Module Access: Controls which modules a role can see in the sidebar (9 module controls).
• Layer 2 — Feature Permissions: Controls what a role can do within visible modules (66 granular permissions across 11 groups).

Module Access Control

Module Access lets a System Admin hide entire sections of the application from a role. This is ideal for keeping team members focused on only the areas relevant to their job. For example, a Payroll team member does not need to see the Sales or CRM modules.

The 9 controllable modules are:

• Dashboard — The main overview and KPI summary screen.
• CRM & Deals — Leads, opportunities, accounts, contacts, and pipeline.
• Sales — Clients, invoices, quotations, recurring invoices, and payments.
• Spend — Vendors, AP bills, expenses, purchase orders, expense claims, and payment batches.
• Finance & Accounting — Chart of accounts, general ledger, fixed assets, payroll, bank reconciliation, budgeting, and petty cash.
• Period End — Month-end close, accruals, deferrals, and tax returns.
• Insights & Reports — Financial reports, analytics dashboard, cash flow, and dimension analysis.
• Content Planner — Content calendar and scheduling tools.
• Settings — Company configuration, users, roles, tax rates, and integrations.

To configure module access for a role, go to Settings > Roles & Permissions, click Edit Permissions on any role, and use the Module Access panel at the top of the editor. Toggle individual modules on or off. Any module toggled off will be completely hidden from the sidebar for all users assigned to that role. If a user holds multiple roles, a module is visible if any of their roles grants access to it.

System Admin always has access to all 9 modules and this cannot be changed.

Default System Roles

Five default system roles are provided:

• System Admin — Full access to all modules and all feature permissions. Cannot be modified.
• Accountant — All 9 modules visible; full accounting, payroll, and finance feature permissions.
• Assistant — Dashboard, Sales, Spend, Insights, and Settings modules visible; draft-only feature permissions.
• Sales — Dashboard, CRM, Sales, Insights, and Settings modules visible; CRM and sales feature permissions.
• Employee — Dashboard, Spend, and Settings modules visible; expense claims only.

Custom Roles & Multi-Role Assignment

You can create custom roles by clicking Add Custom Role in the Roles & Permissions screen. Name the role, set a description, then use the permission editor to configure both its Module Access and feature permissions independently. Each user can be assigned multiple roles simultaneously — their effective permissions are the union of all assigned roles (most permissive wins).

CRM data scope can be set per user to ALL (view all CRM records company-wide) or OWN_ONLY (view only records they personally own).

To invite a new user, enter their email address under Settings > Users and assign one or more roles. They will receive an invitation email with a link to set their password. You can deactivate a user at any time to immediately revoke all access without deleting their historical activity records.

Tax Rate Configuration

Manage your tax rates under Settings > Tax Rates. Each rate includes a name (e.g., "Standard Rate"), percentage (e.g., 20%), and an optional description. Tax rates are applied to products, invoices, quotations, expenses, and purchase orders. You can add new rates, edit existing ones, or deactivate rates that are no longer applicable. Deactivated rates remain in the system for historical reporting but are not available for selection in new transactions.

Audit Log

The audit log records every significant action taken within the system. Each entry includes the timestamp, user, action type (create, update, delete, approve, reject), the affected record type and ID, and a summary of what changed. Navigate to Settings > Audit Log to view, search, and filter the log. This feature is essential for compliance, internal controls, and troubleshooting. The audit log is immutable and cannot be edited or deleted by any user.

Multi-Company Switching

If your user account is a member of more than one company, a Switch Company button appears in the user menu at the top right of the screen. Clicking it opens a list of all companies you belong to. Select a company to switch into it — the page reloads with that company's data, settings, and financials fully isolated from all other companies. This is ideal for accountants who manage multiple clients, or business owners who operate several legal entities from a single login.

To add a user to an additional company, that user must be invited from the second company's Settings > Users & Roles page using the same email address. There is no limit to the number of companies a single user account can be a member of.

19. Multi-Currency

Setting Reporting Currency

Your reporting (functional) currency is the primary currency used in all financial reports. Set this during onboarding or update it under Settings > Currency. All transactions in foreign currencies are converted to the reporting currency for consolidated reporting. Common choices include USD, GBP, EUR, and ZAR. Changing the reporting currency after initial setup will trigger a revaluation of existing balances.

FX Rate Updates

Exchange rates are used whenever a transaction is recorded in a currency different from the reporting currency. The system supports both manual and automatic FX rate updates:

• Manual entry -- Navigate to Settings > Exchange Rates and enter the rate for each currency pair and effective date.
• Automatic updates -- Enable auto-fetch to pull the latest exchange rates from a reliable data source on a daily basis. The system stores a history of all rates for audit purposes.

When creating invoices, purchase orders, or recording expenses in a foreign currency, the system applies the rate effective on the transaction date. You can override the rate on individual transactions if a specific contracted rate applies.

Currency Conversion in Reports

All financial reports present figures in the reporting currency by default. Foreign currency transactions are converted at the rate applicable on the transaction date. The Trial Balance, Income Statement, and Balance Sheet all reflect these conversions. Realised and unrealised exchange rate gains or losses are posted to a designated FX Gain/Loss account in your chart of accounts. You can drill down from any report figure to see the original transaction currency and amount alongside the converted reporting currency value.

20. Cash Flow & Forecast

Overview

The Cash Flow & Forecast module gives you a real-time view of your cash position and where it is heading. It is available from the Insights > Cash Flow menu. The module is split into four tabs: Overview, Statement, Forecast, and Calendar.

• Overview & Statement — available on the Growth plan and above.
• Forecast & Calendar — available on the Pro plan only.

All figures are presented in your company's reporting currency. The module aggregates data from AR payments, AP vendor payments, expenses, payroll runs, and employee expense claims to give a complete picture of your cash movements.

Overview Tab

The Overview tab presents four KPI cards at the top: Total Inflows (AR payments received), Total Outflows (AP payments, direct expenses, payroll, and employee claims), Net Cash Position (inflows minus outflows), and Opening Balance for the selected period. Below the KPIs, two charts are shown:

• Monthly Cash Flow Trend — a 12-month bar chart showing inflows and outflows side by side for each month.
• Cash Composition Donut — a breakdown of outflows by category (AP Payments, Expenses, Payroll, Employee Claims).

Use the date range picker at the top of the page to change the analysis period. The KPIs and charts update immediately.

Statement Tab

The Statement tab produces a formal cash flow statement structured into five sections, following IAS 7:

1. Operating Inflows — Cash received from customers (AR payments).
2. Operating Outflows — Payments to vendors, direct expenses, and employee claims.
3. Payroll & Staff Costs — Posted payroll runs and salary payments.
4. Investing Activities — Asset acquisitions and disposals (where recorded).
5. Financing Activities — Loan drawdowns, repayments, and owner distributions (where recorded).

Each section shows a list of transactions with date, description, reference, and amount. A running balance bar is displayed across the top of the statement. Click Export Excel to download a professional Excel report with company letterhead, colour-coded sections, and full transaction detail.

Forecast Tab (Pro)

The Forecast tab projects your cash position forward for 30, 60, or 90 days, using open AR invoices (expected inflows) and unpaid AP bills and payroll liabilities (expected outflows). Each projection shows a daily running balance so you can see exactly when your cash position changes.

Use the toggle buttons at the top to switch between 30, 60, and 90-day projections. If the forecast identifies a day when the running balance turns negative, a risk alert is shown below the chart with the exact date and the projected shortfall amount. This early warning allows you to take action — for example, chasing overdue invoices or deferring a payment — before the shortfall occurs.

The forecast chart also displays an actuals overlay — a green dashed line representing your actual daily bank balances from recorded bank transactions. This lets you compare the projected balance against what actually happened, making it easy to spot if your cash forecasting assumptions need adjusting.

Calendar Tab (Pro)

The Calendar tab shows a month-view calendar with daily cash events. Each day on the calendar shows the transactions expected or recorded on that date (payments in and out), along with a running cumulative balance. Days with a negative running balance are highlighted to draw immediate attention.

Click on any day to see the individual transactions making up that day's cash movements. This is particularly useful for planning ahead — for example, identifying that a large AP payment and a payroll run fall on the same day, creating a temporary negative position.

Exporting the Cash Flow Statement

On both the Statement tab and the Analytics > Export Data section (Growth plan and above), you can export the Cash Flow Statement to Excel. The export includes:

• Company letterhead with name, period, and reporting currency.
• Colour-coded sections (navy, green, red) for easy reading.
• All five sections with individual transaction lines and section subtotals.
• Net cash movement and closing position summary at the bottom.

To export from Analytics, navigate to Insights > Analytics, scroll to the Export Data card, select Cash Flow Statement from the Report Type dropdown, set your date range, and click Export Excel.

21. Dimensions

Dimensions allow you to segment your financial transactions across three levels: Departments, Cost Centres, and Project Codes. Once configured, these can be tagged on every AR invoice, AP invoice/expense, and purchase order — and those tags flow through automatically to the underlying journal entries for granular GL reporting.

Setting Up Dimensions

Navigate to Settings > Dimensions. You will see three tabs — Departments, Cost Centres, and Project Codes. For each type you can:

• Create individual records using the Add button (enter a name and optional short code).
• Bulk-import from a CSV file using the Import CSV button. The file should have columns name and code (code is optional).
• Edit or delete existing entries at any time from the table.

Tagging Transactions

Once you have created at least one dimension, the Department, Cost Centre, and Project Code dropdowns will appear automatically in the following forms:

• AR Invoices — in the invoice form after the Branch field.
• AP Invoices & Expenses — in the expense form after the Branch field.
• Purchase Orders — in the PO form after the Branch field.

All three fields are optional. You can tag one, two, or all three dimensions on any transaction. The tags are stored alongside the document and are visible on the detail view.

Journal Line Tagging

When a tagged transaction generates journal entries (e.g. when an AR invoice is issued or an AP invoice is posted), the dimension tags are automatically carried forward to the journal lines. This means your general ledger retains full dimension context for every debit and credit, enabling precise segmented reporting.

Best Practices

• Keep Department names short and consistent — they appear in dropdown menus throughout the application.
• Use Project Codes for discrete initiatives or client engagements that cut across departments.
• Cost Centres work well for physical locations, production lines, or budget holders.
• Use the short Code field (e.g. ENG, MKT, PRJ-001) to make dropdowns scannable at a glance.
• Dimensions can be added or edited after transactions are posted — historical transactions are not affected unless you re-save them.

22. Employee & Staff Portal

Overview

The Employee & Staff Portal gives your employees their own dedicated login to submit and track expense claims — without access to your company accounts, financial reports, or any sensitive data. It is an add-on available on the Growth and Pro plans at £5 per employee per month.

Setting Up Employees

Navigate to Employees in the main sidebar. Each employee record stores:

• Name, email, department, position, and hire date — core identity fields.
• Bank details — account name, sort code, account number, and payment reference for salary payment batches.
• Portal login email — the email address used to log in to the employee portal. This may be the same as or different from the company email.

Employee Login Flow

Employees access the portal by navigating to your Filssi subdomain and clicking Employee Login on the sign-in page. They use the portal email and password set during onboarding. Employees see only their own expense claims and cannot navigate to any other part of the application.

Submitting Expense Claims

After logging in, employees can create new expense claims. Each claim consists of one or more expense lines, with the date, description, category, currency, and amount. Receipts can be attached as image or PDF files. Once the claim is complete, the employee clicks Submit for Approval. The claim status changes from Draft to Submitted and the approver is notified.

Claim Status Tracking

Employees can view all their past and current claims from their portal dashboard. Each claim shows its status (Draft, Submitted, Approved, Rejected) and the full line-item breakdown. If a claim is rejected, the rejection reason provided by the approver is displayed so the employee can correct and resubmit.

Approval Workflow (Manager Side)

Managers and approvers log in to the main Filssi application and navigate to Expenses > Expense Claims. They can see all submitted claims, review the line items and receipts, and then either Approve or Reject each claim. On approval or rejection, an automatic email notification is sent to the employee. Approved claims flow into the payment batch workflow for reimbursement.

23. Client Portal

Overview

The Client Portal allows you to share a secure, signed link with your client so they can view an invoice — its details, line items, totals, and your bank payment instructions — without needing a Filssi account. The link is valid for 90 days and requires no login from your client.

Generating a Portal Link

Open any issued, sent, or paid invoice and click the Share with Client button in the action toolbar. The system generates a unique signed URL and copies it to your clipboard. You can then paste this link into an email, WhatsApp message, or any communication channel.

• The link is cryptographically signed — it cannot be guessed or forged.
• Each link expires automatically after 90 days.
• Generating a new link for the same invoice creates a new token; old links remain valid until they expire.

What the Client Sees

When a client opens the portal link, they see a clean, standalone page displaying:

• Your company name, logo, and contact details.
• Invoice number, issue date, and due date.
• All line items with descriptions, quantities, unit prices, and VAT.
• Subtotal, tax, and total due.
• Your bank payment details (bank name, sort code, account number, reference).

The client cannot edit, download, or access any other part of Filssi through this link.

Online Card Payments (Stripe)

You can enable Stripe card payments directly within the client portal so clients can pay invoices by card without leaving the portal page.

Setup:

1. In Filssi, navigate to Settings > Company Profile and scroll to the Online Payments (Client Portal) section.
2. Paste your Stripe Publishable Key (found in Stripe Dashboard → Developers → API keys) into the field and click Save.

Once saved, any client who opens a portal link for an unpaid invoice will see a Pay by Card section powered by Stripe Elements. The card form is embedded directly on the portal page — no redirect required. Payments are processed through your own Stripe account.

• The card payment section only appears for invoices with an outstanding balance and when a publishable key is configured.
• Each company's key is stored separately — if you manage multiple companies, configure the key for each one individually.
• The portal inherits your brand colour from Email Branding settings.

24. Document Attachments

Overview

Document Attachments let you store supporting files directly alongside transactions in Filssi. Supported entities are AR Invoices, AP Invoices/Expenses, Purchase Orders, and Expense Claims. Supported file types include PDF, JPEG, PNG, GIF, DOCX, XLSX, CSV, TXT, and ZIP.

Uploading Attachments

Open any supported record (e.g. an AR invoice) and scroll to the Attachments panel at the bottom of the detail view. Click Upload File, select the file from your device, and it is immediately stored against the record. You can attach multiple files to a single record.

Viewing and Downloading

All attachments listed in the panel show the filename, file size, and upload date. Click View to open the file in a new browser tab (PDFs and images render inline). Click Download to save the file locally.

Deleting Attachments

Click the Delete (bin) icon next to any attachment to permanently remove it. This action cannot be undone. The action is logged in the audit trail.

25. Email Notifications

Overdue Invoice Alerts

Filssi can send a branded HTML overdue invoice digest to all active users in your company. Navigate to Invoices > All Invoices and click the ⚠ Overdue Alert button in the toolbar. The system identifies all AR invoices where the due date has passed and the status is not Paid, then sends a single consolidated email listing each overdue invoice, the client name, amount, and number of days overdue.

• The email is sent to all active admin users in the company.
• Use this as a weekly or monthly prompt to chase outstanding payments.
• Requires email to be configured under Settings > Email.

Expense Claim Approval Notifications

When a manager approves or rejects an expense claim, Filssi automatically sends an email to the employee who submitted the claim. The email includes:

• The claim reference number and total amount.
• The new status (Approved or Rejected).
• If rejected, the reason provided by the approver.

These emails are sent automatically — no manual action is required. They are delivered to the employee's portal login email address, or if that is not set, to the email stored on their employee record.

Configuring Email

Navigate to Settings > Email to enter your sender name, reply-to address, and Resend API key. Click Send Test Email to verify the configuration before going live. All outbound emails (invoices, quotations, notifications, invitations) use this configuration.

26. AP Email Capture

AP Email Capture gives every company a unique email address in the format {slug}@ap.filssi.com. Suppliers email their invoices directly to this address — Filssi automatically receives the document, extracts all fields using OCR and AI, and creates a draft AP bill ready for your review.

Your Capture Email Address

Navigate to Spend > AP Capture to see your company's unique capture address. Share this address with your suppliers and ask them to send all invoices to it going forward. The address is permanent and company-specific — it will not change.

Supported File Types

• PDF — standard and scanned. Multi-invoice PDFs create one draft bill per detected invoice.
• Images — PNG, JPG, TIFF.
• Word documents — DOCX.
• Spreadsheets — XLSX, XLS.

OCR and AI Extraction

Attachments pass through a two-stage pipeline:

1. OCR (OCR.space) — converts the document to raw text.
2. AI extraction (GPT) — reads the text and extracts: vendor name, invoice number, issue date, due date, payment terms, vendor VAT number, currency, subtotal, VAT amount, total, and all individual line items (description, quantity, unit price, VAT rate, line total). Falls back to a regex parser if AI is unavailable.

The AI also classifies each document as PO-backed, standard, or one-off, extracts any PO reference number, and automatically links the draft bill to a matching open Purchase Order. It also suggests an expense category for each line item.

Draft Bill Creation

A draft AP bill is created automatically in Spend > AP Bills (Draft) with all extracted fields pre-filled. The bill is flagged with its capture source. You can review, edit, and post it using the normal AP bill workflow — no data re-entry required.

Duplicate Detection

Before creating a draft bill, Filssi checks for an existing bill from the same vendor with the same invoice number. If a match is found, the incoming document is flagged as a duplicate in the AP Capture log and no second draft is created. This protects against paying the same invoice twice.

Capture Log

The AP Capture page shows a full history of received emails: sender, subject, received timestamp, number of attachments processed, status (processed / duplicate / failed), and a link to the resulting draft bill. Click any row to inspect the raw extracted data.

27. AI Specialists

Filssi includes 13 dedicated AI advisors, each expert in a specific business domain. Every specialist receives a real-time snapshot of your company's live data on every message — so they give you advice that reflects your actual numbers, not generic guidance.

The 13 Specialists

• Alex — HR & People. Hiring, onboarding, performance, and employment law guidance.
• Morgan — UK Payroll & HMRC. PAYE, NI, pension, statutory pay, FPS submissions, and HMRC deadlines.
• Riley — Sales & CRM. Pipeline optimisation, deal coaching, and revenue strategy.
• Jordan — Operations. Process improvement, supplier management, and workflow design.
• Casey — Legal & Compliance. Contracts, GDPR, regulatory requirements, and risk.
• Sam — Accounting & Bookkeeping. IFRS, chart of accounts, journal entries, and period-end guidance.
• Taylor — Accounts Receivable. Collections, overdue chasing, AR ageing analysis, and cash collection.
• Robin — Accounts Payable. Supplier invoices, AP ageing, payment scheduling, and vendor disputes.
• Quinn — Tax & VAT. VAT returns, Making Tax Digital, tax planning, and HMRC queries.
• Avery — Year End & Period Close. Month-end checklist, accruals, reconciliations, and year-end filing.
• Blake — Financial Reporting & Analysis. P&L interpretation, budget variance, KPIs, and management accounts.
• Sage — Budgeting & Forecasting. Budget construction, scenario planning, and rolling forecasts.
• Drew — Content & Creator Strategy. Content calendar planning, platform strategy, and audience growth.

Live Data Context

On every message, each specialist receives a real-time snapshot including:

• GL Profit & Loss (year-to-date actuals vs budget).
• Open and overdue AR invoices with ageing.
• Open and overdue AP bills with ageing.
• Payroll runs (status, last run date, next due).
• CRM pipeline (open opportunities by stage, total value).
• HMRC MTD submissions and status.
• Content calendar (scheduled, published, draft posts).
• Budgets vs actuals by dimension.

This means asking "What are my top overdue invoices?" or "How is my budget tracking this quarter?" returns answers drawn from your live database — not a placeholder example.

Executable Actions

Specialists can propose actions and execute them on your behalf after your approval. The approval card appears in the chat with a clear description of what will happen. Click Approve to execute, or Reject to cancel. All actions are audited and rolled back automatically if an error occurs.

The full list of supported actions (28 total):

• Accounts Receivable: send invoice by email, mark invoice paid, void invoice, send payment reminder, update invoice due date.
• Expenses / AP: approve or reject expense claim, approve or reject vendor bill, record vendor payment.
• Quotations: send quotation by email, accept quotation.
• General Ledger: create draft journal entry, post journal entry, reverse journal entry.
• Payroll: run payroll, submit payroll run, approve payroll run.
• CRM: update opportunity stage, update opportunity value, log CRM activity, mark activity complete, create CRM lead, update lead status.
• Content: schedule a content post, publish a content post.
• HR: activate or deactivate an employee record.
• Budgeting: approve budget lines.

Starter Prompt Chips

Each specialist shows a set of suggested prompts when you open their chat. These chips are pre-written questions tailored to that specialist's domain and your live data. Click any chip to send it instantly — a useful starting point for exploring a new area of your business.

Typing Indicator

A typing indicator ("…") appears while the specialist is preparing a response. Responses stream in as soon as they are ready — typically within a few seconds.

28. Filssi Marketing Integration

The Filssi Marketing Integration creates a live, two-way data bridge between Filssi and your Filssi Marketing account. Marketing leads and contacts flow into your Filssi CRM automatically, and your Filssi CRM contacts are pushed back to Filssi Marketing on a rolling basis — keeping both platforms in perfect sync without any manual imports or exports.

Do You Need Both the Pairing Code and the Webhook URL?

Yes — both are required for full two-way sync, but they serve completely different purposes:

If you only complete the pairing code step, Filssi Marketing can push data into Filssi but Filssi has nowhere to send contacts back. If you only save the webhook URL without pairing, Filssi Marketing has no authenticated access to Filssi's API. You need both for full bidirectional sync.

How It Works

Once both steps are complete, two sync directions operate independently:

• Filssi Marketing → Filssi (instant): When a contact is created or updated in Filssi Marketing, or a form is submitted, Filssi Marketing immediately calls Filssi's API using the bearer token from the pairing step. Form submissions create CRM Leads; contacts are upserted into your client list.
• Filssi → Filssi Marketing (background): Filssi pushes your CRM contacts to the Filssi Marketing webhook URL automatically. New or updated contacts appear in Filssi Marketing shortly after the change.

Setup: Step 1 — Pairing Code (FM → Filssi direction)

This step gives Filssi Marketing the credentials it needs to push data into Filssi.

1. In Filssi, navigate to Settings > Integrations and open the Filssi Marketing panel.
2. Click Generate Pairing Code. A one-time code in the format FMK-XXXX-XXXX is displayed. It is valid for 24 hours.
3. In your Filssi Marketing account, navigate to Integrations > Filssi ERP (or similar) and enter the pairing code.
4. Filssi Marketing exchanges the code for a secure bearer token. The panel in Filssi updates to show Connected with your API key prefix and connection date.

Setup: Step 2 — Webhook URL (Filssi → FM direction)

This step tells Filssi where to send your CRM contacts so they appear in Filssi Marketing.

1. In your Filssi Marketing account, navigate to Settings > Filssi CRM (or Integrations > Webhooks) and copy the Webhook URL displayed there. It will look something like https://your-fm-workspace.replit.app/api/ingest/... and contains a unique token — keep it private.
2. Back in Filssi, go to Settings > Integrations. The panel shows a Filssi Marketing Webhook URL field (visible only when Connected).
3. Paste the URL into the field and click Save URL.
4. A green confirmation indicator appears. Filssi will now push your CRM contacts to Filssi Marketing automatically.

What Syncs in Each Direction

Filssi Marketing → Filssi (requires pairing code)

• Form leads — Each form submission from a Filssi Marketing page creates a new CRM Lead in Filssi with: first name, last name, email, phone, company name, source, and notes. The lead appears immediately in CRM > Leads.
• Contacts — Contacts created or updated in Filssi Marketing are upserted into your Filssi contacts list. Matching is by email address — existing contacts are updated, new ones are created.

Filssi → Filssi Marketing (requires webhook URL)

• CRM contacts — Clients, vendors, and standalone contacts from Filssi are pushed to Filssi Marketing. Fields synced: first name, last name, email, phone, and company.

Managing the Integration

The Settings > Integrations panel (when Connected) shows: connection status, date connected, API key prefix, and the saved webhook URL.

• Update Webhook URL: If Filssi Marketing regenerates its ingest URL (e.g. after a security reset), copy the new URL and paste it into the webhook URL field in Filssi, then click Save URL.
• Clear Webhook URL: Click Clear next to the webhook URL field to stop the Filssi → FM outbound sync without disconnecting the pairing.
• Disconnect: Click Disconnect to fully revoke the integration. The bearer token is revoked immediately and Filssi Marketing can no longer push data in. The webhook URL is also cleared. You will need to go through both setup steps again to reconnect.

Rate Limits & Security

• The integration API allows up to 300 requests per minute from Filssi Marketing.
• Bearer tokens are stored as SHA-256 hashes — the plain token is never stored and is shown only once during pairing.
• Pairing codes are single-use and expire after 24 hours.
• The webhook URL contains a unique ingest token — treat it like a password and do not share it publicly.
• All sync activity is strictly scoped to your company.

Troubleshooting

• Status shows "Not Connected" — Complete Step 1: generate a pairing code in Filssi and enter it in Filssi Marketing.
• Leads not appearing in CRM — Check the status is Connected (Step 1 complete). Verify the form submission was sent in Filssi Marketing. Ensure your Filssi plan is Growth or above.
• Contacts not reaching Filssi Marketing — Check that a webhook URL is saved (Step 2 complete) — you should see the green confirmation in the Filssi integrations panel. If the URL is saved but contacts are still not arriving, the URL may have changed in Filssi Marketing — copy the latest URL and save it again.
• "Invalid or expired pairing code" error — The code was already used or has expired. Generate a fresh code in Filssi and re-enter it in Filssi Marketing within 24 hours.
• Webhook URL shows a warning triangle — No webhook URL has been saved yet. Complete Step 2 to enable the Filssi → FM outbound direction.

29. Projects & Time Tracking

Overview

The Projects module lets you organise billable work into named projects linked to clients. Each project has a budget, status, and start/end dates. Time entries are recorded against projects and can be converted directly into invoices once the work is complete.

Creating a Project

Navigate to Projects in the sidebar and click New Project. Fill in the project name, select the client, set a budget, and choose the status (Active, Completed, On Hold, or Cancelled). Start and end dates are optional but recommended for reporting.

The Projects Summary

At the top of the Projects page, five stat cards give you an instant overview: Total Projects, Active, Completed, Total Budget (sum of all budgets), and Total Billed (sum of all billed amounts). The table shows each project with a colour-coded Budget vs Billed progress bar — green under 70%, amber between 70–90%, and red above 90%.

Logging Time

You can log time in two ways:

• Click the ⏱ Log Time button on any project row. This opens the time entry modal pre-set to that project.
• Navigate to Time Tracking in the sidebar and click Add Time Entry. Select the project from the dropdown (linked to your actual project records), enter the date, hours, hourly rate, and whether the entry is billable.

Invoicing Unbilled Time

Once work is complete, click the 💰 Invoice button on the project row. Filssi shows a confirmation dialog listing the number of billable hours and the calculated amount. Click Create Invoice to convert all unbilled billable time entries for that project into a new draft AR invoice, pre-populated with the client, line items, and amounts. The time entries are then marked as billed so they will not be included in future invoices.

Team Members

Each project can have one or more team members assigned to it — for example, the lead solicitor, associates, and support staff on a client matter. To manage the team on a project, click the 👥 button in the project row. A panel opens showing:

• Current team — each assigned employee shown with their initials avatar, full name, and role (e.g. Lead, Associate, Support). Click Remove to unassign them.
• Add a member — select any active employee from the dropdown, enter an optional role label, and click + Add. The member appears immediately.

In the main Projects table, the Team column displays coloured initials avatars for each assigned employee. Hover over an avatar to see the full name and role. If a project has more than four members, the remaining count is shown (e.g. +2). Projects with no team assigned show a dash.

Project Health Status (RAG)

The Projects table includes a Health column that gives each project a colour-coded RAG (Red / Amber / Green) status at a glance:

• 🟢 On Track — Budget consumed below 70% and deadline is more than 7 days away (or not set).
• 🟡 Caution — Budget consumed between 70–90%, or deadline is within the next 7 days.
• 🔴 At Risk — Budget consumed above 90%, or the deadline has already passed.
• ⚫ Closed — Project status is Completed or Cancelled.

Health is calculated live from the project's billed amount vs budget and its end date. No configuration is required — the indicator updates automatically as you log time and issue invoices against the project.

Timesheet View

In addition to the standard list of time entries, the Time Tracking page offers a Timesheet view — a weekly grid that shows every day of the current week (Monday–Sunday) as a column, with rows grouped by project. To access it, click the 📅 Timesheet button in the Time Tracking toolbar.

Each cell shows the total hours logged for that project on that day. The bottom row shows a daily total and the rightmost column shows the weekly total per project. Today's column is highlighted for quick orientation. Use the ← Prev and Next → arrows to move between weeks. Click List to switch back to the standard log view.

30. In-App Notifications

Overview

The Notification Centre is a real-time alert system built into the top navigation bar. Click the bell icon to open a 360 px dropdown showing all recent notifications for your company. A red badge on the bell shows the count of unread notifications.

Notification Types

Notifications are automatically generated for the following events:

• ⚠️ Overdue invoices — triggered on milestone days: 1, 7, 14, 30, 60, and 90 days overdue.
• ✅ Expense approvals — when expense claims are submitted and awaiting approval.
• 💰 Payroll — payroll run completions and HMRC submission confirmations.
• ℹ️ Info — general platform alerts (e.g. subscription changes, system events).

Each notification shows a title, a brief description, a timestamp, and a link to the relevant record. Unread notifications are displayed in bold.

Marking as Read

Click any notification in the dropdown to navigate to the linked record — it is automatically marked as read. Click Mark all read at the top of the dropdown to dismiss all notifications at once. The notification centre polls for new alerts every 60 seconds automatically.

PWA Push Notifications

If you have installed Filssi as a Progressive Web App (PWA) and granted notification permission in your browser, Filssi can send push notifications to your device even when the tab is not active. Push subscriptions are managed automatically after login — no additional setup is required if you have already granted permission. To revoke push notifications, use your browser's site permissions settings.

31. Invoice Automation

Invoice Auto-Reminders

Filssi can automatically send payment reminder emails to clients for overdue invoices without any manual intervention. Auto-reminders are configured per invoice and run via a daily background check.

Enabling auto-reminders on an invoice:

1. Open any issued, sent, or partially paid invoice.
2. In the Auto-Reminders panel, toggle the switch to Enabled.
3. Select which overdue milestone days should trigger a reminder — the default schedule is 3, 7, 14, 30, 60, and 90 days overdue. You can customise this per invoice.
4. Click Save.

Once enabled, Filssi's daily daemon checks each overdue invoice and sends a reminder email to the client on each configured day. It will not send duplicate reminders for the same milestone — each day is sent at most once. View the full reminder history by clicking Reminder History in the panel.

Recurring Invoice Auto-Scheduling

Recurring invoice templates generate new invoices automatically when they become due — you no longer need to trigger them manually.

A background scheduler runs once per day and checks all active recurring invoice templates. If a template's next due date has been reached, a new draft invoice is automatically created with all the same line items, client, currency, and payment terms. The template's next due date is then advanced to the next occurrence.

On the Recurring Invoices page, a banner shows how many invoices are due. Click Generate Due Now to trigger the check on-demand rather than waiting for the overnight run. Click Run Check when none are currently due to verify the scheduler is active.

32. Global Search

Overview

The global search bar at the top of every page lets you find any record across your entire account instantly. Press ⌘K (Mac) or Ctrl+K (Windows/Linux) to focus the search bar from anywhere in the app, or click it directly.

What You Can Search

Global search covers the following record types:

• Clients — by name or email address.
• Invoices — by invoice number or client name.
• Quotations — by quotation number or client name.
• Vendors — by vendor name.
• Expenses — by description or vendor name.
• Content — by post title or platform.
• Employees — by name or employee code.
• Payroll Runs — by run reference or period.

Results are returned in real time as you type and are capped at 25 results across all categories. Each result shows the record type, name, and a relevant detail (e.g. amount, status, date). Click any result to navigate directly to that record. Press Escape to close the results dropdown.

33. Inventory & Stock

Overview

Filssi provides a full perpetual inventory system with AVCO (weighted average cost) valuation, automatic GL posting, physical stock counts, IAS 2 NRV write-downs, and a balance sheet reconciliation report. The Inventory menu item gives you a dedicated view separate from the Products catalogue.

Setting Up a Product for Inventory Tracking

Navigate to Products & Services and open or create a product record. Two price fields are now available:

• Unit Price (selling): The price charged to customers on invoices.
• Cost Price (purchase): What you pay to acquire the product. This seeds the AVCO calculation and drives GL inventory postings. Always set this field for tracked products.

Enable the Track Stock toggle, set a Reorder Level, and save. Only products with tracking enabled generate stock movements.

Automatic Stock Movements & GL Posting

Every movement is recorded in the stock movement ledger and — where a cost price is available — posted automatically to the General Ledger:

• On invoice issue: Stock is decremented for each tracked line item. A CoGS journal entry is posted: Dr 5100 Cost of Goods Sold / Cr 1150 Inventory, at the product's current weighted average cost.
• On PO goods receipt: Stock is incremented by the quantities received. An inventory receipt journal is posted: Dr 1150 Inventory / Cr 5100 CoGS offset. The weighted average cost is recalculated using AVCO after each receipt.
• Manual adjustments: Use the Adjust button on any tracked product to record purchases, write-offs, opening balances, or corrections. Provide a unit cost to trigger an automatic GL entry.

AVCO — Weighted Average Cost

Filssi uses the Weighted Average Cost (AVCO) method, the most widely accepted method for small businesses under IAS 2. After every stock-in event (PO receipt or positive manual adjustment), the system recalculates the average cost per unit:

New Average = (Old Qty × Old Avg Cost + New Qty × New Unit Cost) ÷ (Old Qty + New Qty)

The AVCO figure is used for all CoGS GL entries, balance sheet valuation, and the NRV write-down calculation. It is visible in the Avg Cost column on the Inventory page.

Physical Stock Count (Stock Take)

Use the 📋 Stock Take button on the Inventory page to perform a physical count:

1. Select the count date.
2. Enter the actual physical quantity for each tracked product. The system pre-fills the current system quantity as a starting point.
3. Click Post Stock Take. For each product with a variance, Filssi:
   • Updates the system stock quantity to the physical count.
   • Records a stock_take movement in the ledger.
   • Posts a GL variance entry: surplus → Dr 1150 Inventory / Cr 6900 Stock Discrepancy; deficit → Dr 6900 Stock Discrepancy / Cr 1150 Inventory.

Products with no variance are recorded but generate no GL entry. Always run a stock take before year-end to ensure the balance sheet figure is accurate.

IAS 2 NRV Write-down

Under IAS 2, inventory must be valued at the lower of cost and net realisable value (NRV). If goods are damaged, obsolete, or slow-moving and their expected selling price (less costs to complete and sell) has fallen below their AVCO cost, you must write them down.

To record a write-down, click the NRV button next to any tracked product that has a cost price:

1. Enter the NRV Per Unit — the expected net selling price less any costs to complete and sell.
2. The system calculates the write-down amount: (AVCO cost − NRV) × stock quantity.
3. Click Post Write-down. Filssi posts: Dr 6900 Inventory Write-down / Cr 1150 Inventory, and reduces the product's average cost to the NRV figure.

Write-downs are not reversible upwards (IAS 2 prohibits writing inventory back above original cost), so they should only be applied when the value impairment is clear and measurable.

Inventory Reconciliation Report

Click 📊 Reconciliation on the Inventory page to access the period-end reconciliation report. It shows:

• Opening stock value — the AVCO value at the start of the selected period.
• + Purchases received — total value of stock received in period.
• − Cost of Goods Sold — total AVCO cost of items sold in period.
• ± Adjustments — stock takes and manual adjustments.
• − NRV Write-downs — value written off to NRV.
• Closing stock value — the calculated closing balance.

Below the movement schedule, the report compares the AVCO stock value to the actual balance on GL account 1150 (Inventory) and flags any difference. A reconciled inventory means your balance sheet Inventory figure and your GL ledger agree — this is a key year-end control.

Year-End Checklist

1. Run a physical stock count via the Stock Take button and post the results.
2. Review all products for NRV impairment and post any required write-downs.
3. Open the Inventory Reconciliation report for the full year and confirm the difference is zero (or investigate and resolve any difference).
4. Check the Inventory balance on the Balance Sheet matches the reconciliation closing value.

34. AR Credit Hold Automation

Overview

You can set a credit limit on each client to automatically prevent new invoices from being issued when their outstanding balance would exceed that limit. This protects your business from extending too much credit to a single client.

Setting a Credit Limit

Open a client record in Clients and enter a value in the Credit Limit field. Save the record. A limit of zero means no credit control is applied for that client.

How Credit Hold Works

When you click Issue on an invoice, Filssi checks whether issuing the invoice would cause the client's total outstanding balance (all unpaid invoices) to exceed their credit limit. If it would:

• The issue action is blocked with an HTTP 422 response.
• A ⚠️ Credit Hold modal appears showing the client's credit limit, current outstanding balance, and the invoice amount.
• You can choose Issue Anyway (Override) to proceed despite the credit hold — this is recorded in the audit log.
• Alternatively, close the modal and resolve the outstanding balance (e.g. record a payment) before issuing the new invoice.

35. Report Sharing

Overview

Saved reports in the Report Builder can be shared with external stakeholders (e.g. investors, accountants, directors) via a public link — no Filssi login is required to view a shared report.

Generating a Share Link

1. Navigate to Reports & Analytics > Report Builder and locate your saved report.
2. Click the Share button on the report card.
3. A modal shows the full public URL with Copy and Open buttons.

The link is cryptographically generated and unique to each report. Anyone with the link can view the report metadata on a standalone dark-themed page — they cannot access any other part of Filssi.

Revoking a Share Link

In the same Share modal, click Revoke to permanently invalidate the current link. The report itself is not deleted. You can generate a new link at any time — the old link will no longer work once revoked.

36. Signed PDF Certificates

Overview

When a client signs a quotation through Filssi's e-signature flow, the system automatically generates a signed PDF certificate — a formal audit document that records the signing event and can be downloaded at any time.

What the Certificate Contains

The PDF certificate is an A4 document generated by ReportLab and includes:

• Certificate title and Filssi branding.
• Signer's full name and email address.
• Quotation number and the date/time of signing.
• An embedded image of the client's drawn or typed signature.
• A legal footer confirming the document was signed electronically.

Downloading the Certificate

Navigate to the signed quotation and open its sign request detail. Click Download Certificate to save the PDF. The certificate is stored securely in the database and is available for download at any time after signing — it does not expire.

37. Referral Programme

Overview

Filssi offers a referral programme that rewards you for introducing new paying customers to the platform. Your referral dashboard gives you a unique link and tracks the status of every signup that used it.

Finding Your Referral Link

Navigate to Settings > Referral Programme (or your account page). Your unique referral link is displayed along with your referral code. Copy it and share it via any channel — email, social media, your website, or direct message.

Social Sharing

The referral dashboard includes one-click sharing buttons for X (Twitter), LinkedIn, and WhatsApp, as well as a Copy Link button. Each button pre-fills a message with your referral link.

Tracking Your Referrals

The referral dashboard shows four stat cards:

• Total Sign-ups — everyone who has used your referral link to create an account.
• Active Subscribers — those who are currently on an active or trialling paid plan.
• Discount % — the discount applied to your account as a result of referrals.
• Status — your current referral programme status.

The Recent Sign-ups table below the stat cards shows the last 10 referrals with their plan name, subscription status, and sign-up date.

38. UAE VAT & E-Invoicing

Overview

For companies registered in the UAE, Filssi provides a complete VAT 201 return workflow aligned with the Federal Tax Authority (FTA) EmaraTax portal, together with PEPPOL BIS 3.0 / UBL 2.1 compliant e-invoicing and NEIP Phase 1 QR codes.

Setting Up UAE VAT

1. Go to Settings > Company and set the jurisdiction to UAE. Enter your Tax Registration Number (TRN) — a 15-digit number issued by the FTA.
2. Set the company's default currency to AED or configure multi-currency if you invoice in foreign currencies.
3. For each product or service, assign the correct UAE VAT rate: Standard Rated (5%), Zero Rated, or Exempt.

VAT 201 Return

Navigate to Tax > UAE VAT Returns to create and manage VAT 201 returns. When you create a return for a period, Filssi pre-fills it by analysing all transactions in the period and classifying them into the correct EmaraTax boxes:

• Standard-rated supplies (Box 1a) — domestic sales at 5%
• Zero-rated supplies (Box 2) — exports and zero-rated goods
• Exempt supplies (Box 3)
• Reverse-charge supplies (Box 3a) — imports of services
• Out-of-scope supplies (Box 4)
• Input VAT recoverable (Box 9)
• Per-emirate breakdown — all seven emirates (Abu Dhabi, Dubai, Sharjah, Ajman, UAQ, RAK, Fujairah) plus Other, for the emirate-level reporting requirement

After reviewing the pre-filled return, you can adjust any box manually, add a note, and mark the return as submitted. A full PDF report and a three-sheet Excel audit pack (summary, transaction detail, per-emirate breakdown) are available for download from the return record.

E-Invoicing (PEPPOL / UBL 2.1)

When a company has a TRN set, Filssi automatically embeds a NEIP Phase 1 TLV QR code in every invoice PDF. The QR code encodes the seller name, TRN, invoice date and time, total amount, and VAT amount — exactly as required by the FTA's Phase 1 e-invoicing mandate.

For structured electronic invoice exchange (Phase 2 / PEPPOL), Filssi can generate a PEPPOL BIS 3.0 / UBL 2.1 XML file for each invoice. Credit notes use the correct <CreditNote> root element (TypeCode 381) rather than the Invoice root. To download the UBL XML for an invoice, open the invoice and click Download UBL XML.

UAE Payroll — EOSG & WPS

For UAE-jurisdiction companies, two additional payroll exports are available:

• End of Service Gratuity (EOSG) — calculates the EOSG entitlement per employee based on UAE Labour Law (21 days for the first 5 years, 30 days thereafter), and exports a summary report. Navigate to Payroll > UAE EOSG.
• WPS SIF (Wage Protection System) — generates a Salary Information File in the CBUAE-specified SIF format for submitting salary payments through the Wages Protection System. Navigate to a posted payroll run and click Download WPS SIF.

39. Bulk Client Statements

Overview

The Bulk Statement Email feature sends a branded account statement PDF to every client with an outstanding balance, in a single action. This is useful for month-end credit control — a single click reaches all clients who owe money, without needing to send individual statements one by one.

How to Send Bulk Statements

1. Navigate to Clients and click Send Bulk Statements (or use the action in the Invoicing section).
2. Confirm the action. Filssi will:
   • Loop through all active clients who have an email address on file.
   • Calculate each client's outstanding balance (total unpaid invoices minus payments and credit notes).
   • Skip any client with a zero or negative balance.
   • Generate a PDF account statement for each qualifying client using ReportLab, listing all outstanding invoices with their dates, amounts, and due dates.
   • Send the statement to the client's registered email address with your company name and the current month in the subject line.
3. A results summary is returned showing: how many statements were sent, how many were skipped (zero balance), and any errors (e.g. PDF generation failure or email bounce).

Statement Content

Each statement PDF includes your company name and logo, the client's name and address, the statement date, a table of all outstanding invoices (invoice number, date, due date, amount, balance), and a total outstanding balance figure. The email uses your company's dark-themed branded template with your company name in the header.

40. Approval Workflows

Several modules in Filssi include structured approval workflows that require one or more authorised users to review and sign off on a record before it can be actioned further. This section explains each workflow, the status progression, who can approve, and what happens on rejection.

Notifications During Approval

At each stage transition, Filssi automatically sends email notifications to the relevant party:

• Submission — the approver is notified that a record is awaiting their review.
• Approval — the submitter is notified that the record has been approved and what the next step is.
• Rejection — the submitter is notified with the approver's reason, so they can correct and resubmit.

In-app notifications are also generated in the Notification Centre (bell icon) for all approval events, so nothing is missed even if the email is overlooked.

Audit Trail

Every approval action — submission, approval, or rejection — is recorded in the audit log with the acting user's name, timestamp, and any comments provided. The audit log is accessible to Admin users under Settings > Audit Log. For quotations, the signed PDF certificate serves as the primary legal record.