Knowledge Base

Fiskl Desktop Use

  1. Getting started
    1. Signing Up
    2. Setting up your organisation
    3. Signing in
    4. Navigating Fiskl
    5. Navigation in the list screens
    6. Available currencies
  2. Homescreen
  3. Setting up company, taxes and payment information
    1. Entering your company details and logo
    2. Setting up your accounting information
    3. Setting up and managing your list of taxes
    4. Setting up default payment information
    5. Setting tax types including Multiple and Compound
  4. Manage users
    1. Permission levels/user roles
    2. Managing users
    3. Adding a new user
    4. Change user permissions and delete user
  5. Payment Integrations
    1. Setting up a Stripe account
    2. Connect to an existing Stripe Account
    3. How does my client pay?
  6. User menu
    1. User settings
      1. Change your name and phone number
      2. Change your email
      3. Change your password
    2. Sign out of Fiskl
    3. Preferences
      1. Enter your standard mileage rate and unit of travel
      2. Enter your standard rate for time and billing rate
      3. Set your region and language
    4. Contact support
    5. Terms of service
    6. Privacy policy
  7. Your Day
  8. Invoices
    1. Search and view your invoices
    2. Understand status' of your invoices
    3. Delete or re-send an invoice
    4. Create a new invoice
      1. Change invoice name and number
      2. Add client information to your invoice
      3. Add dates to your invoice
      4. Adding Multiple or Compound Taxes
      5. Add or Edit existing items to your invoice
      6. Add new product or service to your invoice
      7. Add new expense to your invoice
      8. Add new mileage to your invoice
      9. Add a new time to your invoice
      10. Remove and duplicate an item in your invoice
      11. Bulk edit: Delete multiple items and edit tax
      12. Re-order items shown on your invoice
      13. Payment method, info and notes
      14. Add, change or view deposit, discount or currency applied to your invoice
      15. Preview and send your invoice
    5. Edit your invoice and change status
  9. Expenses
    1. Search and view your expenses
    2. Delete, duplicate or add existing expense to an invoice
    3. Create an expense
    4. Edit an expense
  10. Time
    1. Using the timer
    2. Log time and quick save
    3. Search for a time item
    4. Delete, duplicate or add Time item to an invoice
    5. Create a new time item
    6. Edit your time item
  11. Mileage
    1. Search and view your trip
    2. Delete, add to invoice or duplicate your trip
    3. Create a new mileage item
    4. Edit your mileage
  12. Products and Services
    1. Search and view your products and services
    2. Delete, duplicate and add product or service to an invoice
    3. Create a new product
    4. Create a new service
    5. Edit your product or service
  13. Calendar
    1. View your tasks
    2. Create, edit and delete a task
    3. Mark task as complete
  14. Clients
    1. Search, view, delete, or create a new invoice from your client list
    2. Create a new client
    3. View and edit full client details

Getting started #

We’d like to quickly check that you have the following:

  • A device – mobile phone, tablet, computer or a laptop
  • Internet connection
  • A browser or the Fiskl app downloaded on to your mobile

In this section:

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Last updated on November 8, 2018
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Signing Up #

Signing up to Fiskl couldn’t be easier, either go to the app on your mobile or visit https://my.fiskl.com/

  • Select the Sign up link at the bottom of the screen
  • Enter your name, email and a password
  • Click on Sign up

Helpful tip:  You can sign up to Fiskl using your Google account and then continue to set up your organisation on Fiskl.

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Setting up your organisation #

One final step before your account is created, you need to enter the following business information:

  • Company name or your own name if you are self employed.
  • Select your country.
  • The currency is set by default to your selected country however if you use a different currency tap the drop down. arrow for a list of all worldwide currencies.
  • Select your industry from the drop down arrow.
  • Enter your Tax/VAT number.
  • If you have an offer or Partner code, enter it here.
  • Click on Update account and congratulations you now have a Fiskl account!

Just two small steps and you are ready to go, although if you are in a hurry, these last steps can be skipped and completed later.

Step 1:  Add your company address, the country will be prefilled with the country you selected on sign up, to change just click on the down arrow  for a list of countries.

Step 2:  Upload your company logo by clicking on  or select any of the following and click on Finish:

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Signing in #

If you have already signed up to Fiskl, you can directly sign in using your email address.  To sign in:

  • Open https://my.fiskl.com, enter your email address and password, then click on Sign in.
  • If you’ve forgotten your password, tap on Forgot password and we’ll send you an email with details.

Helpful tip:  You can also sign in to Fiskl using your Google account.

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Available currencies #

Within company settings you can select your currency by clicking on the blue down arrow  Here’s a list of all the currencies available on Fiskl:

Country NameCurrency NameCurrency AbbreviationCurrency Symbol
United Arab Emirates United Arab Emirates DirhamAED د.إ
AfghanistanAfghan afghaniAFN؋
AlbaniaAlbanian LekALLLEK
ArmeniaArmenian DramAMDAMD
NetherlandsNetherlands Antillean GuilderANGƒ
AngolaAngolan KwanzaAOAKz
ArgentinaArgentine PesoARS$
AustraliaAustralian DollarAUD$
ArubaAruban FlorinAWGƒ
AzerbaijanAzerbaijan ManatAZN
Bosnia and Herzegovina Convertible markBAMKM
BarbadosBarbados DollarBBD$
BangladeshBangladeshi TakaBDT
BulgariaBulgarian LevBGNлв
BahrainBahraini DinarBHDBD
BurundiBurundian FrancBIFFBu
BermudaBermudian DollarBMD$
BruneiBrunei DollarBNDB$
BoliviaBolivianoBOBBs
BrazilBrazilian RealBRLR$
BahamasBahamian DollarBSD$
BhutanBhutanese NgultrumBTNBTN
BotswanaBotswana PulaBWPP
BelarusBelarussian RubleBYRBr
BelizeBelize DollarBZDBZ$
CanadaCanadian DollarCAD$
Congo/KinshasaCongolese FrancCDFCDF
SwitzerlandSwiss FrancCHFCHF
ChiliChilean PesoCLP$
ChinaChinese Yuan RenminbiCNY¥
ColumbiaColombian PesoCOP$
Costa RicaCosta Rican ColonCRC
CubaCuban PesoCUP
Cape VerdeCape Verde EscudoCVE$
Czech Republic Czech KorunaCZK
DjiboutiDjibouti FrancDJFFdj
DenmarkDanish KroneDKKkr
Dominican RepublicDominican PesoDOPRD$
AlgeriaAlgerian DinarDZDدج
EgyptEgyptian PoundEGP£
EritreaNakfaERNNfk
EthiopiaEthiopian BirrETBBr
EuroEUR
FijiFiji DollarFJD$
United KingdomPound SterlingGBP£
GeorgiaGoergia LariGELGEL
GhanaGhana CediGHSGH¢
GibraltarGibraltar PoundGIP£
GambiaGambia DalasiGMDD
GuineaGuinea FrancGNFFG
Guatemala Guatemala QuetzalGTQQ
GuyanaGuyana DollarGYD$
Hong KongHong Kong DollarHKD$
HondurasLempiraHNLL
CroatiaCroatian KunaHRKkn
HaitiHaiti GourdeHTGG
HungaryForintHUFFt
IndonesiaRupiahIDRRp
IsraelNew Israeli SheqelILS
IndiaIndian RupeeINR
IraqIraqi DinarIQDع.د
IranIranian RialIRR
IcelandIceland KronaISKkr
JamaicaJamaican DollarJMDJ$
JordanJordanian DinarJODد.ا
JapanYenJPY¥
KenyaKenyan ShillingKESKSh
KyrgyzstanSomKGSлв
CambodiaRielKHR
ComorosComoro FrancKMFKMF
South KoreaWonKRW
KuwaitKuwaiti DinarKWDك
Cayman IslandsCayman Islands DollarKYD$
KazakhstanKazakhstan TengeKZT
LaosKipLAK
LebanonLebanese PoundLBPل.ل
Sri LankaSri Lanka RupeeLKR
LiberiaLiberian DollarLRD$
LesothoLotiLSLLSL
LithuaniaLithuanian LitasLTLLt
LybiaLibyan DinarLYDLD
MoroccoMoroccan DirhamMADMAD
MoldovaMoldovan LeuMDLMDL
MadagascarMalagasy AriaryMGAMGA
MacedoniaDenarMKDден
Myanmar (Burma)KyatMMKK
MongoliaTugrikMNT
MacauPatacaMOPMOP$
MauritaniaOuguiyaMROMRO
MauritiusMauritius RupeeMUR
MaldivesRufiyaaMVRMVR
MalawiKwachaMWKMK
MexicoMexican PesoMXN$
MalaysiaMalaysian RinggitMYRRM
MozambiqueMozambique MeticalMZNMT
NamibiaNamibia DollarNAD$
NigeriaNairaNGN
NicaraguaCordoba OroNIOC$
NorwayNorwegian KroneNOKkr
NepalNepalese RupeeNPR
New ZealandNew Zealand DollarNZD$
OmanOmani RialOMR
PanamaBalboaPABB/.
PeruNuevo SolPENS/.
Papua New GuineaKinaPGKK
PhilippinesPhilippine PesoPHP
PakistanPakistan RupeePKR
PolandZlotyPLN
ParaguayGuaraniPYGGs
QatarQatari RialQAR
RomaniaNew Romanian LeuRONlei
SerbiaSerbian DinarRSDДин.
RussiaRussian RubleRUBруб
RwandaRwanda FrancRWFRWF
Saudi ArabiaSaudi Arabia RiyalSAR
Solomon IslandsSolomon Islander Dollar SBD$
SeychellesSeychelles RupeeSCR
SwedenSwedish KronaSEKkr
SingaporeSingapore DollarSGD$
Saint HelenaSaint Helena PoundSHP£
 Sierra LeoneLeoneSLLLe
SomaliaSomali ShillingSOSS
SurinameSuriname DollarSRD$
São Tomé and PríncipeDobraSTDSTD
El SalvadorEl Salvador ColonSVC$
SwazilandLilangeniSZLSZL
ThailandBahtTHB฿
TajikistanSomoniTJSTJS
TurkmenistanTurkmenistan New ManatTMTTMT
TunisiaTunisian DinarTNDTND
TongaPa angaTOPTOP
TurkeyTurkish LiraTRY
Trinidad and TobagoTrinidad and Tobago DollarTTDTT$
TaiwanNew Taiwan DollarTWDNT$
TanzaniaTanzanian ShillingTZSTZS
UkraineHryvniaUAH
UgandaUganda ShillingUGXUGX
United States of AmericaUS DollarUSD$
UruguayUruguay Peso en Unidades Indexadas (URUIURUI)UYIUYI
UruguayPeso UruguayoUYU$U
UzbekistanUzbekistan SomUZSлв
VenezuelaBolivarVEFBs
VietnamDongVND
VanuatuVatuVUVVT
SamoaTalaWST$
Communauté Financière Africaine (BEAC)CFA Franc BEACXAFXAF
East CaribbeanEast Caribbean DollarXCD$
Communauté Financière Africaine (BCEAO)CFA Franc BCEAOXOFXOF
Comptoirs Français du Pacifique (CFP)CFP FrancXPFXPF
The African Development BankADB Unit of AccountXUAXUA
YemenYemeni RialYER
South AfricaRandZARR
ZambiaZambian KwachaZMWZK

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Last updated on November 8, 2018
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Homescreen #

The homescreen is the first thing you’ll see when you sign into Fiskl. It gives you a picture of your company’s finances, upcoming payments, outstanding invoices, expenses, upcoming tasks and events plus much more.

Your total sales graph: This depicts your total sales for the last 6 months, by clicking on the line of the graph above the month, you can see the total sales for that month.

Your day: This is your plan for the day, on initial sign in, you can add your first task by clicking the green action button. If you have tasks or events already scheduled, click on the green action button to review. To minimise this menu, click the left arrow , to bring it back to full view click the right arrow 

Recent activity: This shows what you have recently done on Fiskl.

Your invoices status: This depicts a graph showing the total value of your invoices over the last 365 days along with a breakdown of Overdue, Outstanding, Paid and Open

List of your invoices: This shows the top 3 overdue or outstanding invoices along with the invoice name, number, date and status. To see all overdue invoices click on “browse more”.

Helpful tip: Click on “send reminder” to send an automatic email reminder

Revenue and expenses: 

The revenue and expenses section displays the total revenue for your organisation.

It shows the total net figure (total sales minus expenses) for the last 6 months, with figures underneath for total revenue and total expenses for that period.

The graph depicts the revenue and expenses for the last six months, by clicking either of the lines on the graph above the month, you can see the relevant figure for that month.

Top expenses:

The top expenses section displays the total expenditure over the last six months, along with a pie chart and breakdown of the top 6 expense categories for that period. By hovering over a section of the pie, the expense and amount will be displayed.

Upcoming invoices:

The upcoming invoices section displays the total amount expected from upcoming invoices for the next 6 weeks.

The graph depicts the value of upcoming invoices per week, by hovering on the bar for any given week you can see the relevant figure for that week.

 

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Setting up company, taxes and payment information #

This section is for business owners or users with admin rights:

As a new user, when you sign up to Fiskl, you’ll have been asked to enter some key information about your organisation (see getting started section for more details).  If you didn’t get a chance to complete all the fields, you can always finish setting up your organisation from company settings

Company settings

In company settings you can enter basic information about your organisation such as, contact and accounting information.  Once completed, this information is automatically pre-filled where and when needed across the app.

To set up your organisation in Fiskl, hover your mouse over your company name at the top left of the screen, then a drop down menu will appear, select company settings to edit your company info.

In this section:

Entering your company details and logo

Setting up your accounting information

Setting up and managing your list of taxes

Setting up default payment information

Setting Tax types including Multiple and Compound

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Entering your company details and logo #

Company Logo: Your logo image will appear on all your documentation such as your invoices. If you didn’t add your logo when you signed up, you can insert your logo here by clicking on the placeholder  and selecting a picture from your PC.

Name: This can either be your company name (or your own if you are self employed).  This field will already be pre-filled using information you entered on signing up, it can be easily edited from here if need be.

Business type: This will already be pre-filled as before, to change it,  delete the existing entry then click on the down arrow  and select your business type.

Company email: This is the email you will use for all business transactions through Fiskl.

Company phone: This is your preferred contact number for all calls relating to your company.

Currency: This is the currency that you will use across the app. Again, this is prefilled, to change it, click on the down arrow  and select your currency.

Address

Address: To enter your address, simply type in the details in the relevant fields, for your country click the down arrow  to select it.

If you’d like to save your changes, simply click anywhere in the menu and your changes will automatically be saved.

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Setting up your accounting information #

Accounting

Registration number: In case you wish to display your company registration number on your invoice you can add it here. This is your registration number for your company and is country specific.

Tax/VAT number: Enter your Tax/VAT number in case you are required by regulation to show it on your documentation.

Add custom Tax ID label: If you need to display a different Tax label on your invoice, for example GST, ABN, then enter the relevant initials into this field and the initials will then automatically appear on the invoice before the clients Tax/VAT registration number.

Fiscal year end: Click on the calendar icon  to select and save the date of your financial year end.

Sales Tax/VAT filing frequency: Use the drop down arrow to select frequency of your Tax/VAT filing.

Sales Tax/VAT filing start date: Click on the calendar icon  to select and save the date of the start of your Tax/VAT filing.

To save any changes made in company settings, simply click anywhere in the main menu and your settings will automatically be changed.

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Setting up and managing your list of taxes #

Within company settings, it’s easy to add or manage the list of your taxes.

Name: Here you can add various taxes, by assigning a name to each one.  If you already have taxes stored, you can view the list here.

Value: Add a value of the tax in percentage against the relevant tax name.

To edit existing tax: click on the required tax and type in the relevant field to make your changes

To delete an existing tax: click on the delete icon next to the tax

To add a new tax: type the new tax details into the empty “name” and “value” fields located at the bottom of the list.

Custom Invoice Tax Label:  If you prefer to customise your tax label in the invoice, then just enter the label name, for example GST, VST, HST, this will then appear in the relevant tax fields in the invoice sent to the customer.

To save your company settings, simply click anywhere in the main menu and your settings will automatically be changed.

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Setting up default payment information #

Within company settings, you can add any relevant default payment information:

Payment info: Here you can add your account and payment details, this will automatically appear on your documents such as invoices.

Notes: Pre-filled by default with “Thank you for your business” which will appear on all your documents such as invoices. This can be easily changed by clicking in the field and typing in new text.

Payment terms: If you enter your standard payment terms in days, this will automatically complete the due date in every new invoice.

Offer or Partner code: If you have an offer or partner code then enter it here.

Saving company settings: Simply move to another area of the app, your changes will automatically be saved.

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Setting tax types including Multiple and Compound #

In invoice settings within company settings menu its easy to set taxes to no tax, standard, multiple or compound by selecting Tax type, simply select your option by clicking on the down arrow 

Whilst you can set these by default here in the Company settings, if would like to change your taxes in different invoices or items, its also possible to switch between taxes within invoices, time, mileage, expenses, products and services, for example:

Add a new invoice, click on the gear icon  to go to invoicing settings and select Tax Settings, here you can click on the drop down arrow to select your tax type.  For the purposes of this exercise select Multiple.

Add an expense item to your invoice, to apply multiple taxes simply click on “add taxes”, the following options will appear, for multiple taxes make sure Simple is selected, you can then add upto 4 taxes.

Once you have added your taxes, click on the small text just below the amounts, the option box will then disappear.

If you change your mind and wish to add a compound tax, simply select compound from the dropdown box and here you can add 2 taxes.

If you wish to delete any of the taxes you entered, just click on the down arrow and select none, this will then remove the text.

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Manage users #

If you have a team then its easy to share the workload, if you have owner or admin rights you can invite, activate, edit users and assign each one with a role containing relevant permissions.

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Permission levels/user roles #

 Business Owner: Can create and see all items, clients and invoices across all users in the business, manage users and can access subscription and billing.

 Admin: Can create and see all items, clients and invoices across all users in the business and manage users.

 Billing user: Can create and view all items, clients and invoices that the user has raised.

 User: Can create and view items (time, mileage, expenses and products/services) that the user has raised.

 

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Managing users #

You’ll need to be the owner or have admin rights on a Plus, Pro and Prime subscription.

Click on your company name and select manage users in the side menu.

This screen will show a list of all users along with their role, email address, pending (user hasn’t replied to invitation) and the option to de-activate the user.

 

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Adding a new user #

You’ll need to be the owner or have admin rights on a Plus, Pro and Prime subscription.

From the manage users list, click on invite new member to add a new user, you will then be asked to add the following:

  • Email address: This is the email address for the new user.
  • First name: This is the first name for the new user
  • Last name: This is the surname for the new user
  • Assign role: Click on the small down arrow to select from a list of roles (permission levels), these are: Owner, Billing user and Admin
  • Inviting the user: If you wish to save and send an invite to the user, press send.

The invited user will receive an email inviting them to Fiskl, they will be required to click on button within the email and will be prompted to create a password. The user will then have the required access to Fiskl and the user will appear as active on your Manage users list.

 

Helpful hint:  You can add multiple users by tapping on “add another”.

 

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Change a user’s permissions and delete user #

To edit a user, from the Manage users list, click on the down arrow  to change the role.

To delete user, click on “deactivate” user for the user to be removed from the Manage users list.

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Payment Integrations #

As well as getting paid by cash you can also choose to get paid using the payment gateway, Stripe.  This keeps the whole payment process online and is makes it easy for both you and your customer. click on the settings icon  , select Integrations.

In this section:

Set up a Stripe account

Connect to an existing Stripe account

How does my client pay?

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Setting up a Stripe account #

Once you have selected Integrations, you will be taken to a screen with the option to connect to Stripe.

  • Click on Connect with Stripe button to be taken to the Stripe Account Activation form on their website
  • Complete all relevant information
  • Click on Authorise access to this account

You are then ready to go.

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Connect to an existing Stripe Account #

To connect to your Stripe account, go to settings and integrations:

  • Simply click on connect with Stripe
  • Enter your credentials
  • Click on connect my Stripe account and its all connected.

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How does my client pay? #

Your client can easily pay you using their credit card or cash if you prefer.

To pay by credit card:

  • Once you have sent your invoice, your client will receive an email with a copy of the invoice attached.
  • Your client can open the email and click on the green icon to open the invoice
  • Your client then clicks on  at the top left of the invoice screen and is taken to a dialogue box requesting payment details.
  • You then receive a notification in the notifications bar that your invoice has been paid along with email confirmation.
  • Your invoice is then automatically changed to Paid.

If your client would like to download the invoice onto their computer, they simply click “download” on the top righthand side.

If your client would like to send you a message, they can click on “Do you want to send a message or ask something else about this invoice?”, Fiskl will then send you an email, which you can reply to via email.

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User menu #

  The user menu allows you to customise certain functions of Fiskl. It’s divided into User settings, Preferences, Contact support, knowledge base, terms of service and privacy policy.

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User settings #

In User settings you can edit the user information you entered on signing up and change your password. To access user settings, go to the user menu  then click on the gear icon 

In this section:

Once you have completed changing your user settings, click anywhere in the app and your changes will automatically be saved.

 

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Change your name and phone number #

To edit your name, surname and phone simply click on the relevant field within User settings .

 

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Change your email #

From User settings , you can change your email by clicking on “change email”, a pop up box will appear, change the email address, for security, you’ll also need to enter your current password, then click “submit”.

If you signed in using your Google account, you will be unable to change your email in Fiskl.

 

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Change your password #

Within User settings  you can change your password, click on “change password” a pop up box will appear, enter your current password, then enter and confirm your new password, once finished press submit.

If you signed in using your Google account you will not be able to change your password in Fiskl.

 

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Sign out of Fiskl #

To sign out of the app go to the user menu   and select Log-out.

 

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Preferences #

 In preferences you can customise what will be pre-filled throughout the relevant areas of the app, for example, mileage and time rates. To access your preferences, go to the user menu , then click on Preferences .

In this section:

You can save your preferences by tapping save at the bottom right of the screen.

 

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Enter your standard mileage rate and unit of travel #

Within Preferences  you can add your mileage and travel unit:

Mileage rate: This is your rate per mile/kilometre, the figure will always be the currency already pre-selected in company settings. Tap on the field to enter the rate.

Travel unit: To select your preferred travel unit, tap on the small down arrow  to select KM or Miles.

 

 

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Enter your standard rate for time and billing rate #

Within Preferences  you can add your billing rate and unit:

Billing rate: This is your standard rate for the time billed against your clients, this figure will always use the currency pre-selected in your company settings. Click on the field to enter the rate.

Billing unit: This is set to hours by default.

Helpful tip: If you need to change your billing rate for a one-off project or client, you can do this as and when needed when creating or editing your time item within the app itself.

 

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Set your region and language #

Within Preferences  you can change your region or language depending on where you are or where your customers are. Currently, this is for the placement of decimal points or commas and date format.

 

 

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Contact support #

 If you need any assistance with using Fiskl, just click on contact support within the user menu  to chat with us directly on Livechat.

 

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Terms of service #

 If you would like to look at our terms of service please click on Terms of service within the user menu 

 

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Privacy policy #

 We take your privacy very seriously, to view our policy please click on Privacy policy within the User menu 

 

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Your Day #

Your day gives you a snapshot of your tasks/events or important notifications for the day, along with a calendar and list of the next 4 upcoming tasks/events.

Click on home, the “Your Day” section will appear as a blue menu bar, this shows your top 4 tasks, ability to mark as complete, add a new task, browse other tasks. Underneath this list is a month to view calendar which contains all events and tasks which have a date, it also shows a quick view of your next 4 events with the title and number of days until it’s due.

Your tasks for today

This shows 4 tasks that you need to complete today or are overdue.  Its easy to mark them as complete by clicking on the selector button  and the text will be struckthrough and deleted.

Add new task:  Click on “add new task”, type details of your task in the open field.

 

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Invoices #

Invoicing is a quick and easy way to bill your clients either by using the information you have already entered in Fiskl or adding fresh information for example a new client, product/service or an item such as an expense. It automatically creates an invoice PDF which you can email to your client from the app. It’s a great way to see all your invoices in one place along with the total amount of your invoices for the last 365 days with a breakdown of their status.

Click on the invoices menu on the sidebar to bring up the list of all your invoices. From here you can easily view the total amount of invoices for last 365 days, filter by invoice status, search, view invoice, delete, send and create a new invoice.

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Search and view your invoices #

Within the list of invoices you can:

Search for an invoice: Type your keyword into the searchbar at the top of the list.

View your invoice list by invoice status: This enables you to sort your invoices by their status, just click on the down arrow  to select your required status, the list will then just show the invoices with that status.

To view an invoice: Simply click on the invoice to view the details.

 

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Understand status' of your invoices #

Invoice status’:

  • All – all invoices (this tab is selected by default)
  •  invoices which have been created but not sent
  •  invoices which have been created and sent but haven’t reached their due date
  •  invoices which have passed their due date
  •  invoices which have been paid
  •  invoices which have been rejected by the client

To change an invoice status: Click on the invoice, this opens your invoice screen, click on status icon at the top of the screen.

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Delete or re-send an invoice #

To delete or send/re-send an invoice from within the invoice list: Click on the 3 dot next to the item row, “delete” and “send” options will then appear

To delete a Paid invoice: Open the invoice, change the status to Open by clicking on the up arrow on the status bar and changing it to Open.

You can then go back to the list and click on the 3 dots to select delete.

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Change invoice name and number #

From the new invoice screen, its easy to change your invoice number and/or name to make it easier for your clients to identify their invoices.

By default, the invoice number and name is auto-generated, however, just type over the existing number and/or name at the top left of the new invoice screen to make the relevant changes.

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Add client information to your invoice #

 

Bill to:

Bill to allows you to select your client or add a new one.

Select client or add new one: By clicking in the client field, or by typing initial letters, this pulls up the list of clients from your database, however if your client doesn’t appear you can create a new client, just click “add new client” (see client section in this guide for more details).

To edit your client: Click “update client info”, a pop up box will appear to edit the required information, if you wish to change the contact, address or notes section just click on the down arrow  next to advanced options.

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Add dates to your invoice #

Within the new invoice screen you can add key dates such as the invoice date, due date and sale date:

Invoice date: This can be the current, past or future date, by clicking on the calendar , select the date.

Invoice due date: If you have entered your standard payment terms in Company Settings then this will be automatically filled in, however if you wish to change the date then click the calendar  to select the date for when you expect payment.

Sale date: Should you be required to show the date of the sale on your invoices, click on the calendar  to select the date.

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Adding Multiple or Compound Taxes #

To select your tax type within your new invoice:

Click on the gear icon at the top of the screen  to go to Invoicing Settings and select Tax Settings, here you can click on the drop down arrow  to select your tax type.

Multiple Taxes:

  • Add an item to your invoice, to apply multiple taxes simply click on “add taxes”, the following options will appear, for multiple taxes make sure Simple is selected, you can then add upto 4 taxes.
  • If you wish to remove one of the taxes, click on the drop down arrow to select “none”.
  • Once you have entered your taxes, click on the small text below the line item amounts and the drop down box will disappear.
  • If once you have selected “Simple” from the drop down box you decide to change your tax type to Compound, then simply click on the “Compound” option and enter your taxes.

Compound Taxes:

If you wish to add a compound tax, simply select “Compound” from the dropdown box from the Tax settings menu, add your item to your invoice and click on Add taxes, and here you can add 2 taxes.

Once you have entered your taxes, click on the small text below the line item amounts and the drop down box will disappear.

If once you have selected “Compound” from the drop down box you decide to change your tax type to multiple, then simply select “Simple” and enter your taxes.

Standard tax:

If you would like to apply the taxes which are individually assigned to your line items, simply select Standard from the Tax settings option within the Invoice settings menu.

No tax

If you prefer not to have any taxes in your invoice, select No tax from the Tax settings menu.  The tax column and tax references will not appear on the invoice PDF.  If there are items which you wish to apply tax to and you have already selected no tax, just edit the item and add the tax accordingly.

Removing or editing taxes:

If you have added a Multiple or Compound tax and wish to remove an assigned tax select the small text showing the name of the taxes the drop down box will appear, select “none” from the drop down box and the tax will disappear.  You can use the same process for changing the taxes.

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Add or Edit existing items to your invoice #

Within the Invoice line items section of your new invoice you can:

Attach an existing item to your invoice:

To attach an item you’ve already created (ie product), select item type (ie product) then click “browse all items”. This pulls up a list which is split into 5 tabbed sections (All, expense, product & service, mileage and time), here you can easily see the item type (ie expense), the name, date the item was created, where applicable the Tax/VAT amount, rate and total.

  • View list by item: Click on the relevant tab (ie time)
  • Search: Enter your word into the search bar to find what you are looking for
  • Attach item: Once item/s selected click on “attach button”
  • Add multiple existing items: Tick the checkboxes against the items and press “attach”

Add a new item or edit an existing item:

Adding a new item or editing one you’ve already added to your invoice both follow the same principles:

Add new item with basic information: Select item type and enter information directly into the table of fields

Edit existing basic information: Make the changes directly in the table of fields.

To add new or edit complete information for your item:

To add or edit all the fields relating to your item click on the 3 dots in the item row  select edit and a pop up box will appear (don’t forget to select the type of item first):

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Add new product or service to your invoice #

To add or edit your product or service from within your invoice:

Click on the item type, Product or service, click on the down arrow  for a list of products or services (depending on your type selection)  scroll to the end and select “Add as a new item”, this will bring up a pop up box for you to complete (not all fields are mandatory):

  • Type: This is autofilled with either Product or Service
  • Name: This is the name of your product or service
  • Unit: This is the unit of the product or service, eg: “Pack of 6 bottles” for a single unit – “litre” or for service “hour”
  • Currency: This is selected by default using the information provided in company settings. To change the currency for this particular product or service, click on the down arrow  next to currency.
  • Price/rate: This is the price of the product or service per unit.
  • Invoice specificTax: This is the tax type, ie, No Tax, Standard, Multiple or Compound which is to be applied to your invoice.  If you haven’t set your Invoice Specific Tax in company settings, you can go to invoice settings and make the switch.  See Adding Multiple or Compound taxes section in this guide
  • To create a new tax, click on “add new tax”, a pop up box will appear, type the name of your new tax/VAT and the percentage. Press save, your new tax will be shown in your tax list going forwards.

Add supporting documents for your new product: Drag and drop or select files from your computer, supported files .png, .pdf, .jpg.  If you document is a Microsoft Office document (eg Word, excel), simply convert it to PDF.

  • Description: This is an open ended text box for you to enter a description of your product.
  • Invoice specific quantity: This is the quantity of units which you are charging on this invoice
  • Once complete, press save.

Helpful tip:  You can also add or edit the main details of your product or service directly in the fields within the Invoice Line items section.

 

 

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Add new expense to your invoice #

To add or edit a new expense to your invoice:

Click on the item type, Expenses, this will pull up a list of all unbilled expenses relating to your client, then select “Add as a new item”, this will bring up a pop up box for you to complete (not all fields are mandatory):

    • Vendor: The name of the company that sold you the goods.
    • Reimbursable: Tick the checkbox if your expense is reimbursable.
    • Date: This is the date of the receipt. Click on the calendar icon  select a date.
    • Category: To help you identify where your money is being spent, click on the down arrow  to select a category relating to the type of expense.
    • Currency: By default this is the currency which was selected in company settings, to change it for this expense click on the down arrow  to make your selection.
    • Total: This is the total of your expenses inclusive of Tax/VAT.
    • Invoice specificTax: This is the tax type, ie, No Tax, Standard, Multiple or Compound which is to be applied to your invoice.  If you haven’t set your Invoice Specific Tax in company settings, you can go to invoice settings and make the switch.  See Adding Multiple or Compound taxes section in this guide
  • Adding receipts/supporting documents: Drag and drop your files into the picture area or click on “Select files from your computer”. Supported files are .png, .jpg and .pdf. If your receipt is in word or excel, save it as a PDF on your PC then attach the new PDF to your expense.
  • Description: This is an open field for a brief description of what the expense is and, if required, a justification.
  • Expense Tax/VAT: If you would like to show the Tax/VAT amount.
  • Preview or deleting your receipt/supporting documents: Press on either “preview” to see a larger image or “delete” to delete.

Helpful tip:  You can also add or edit the main details of your expense directly in the fields within the Invoice Line items section.

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Add new mileage to your invoice #

To add or edit a new mileage to your invoice:

Click on the item type, Mileage, this will pull up all unbilled mileage items relating to your client, scroll to the bottom of the list, then select “Add as a new item”, this will bring up a pop up box for you to complete (not all fields are mandatory):

  • Name: This is the name of your trip
  • Date: Click on the calendar icon  to select the date you took your trip

To add your mileage manually:

  • Start: If you’re required to enter your Odometer readings, this is the reading at the start of your journey
  • End: This is the odometer reading at the end of your journey
  • Total distance: This is the total distance of your entire journey, if you have entered both readings, this will automatically calculate and enter the total distance.
  • You can then continue completing the fields listed under the instructions for adding your mileage using Google Maps.

To add your mileage using Google Maps:

Switch the Use Google Maps toggle on 

Enter your start and end location, the total distance will be automatically calculated. You can also mark this as a round trip by clicking on the Round trip checkbox 

Enter the name of your trip and press save, this will take you back to the invoice creation screen.

If you would like to add more details to your mileage, then click on the 3 dots  to edit, the form with the fields below will appear.

    • Mileage unit: This is by default your mileage unit (km or m) which you entered in your preferences, this can be changed by clicking the down arrow  to select preferred option.
    • Currency: This is by default your currency which has been entered into your company settings, this can be changed by clicking the down arrow  to select preferred currency.
    • Mileage rate: This is by default the mileage rate you entered in your preferences, this can be changed by clicking the down arrow 
    • Invoice specificTax: This is the tax type, ie, No Tax, Standard, Multiple or Compound which is to be applied to your invoice.  If you haven’t set your Invoice Specific Tax in company settings, you can go to invoice settings and make the switch.  See Adding Multiple or Compound taxes section in this guide
  • Advanced options: This contains a few extra fields which may only be required occasionally, to open, click on the down arrow :
    • Reimbursable: Tick the check box  if your trip is reimbursable
    • Description: An open field to describe or if required, justify your trip
  • Once you’ve finished adding or editing your mileage, press save

Helpful tip:  You can also add or edit the main details of your trip directly in the fields within the Invoice Line items section.

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Add a new time to your invoice #

To add or edit a new time to your invoice:

Click on the item type, Time, this pulls up a list of all Time items relating to your client, then select “Add as a new item”, this will bring up a pop up box for you to complete (not all fields are mandatory):

  • Project name: This is the name of your piece of work (eg Project support)
  • Total time: Enter the total time you would like to bill in HHH:MM
  • Date: Click on the calendar  to select the date for when your time started
  • Billing unit: This is in hours by default.
  • Currency: This is by default your currency which has been entered into your company settings, this can be changed by clicking the down arrow  to select preferred currency.
  • Price/rate: This is auto-filled from your user preferences. To change simply type in the field.
  • Advanced options: This contains a few extra fields which may only be required occasionally, to open, click on the down arrow :
    • Invoice specificTax: This is the tax type, ie, No Tax, Standard, Multiple or Compound which is to be applied to your invoice.  If you haven’t set your Invoice Specific Tax in company settings, you can go to invoice settings and make the switch.  See Adding Multiple or Compound taxes section in this guide
    • Description: This is an open field for you to provide a brief description of the work completed.
    • Add supporting documents/pictures: If you are required to add a document (eg timesheet), then just drag or select a file from your computer. If your document is a Microsoft Office document (ie Excel) convert your file to PDF before attaching it. Supported files are .png, .pdf and .jpg.
    • When finished entering all your time information simply press save.

Helpful tip:  You can also add or edit the main details of your time directly in the fields within the Invoice Line items section.

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Remove and duplicate an item in your invoice #

Duplicate an existing item: Click on the 3 dots  in the item row and select duplicate, a duplicate item will then appear.

Remove an existing item from your invoice: If you change your mind and no longer require a particular line item in your invoice, click  in the item row.

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Bulk edit: Delete multiple items and edit tax #

From the invoice line items section of your invoice, you can change taxes or remove multiple line items in one go. Tick the relevant checkboxes  select “bulk edit”:

 

  • To delete: Just click on “delete”
  • To change tax: Click on “edit tax” for your pre-populated list (as per your company settings)
    • Select preferred tax, all the taxes in the selected lines will then be changed
    • To create a new tax, click on the down arrow, a pop up box will appear, type the name of your new tax/VAT and the percentage. Press save, your new tax will be shown in your tax list going forwards. It will also be applied to all selected lines.
    • If you have set your invoice specific taxes to be compound or multiple then the pop up box will appear for you to make your changes.

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Re-order items shown on your invoice #

In the Invoice line items section of your new invoice you can change the order of how your items will appear on your invoice, click on “re-order”, using the re-order icon  drag the item to where you would like it placed.

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Payment method, info and notes #

From within the invoice you can add the following:

Payment by Stripe or cash 

If you are connected to Stripe (see Payment Integration section for more information), the Stripe checkbox will automatically be checked giving your client the ability to pay by credit card.  If you prefer to be paid by another method, for example, cash, simply uncheck the check box.

Payment Info

If you haven’t already saved your payment information in Company settings then you can add your account details and payment terms here. It’s also possible to edit any information by just clicking in the field.

Notes

If you have saved any notes for your invoices then this will be automatically prefilled with the information you provided in company settings, if you haven’t, then by default “Thank you for your business” will appear in the notes field, both can be easily changed by clicking in the field.

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Add, change or view deposit, discount or currency applied to your invoice #

You can easily apply or change a discount to your invoice as well as change the currency of your invoice total:

To add or change a discount: Just click on the discount field to change the amount, if it’s a percentage then simply enter the % sign at the end of the figure.

To add or change a deposit: Click on the field next to deposit and enter a figure

To change currency of Invoice total: Simply click on the down arrow to select your preferred currency. Default currency will always be what is saved in your company settings.

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Preview and send your invoice #

Once you have completed your invoice, you can easily preview and send your invoice.

To preview your invoice: Once you have pressed save, click on preview on the bottom left of the screen, this will download a PDF version of your invoice.

To save your invoice: Press save, this takes you back to the invoice list.

To send your invoice: Press send and a pop up box with the email fields will appear:

  • To: This will be pre-filled with the client details you entered when you added your client to Fiskl, this can be easily changed by editing the field. To add more emails, simply press space at the end of the email and type the extra address.  If you are a paid subscriber then you can blind copy yourself or a colleague.
  • Subject: Automatically filled with suggested text, again, this can be changed
  • Message: Automatically pre-filled with suggested text, to personalise your message click in your message and edit or delete where appropriate

Press send to email your invoice, your client will then receive an email from noreply@fiskl.com, it will appear from your company name when it arrives in their inbox. The email contains your invoice details and an attached PDF copy.

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Edit your invoice and change status #

From the invoice list you can edit your invoice and change its status:

Edit your Open, Sent, Overdue or Rejected invoices:

  • Click on the required invoice, this opens up the screen to enable you to make changes and follow the same process for creating a new invoice

Edit your Paid invoices:

  • Click on the required invoice, to edit a Paid invoice you’ll need to change its status to Open by following the instructions below:

To change the status of your invoice:

When your client pays your invoice, you can change the status of your invoice to paid:

  • Click on required invoice which opens up a preview of the invoice
  • Click on the status icon to change to relevant status
  • Your status will then be changed, just click anywhere in the app, your changes will automatically be saved and will appear in the invoice list

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Expenses #

 In expenses, it’s easy to record the money you spend out of your own pocket for a business related expense, for example, buying a part for the service you are providing for your client. It’s easy to bill your expenses to your client and mark them as reimbursable.

Click on the expenses menu on the sidebar to bring up the list of all your expenses. This list shows the vendor, date, category, price/rate, Tax/VAT, total, whether it has been billed and if it’s reimbursable. From here you can easily search, view, edit, create, attach to an invoice, duplicate, delete and create a new expense item.

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Search and view your expenses #

From the Expenses list you can:

Search for an expense:  type your keyword into the search bar at the top of the list.

View an expense:  simply click on the expense to view the details.

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Delete, duplicate or add existing expense to an invoice #

Click on the 3 dots  on the item row, “Add to existing”, “Add to new invoice”, “duplicate” and “delete” buttons will then appear:

  • Delete: This deletes the entire expense
  • Duplicate: This opens a duplicate screen, you can then edit and save to create a new expense
  • Add to new invoice: opens up a new invoice with the item already attached (for details around invoices see invoices section in this guide).
  • Add to existing: will take you to your list of invoices, select required invoice and the expense will be added, don’t forget to save your invoice (see invoice section for more info).

If your expense item has been billed, then Duplicate will appear in the drop down options.

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Create an expense #

From the expenses list, create your new expense by clicking , you will be asked to complete the following fields (not all fields are mandatory)

Vendor: The name of the company that sold you the goods.

Date: This is the date of the receipt. Click on the calendar icon  select a date.

Category: To help you identify where your money is being spent, click on the down arrow  to select a category relating to the type of expense.

Currency: By default this is the currency which was selected in company settings, to change this just click on the down arrow to make your selection.

Total: This is the total of your expenses inclusive of Tax/VAT.

Expense Tax/VAT amount: If you would like to enter the Tax/VAT amount as shown on the receipt.

Client: Click the down arrow  to select your client, if your client doesn’t appear in this list you can add a new one by clicking “add new client”  (for more details around adding a new client, please see client section within this guide).

Reimbursable: Tick the checkbox  if your expense is reimbursable, this is unchecked by default.

Invoice specificTax: This is the tax type, ie, No Tax, Standard, Multiple or Compound which is to be applied to your invoice.  To change your Tax type options, go to Company Settings (go to Setting tax types including Multiple and Compound section of this guide).

Description: This is an open field for a brief description of what the expense is and, if required, a justification.

Adding receipt/supporting documents: Drag and drop your files into the picture area or click on “Select files from your computer”. Supported files are .png, .jpg and .pdf. If your receipt is in word or excel, save it as a PDF on your PC then attach the new PDF to your expense.

Preview or deleting your receipts/supporting documents: Press on either “preview” to see a larger image or “delete” to delete.

Adding to invoice: Once you have completed all the required fields, you can add this expense to either an existing or new invoice by clicking the up arrow on the save icon, you’ll be prompted for Add to existing (goes to your invoice list) or Add to new (opens a new invoice screen).  For more details on invoices see invoicing section in this guide.

Saving and returning to the list of expenses, just press save at the bottom left of the screen.

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Edit an expense #

From the Expenses list, simply click on the expense, change the required fields and tap save.

Editing an expense which has already been attached to an invoice:

Click on the expense item to open it, then click on “edit in invoice” to bring up the relevant invoice screen.

If the invoice is in open status:

Click on the expense line within the invoice and make the required changes. The changes you make here will also be replicated in the expense within the Expenses list.

If the invoice status is Paid, Sent, Overdue or Rejected:

You’ll need to change the invoice status to Open, to do this, click on the small arrow in the status button at the top of the screen to change it to Open.

Click on the expense line within the invoice and make the required changes.  The changes you make here will also be replicated in the expense within the Expenses list.

 

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Time #

 In time you can quickly log your time spent on your project or client using a timer which keeps track so you don’t have to. There are two ways by which you can log time:

  • Use a real-time counter, when finished your task, you can quickly save without getting into detail.
  • Enter a pre-recorded time – create a new task and enter a pre-recorded time.

Click on time within the sidebar to bring up a list of all your time items. From here you can quickly start the timer, log the time, quick save it, plus you can also search, edit, add to a new or existing invoice, duplicate, delete and create a new time item. The list provides a useful graph displaying the amount of time you have worked this week, it also shows the name of the time item, client, total amount, price per hour, total time and whether or not it has been billed.

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Using the timer #

From the Time list you can:

  • Activate the counter, tap play button , time is recorded in hours, and minutes.
  • Stop and start the counter, tap pause 
  • Start the counter over again, tap reset 

 

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Log time and quick save #

If you are in a hurry, to save time you can log the time and carry out a quick save. Your time is then stored so if you need to enter additional information you can do so at a later date.

From within the Time list:

  • Click play  to start the counter
  • Click pause  to stop the counter
  • Click “Log time” button, you will be prompted for the following:
    • Name: This is the name you would like to assign to this time item, eg project support.  Alternatively this field will be pre-filled with a suggested name to save you time.
    • Client: In order for time item to be easily invoiced it’s important to add your client, click on the down arrow , you can either select an existing client or create a new one (for more details on adding clients see client section in this guide). Another great time saver, Fiskl will autofill the client field with the last client you billed time against.
    • Billing unit and rate:
      • This will be pre-filled using your hourly rate which you entered in user settings, to change it, simply change the field.
      • It’s also possible to change the currency by clicking on the down arrow 
    • Click on “Quick save” button to save it to your time list.

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Search for a time item #

To search for a time item from within the Time list type in your key search word into the search bar to find the time you need.

 

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Delete, duplicate or add Time item to an invoice #

From the Time list:

From the Time list you can delete, duplicate or add to an invoice. Click on the 3 dots  on the item row, “Add to existing”, “Add to new invoice”, “duplicate” and “delete” buttons will then appear:

  • Delete: This deletes the entire time item
  • Duplicate: This opens a duplicate screen, you can then edit and save to create a new time entry
  • Add to new invoice: opens up a new invoice with the item already attached (for details around invoices see invoices section in this guide).
  • Add to existing: will take you to your list of invoices, select required invoice and the time will be added, don’t forget to save your invoice (see invoice section for more info).

If your Time item has already been billed, then Duplicate will be the only option to appear

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Create a new time item #

From the Time list, click on  button, a new screen will appear with the following:

Time: Click on the counter, then type in the relevant section the time you would like to record, if you wish to reset the counter back to 00:00 press the reset button 

Name: This is the name you would like to assign to this time item, eg project support

Client: In order for time item to be easily invoiced it’s important to add your client, click on the down arrow , you can either select an existing client or “+ add new client” to create a new one (for more details on adding clients see client section in this guide).

Billing unit: This is set to hours.

Currency: This is prefilled with the currency set in company settings, to change it click on the down arrow  to select preferred currency.

Price/rate: This will be pre-filled using information you entered in user settings, to change it, simply add the new rate.

Date: This date relates to the day for when the time was logged, by default, it’s today’s date, to change just click the calendar icon  to select the date.

Invoice specificTax: This is the tax type, ie, No Tax, Standard, Multiple or Compound which is to be applied to your invoice.  To change your Tax type options, go to Company Settings (go to Setting tax types including Multiple and Compound section of this guide).

  • To select a tax, click the down arrow for your pre-populated list (as per your company settings)
  • To create a new tax, click the down arrow, a pop up box will appear, type the name of your new tax/VAT and the percentage. Press save, your new tax will be shown in your tax list going forwards.

Description: This is an open field for you to add a brief description of what you spent your time on.

Add supporting documents: To add a document (eg Timesheet), drag and drop or select files from your computer, if your document is a Microsoft Office document, convert it to a PDF before attaching it.  Supported files are:  .png, .pdf, .jpg

Add to invoice: Once you have completed all the required fields, you can add this time to either an existing or new invoice by clicking on the arrow on the save button at the bottom of the screen.  

You’ll be prompted for Add to existing (goes to your invoice list) or Add to new (opens a new invoice screen). For more details on invoices see invoicing section in this guide.

Saving your time item: Press save at the top of the screen to save and return to the list of your time items.

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Last updated on November 8, 2018
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Edit your time item #

From the Time list, simply click on the time item, change the required fields and click save.

Editing an expense which has already been attached to an invoice:

Click on the time item to open it, then click on “edit in invoice” to bring up the relevant invoice screen:

If the invoice is in open status:

Click on the Time line within the invoice and make the required changes. The changes you make here will also be replicated in the Time item within the Time list.

If the invoice status is Sent, Paid, Overdue or Rejected:

You’ll need to change the invoice status to Open, to do this, just open the invoice, click on the status, change it to Open.

Click on the Time line within the invoice and make the required changes.  The changes you make here will also be replicated in the Time item within the Time list.

 

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Last updated on November 8, 2018
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Mileage #

Fiskl enables you to record mileage for any trips you take on behalf of your organisation. It uses the latest Google technology to enter your distances or you can add your odometer readings if you prefer.

Click on mileage in the sidebar menu to bring up a list of all your trips. From here you can easily view all your trips, create new, search, edit, delete, and where applicable add to a new invoice.  It’s easy to see the name of the mileage, client, date, distance traveled, tax amount where applicable and total amount.

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Last updated on August 9, 2018
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Search and view your trip #

From the Mileage list you can:

Search for a trip: Enter your key word in the search bar, the mileage will then appear.

View a trip: click on the mileage item to open the trip.

 

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Delete, add to invoice or duplicate your trip #

From the Mileage list,

  • To duplicate a trip: Click on the three dots next to the item you wish to copy , click “duplicate”, this takes you to a copy of the mileage, you’ll need to change the name of your trip.
  • To add a trip to a new or existing invoice: Click on the three dots next to the item you wish to attach to an invoice, click “add to”:
    • By clicking on “add to existing”, this pulls up the list of your “open” invoices, open the invoice by selecting it, the trip will appear within the invoice. (for more details on invoicing see invoice section in this guide).
    • By clicking on “ add to new invoice” this will take you to create a new invoice screen (for more details on invoicing see invoice sectionin this guide).
  • To delete a trip: Simply click on the three dots next to the required item  click “delete”, you will be prompted to confirm your request.

If your mileage has already been billed then Duplicate will be the only option available.

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Create a new mileage item #

From the mileage list, click on “Add new mileage” icon

To add your mileage using Google Maps (the Use Google toggle will be on by default)

Start: Click on “source location”:

  • Enter your address: Here you can enter your postcode or your address from where you start your journey, the app will predict your address in the menu whilst you type. Select the correct address.
  • To edit your address: Click on the start field and make changes

End: Click on “destination”:

  • Enter your address: Here you can type in the postcode or address of your final destination, select the correct address from the drop down menu
  • To edit your address: Simply click on the end field and make changes

Helpful tip: If you start entering your information but run out of time to finish it, then just give it a name and save. You can come back later to complete the mileage form whenever you like.

To add your mileage using your odometer rather than Google Maps:

  • Switch off the toggle for Use Google Maps, this will take you to the add new mileage form without Google maps. All fields are the same as the one below, with two exceptions:
    • you will need to add your total manually,
    • in the start and end values, enter your odometer reading at the start of your journey and your end odometer reading.

Once start and end fields have been completed you’ll be asked for the following (not all fields are mandatory):

Name: This is the name of your trip

Date: This is automatically filled in as today’s date, to change it click on the calendar icon , select date and save.

Client: This is your client that you are billing your trip to.  Select the down arrow  for the list of your clients, you can also add a new client if it doesn’t appear by clicking on “add new client”. For more details regarding adding clients, see clients section in this guide.

Total distance: If you have used Google maps then this will be automatically completed, if not, then you will need to add the distance manually.  You can change the unit from kilometres to miles by clicking on the down arrow  underneath mileage unit.

Return trip: If you are taking a return trip, click the Round trip check box  to include the mileage for a return trip.

Mileage unit and rate: This is autofilled from the information you entered in your preferences, to change it type in the new mileage rate, to change the unit, click on the down arrow  next to mileage unit.

Invoice specificTax:  This is the tax type, ie, No Tax, Standard, Multiple or Compound which is to be applied to your invoice.  To change your Tax type options, go to Company Settings (go to Setting tax types including Multiple and Compound section of this guide).

  • To select a tax, tap on the down arrow  for your pre-populated list (as per your company settings)
  • To create a new tax, click on +add new tax” at the bottom of your pre-populated list, a pop-up box will appear, type the name of your new tax/VAT and percentage. Press save, your new tax will be shown in your tax list going forwards.

Description: This is an open field for you to enter a brief description and justification if needed.

Reimbursable: Tap on the toggle  to mark this as reimbursable

Add to invoice: Once you have completed all the required fields, you can add this trip to either an existing or new invoice by clicking on the arrow within the save button at the bottom of the screen . You’ll be prompted for Attach to existing (goes to your invoice list) or Add to new (opens a new invoice screen).  For more details on invoices see invoicing section in this guide.

To save:  Simply press the save button to return to your list of trips.

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Last updated on November 8, 2018
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Edit your mileage #

From the Mileage list, simply click on the mileage item, change the required fields and click save.

Editing a mileage item which has already been attached to an invoice:

Click on the mileage item to open it, then tap on the “edit in invoice” link at the top of the screen, this will open up the associated invoice.

If the invoice is in open status:

Click on the Mileage line within the invoice and make the required changes. The changes you make here will also be replicated in the Mileage item within the Mileage list.

If the invoice status is Sent, Paid, Overdue or Rejected:

You’ll need to change the invoice status to Open, to do this, click on the status icon at the top of the invoice screen to change it to Open.

Click on the Mileage line within the invoice and make the required changes.  The changes you make here will also be replicated in the Mileage item within the Mileage list.

 

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Last updated on November 8, 2018
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Products and Services #

Products and Services is a great place to store all the details of the products you sell or services you provide to your clients. It also allows you to add them directly to a new or existing invoice.

Click on Products and services from the sidebar to see your list of products/services, this list shows the name, type (product or service), unit, Tax/VAT %, and price. From here you can easily search, add new, duplicate, view, delete and duplicate your product or service. It’s also quick and easy to add your product or service to a new or existing invoice.

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Last updated on August 15, 2018
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Search and view your products and services #

From the Products and Services list, you can:

Search for a product or service: type your keyword into the searchbar at the top of the list.

View a product or service: Simply click on the item to open it

 

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Delete, duplicate and add product or service to an invoice #

From the Products and Services list:

Click on the 3 dots  next to the Product or Service:

  • To duplicate a Product/Service: Once you have clicked on duplicate, this takes you to a copy of the Product or Service, you’ll need to change the name of your Product or Service.
  • To delete a Product/Service: Simply click on the delete button.
  • Add to existing: this will take you to your list of invoices, select required invoice and the Product/Service will be added, don’t forget to save your invoice  (see invoice section for more info)
  • Add to new: opens up a new invoice with the item already attached (for details around invoices see invoices section in this guide).

 

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Create a new product #

Click  button, you will be asked to enter the following:

    • Type: This is defaulted to product
    • Name: This is the name of the product
    • Unit: This is the unit of the product, eg: “Pack of 6 bottles” or for a single unit – “litre”.
    • Currency: This is selected by default using the information provided in company settings.  To change the currency for this particular product, click on the down arrow  next to currency.
    • Price/rate: This is the price of the product per unit.
  • Invoice specificTax: This is the tax type, ie, No Tax, Standard, Multiple or Compound which is to be applied to your invoice.  To change your Tax type options, go to Company Settings (go to Setting tax types including Multiple and Compound section of this guide).
    • To select a tax, click on the down arrow  for your pre-populated list (as per your company settings).
    • To create a new tax, click on “add new tax”, a pop up box will appear, type the name of your new tax/VAT and the percentage. Press save, your new tax will be shown in your tax list going forwards.
  • Add supporting documents: Drag and drop or select files from your computer, if your document is a Microsoft Office document covert it to PDF before attaching it. Supported files are .png, .pdf, .jpg
  • Description: This is an open ended text box for you to enter a description of your product.
  • Once complete, press save or click on the small arrow in the save button to attach to an invoice:
    • Attach to existing: will take you to your list of invoices, select required invoice and the expense will be added, don’t forget to save your invoice (see invoice section for more info)
    • Add to new: opens up a new invoice with the item already attached (for details around invoices see invoices section in this guide).

Helpful tip:  You can easily change or delete your photo by choosing the buttons next to the photo.

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Create a new service #

Click the  button, you will be asked to enter the following:

    • Type: Click on the down arrow  to select service
    • Name: This is the name of the service
    • Unit: This is the unit of the service eg “ hours”
    • Currency: This is selected by default using the information provided in company settings.  To change the currency for this particular product, click on the down arrow  next to currency.
    • Price/rate: This is the price of the service per unit.
  • Invoice specificTax: This is the tax type, ie, No Tax, Standard, Multiple or Compound which is to be applied to your invoice.  To change your Tax type options, go to Company Settings (go to Setting tax types including Multiple and Compound section of this guide).
    • To select a tax, click on the down arrow for your pre-populated list (as per your company settings).
    • To create a new tax, click on “add new tax”, a pop up box will appear, type the name of your new tax/VAT and the percentage. Press save, your new tax will be shown in your tax list going forwards.
  • Description: This is an open ended text box for you to enter a description of your product.
  • Once complete, press save or click on the small arrow in the save button to attach to an invoice:
    • Attach to existing: will take you to your list of invoices, select required invoice and the expense will be added, don’t forget to save your invoice  (see invoice section for more info)
    • Add to new: opens up a new invoice with the item already attached (for details around invoices see invoices section in this guide).

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Edit your product or service #

From the product and services list you can edit your product/service by clicking on your item, changing the relevant fields and save.

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Calendar #

  The calendar section stores all your tasks and important meetings in quickly and easily in one handy place.

Open calendar from the homescreen menu to see your calendar, here you can view a month ahead, see your list of tasks, create, edit, mark your tasks as complete

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View your tasks #

Your tasks can be easily viewed a month ahead. All tasks which are not dated will appear in the “Tasks for today” list in the menu.

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Create, edit and delete a task #

From the main page of the Calendar you can:

Create a new task:  Click the plus button  top far right of the screen, you will be asked to enter a task name, a description and date if applicable.

Edit and delete a task:  Click on the task and make the changes, press save to keep your changes, or to delete the task, press delete.

 

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Mark task as complete #

From within the list of tasks in the calendar section, click on the selection box next to the task , a tick will appear, the text will then be struck through and removed from your outstanding list of things to do.

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Clients #

The clients section allows you to add and store important information about your clients along with a useful graph depicting their invoice status.

Open clients from the sidebar to pull up your list of clients, here you can use the search functionality to find your client, view, edit their details, duplicate, delete and add a new client

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Search, view, delete, or create a new invoice from your client list #

From within the Client list screen you can:

Search:  Type in your key search word into the search bar to find your client.

View your client:  In the initial client list, you can easily see the basic details of your client including Client name, Country, Contact name, email, and phone.

Delete client:  By clicking on the 3 dots  next to the client, click on delete.

Create a new invoice from your list of clients:  Simply click on  button in the Client line and you will be taken to the new invoice screen (for more details about invoicing please see invoices section in this guide).

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Create a new client #

From the initial client list, click on , here you can enter the following information:

  • Click on the relevant fields to input your contact details.
  • To add the country, click on the down arrow  to select the required country
  • Not all fields need to be completed, only the client name and email are necessary.
  • To save your changes, click save at the bottom right

Helpful tip:  You can also add, view or edit your client details as and when you create a new invoice, new expense, time or mileage

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View and edit full client details #

To view the full details of your client, click on the client from the Client list, this will then bring up their profile, along with their contact details.  It also shows a total figure of the client’s invoices over the last 365 days along with a graph breaking down the status’ of their invoices.

To change your client’s details:

  • Click on your client from the list
  • Edit the relevant fields.
  • If changing the country, just click on the down arrow  to select the country
  • To save your changes, click save at the bottom right

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