Help Center

This guide describes the first steps as the application actually works. When you start it for the first time, after logging in, the main tab opened is Settings; the other working tabs are activated only after saving the billing data and selecting the calendar.

1. Login and Subscription

If a login window appears, log in with your Flowbily account. The application verifies the subscription via the server at startup. Free and Light plans require internet to start; the Profi plan can use saved authentication if the app already has it in cache.

You can find the account status later on the tab Subscription. You will see there Logged in as:, Your plan:, State: and Valid until:.

2. Filling in Billing Information

Open the Settings tab and in the Billing Settings fill in the supplier's details:

• name or company name,
• street, city, zip code and state,
• telephone and e-mail,
• ID number, or VAT number,
• account number, bank code and IBAN.

This data is used on invoices and QR payments. Without bank details, an invoice can be created, but the payment part will not be complete.

3. Numbering, Due Date, and VAT

In the middle column of the tab Settings set up:

• First and current number: - the number that will be used for the next invoice,
• Due date (days): - number of days until the due date,
• Invoice item: - default item name for calendar invoices,
• Status: in the VAT Settings.

When you choose VAT Payer, will appear: Default Rate: and Round Total:. Rounding of the total amount is available according to the subscription plan.

After creating an invoice, the application automatically moves the invoice number to the next number. For transfer invoices, it also uses the same number as a variable symbol, unless otherwise specified.

4. Invoice Appearance

In the Invoice Color section, you can choose the color of the invoice. On the right can be added Company Logo and Signature using the Load logo from folder and Load signature from folder. The logo and signature are saved in the application settings and used when generating the PDF if the current plan allows.

Supported images are PNG, JPG and JPEG. The app recommends a size of 200 x 100 px and shrinks larger images.

5. Calendar Selection

In the lower part Calendar Data Selection select Mac calendar or Google Calendar and click Save Calendar Settings.

On macOS, after saving the resource Mac calendar the Mac Calendar tab is used Mac Calendar. For Google, the ICS Google tab is used ICS Google. The selection in the settings also determines which calendar tab the application switches you to after saving.

6. Saving Settings

Click Save Billing Settings. This will save the settings file and enable the main working tabs for the application: Mac Calendar or ICS Google, Invoice, Address Book, Price list, Payments, Export, Subscription and Settings.

Next Steps

After the first save, set in this order:

1. Price list, if you want to use preset hourly rates.
2. Address Book, because the matching of lessons from the calendar takes place according to the name of the client in the address book.
3. Calendar link on the tab Mac Calendar or ICS Google.
4. Set Up SMTP, if you want to send invoices by e-mail from the tab Export.

Flowbily can read lessons from macOS Calendar and from Google Calendar. You select the source on the tab Settings in the Calendar Data Selection; you then load the lessons themselves onto the tab Mac Calendar or ICS Google.

Mac Calendar

Tab Mac Calendar is only available on macOS. Procedure:

1. In Settings select Mac calendar and click Save Calendar Settings.
2. Open the Mac Calendar tab.
3. Click Load Calendars.
4. In the field Calendar Selection: select the calendar from which lessons are to be taken.
5. Select Client:, Month: and Year:.

When macOS does not allow access to calendars, Flowbily displays a notification that calendars are not available. In this case, allow the app to access Calendar in macOS settings and try loading again.

Google Calendar via the ICS Google tab

For Google, the ICS Google tab is used ICS Google. In the application code, the Google login is stored via a common Google OAuth token, which is used for Gmail and reading the calendar.

Procedure:

1. In Settings open Set Up SMTP.
2. In the Email settings dialog, select provider Gmail.
3. Click Sign in with Google and complete the login in the browser.
4. Save and close the dialog.
5. In Settings select Google Calendar and click Save Calendar Settings.
6. Open the ICS Google tab.
7. Click Load Calendars and select a calendar in the box Calendar Selection:.

If you click Load Calendars without a Google login, the app will prompt you to log in Settings signed in with the button Sign in with Google.

How Flowbily selects periods

On the tabs Mac Calendar and ICS Google are not fields From and To. The period is determined through:

• Month: - a specific month or All Months,
• Year: - the year available in the dropdown,
• Client: - a specific client or all clients.

When you change the client, month, year or calendar, the application reloads and recalculates the displayed lessons.

Important for proper lesson pairing

The name in the calendar event must match the client in Address Book. Flowbily pulls the name from the calendar, compares it to the address book, and uses the price stored for that client. If the name in the calendar does not match any entry in the address book, the event will not be posted to the correct client.

The price list does not match directly with the name of the event in the calendar. The price list is used to set the customer's price in the address book; invoicing then uses the saved Price per hour at the customer.

The price list in Flowbily serves as a source of hourly rates for the client address book. It is not an automatic matching of categories from the names of lessons in the calendar. Invoicing uses the price stored with the customer in the address book.

Where can you find the price list?

Open the Price list tab. The main elements on the tab are:

• selection Price list:,
• buttons Add price list, Edit, Delete,
• table of items Category, Description, Price (CZK),
• buttons Add item, Edit item, Delete item.

Adding a price list

1. Click Add price list.
2. Please enter Name of the price list:.
3. Set up Valid from:.
4. Save and close the dialog.

Date Valid from is stored with the price list and helps distinguish between multiple sets of prices. The application does not use it to automatically select a price based on the date of the lesson; takes the price for invoicing from the customer.

Adding a price list item

1. Select the price list in the box Price list:.
2. Click Add item.
3. Fill it out Category:, Description: and Price (CZK):.
4. Save the item.

Category and Description are displayed when selecting a tariff in the address book. The cost of the item is assigned to the customer as their hourly rate.

How the price list links to the address book

In the tab Address Book has a client field Tariff from the price list:. When you select a tariff, the application will set Price per hour according to the price list item. If you enter Discount (CZK):, the customer's price will be reduced by this amount.

Example: the price list item has a price of CZK 900 and you enter a discount of CZK 100 for the customer. The customer will have a saved price of CZK 800 per hour and this price will be used for invoicing from the calendar.

What happens after the price list is changed?

When you edit or delete a price list item, the tab Address Book reacts by recalculating prices for customers who have a linked tariff. If a tariff no longer exists in the price list, the application will display a notification to check the affected customers.

Restrictions as per schedule

The number of price lists, the number of items and the ability to edit or delete items are controlled by the subscription. If the button is disabled or the app displays a feature unavailable notification, the action is not allowed in the current plan.

The address book is the basis for invoicing from the calendar. According to him, Flowbily recognizes the customer, their price per hour, email for sending invoices and billing address.

Where to find the address book

Open the Address Book tab. The table contains the columns:

• Name, Surname,
• Tariff from the price list, Discount, Price per hour,
• Street, City, zip code, No, TIN, State,
• E-mail, Phone.

Below the table are buttons Add subscriber, Edit Subscriber, Delete subscriber, Import directory and Export directory.

Adding a customer

1. Click Add subscriber.
2. Fill in the barrel Name / Company:, possibly Surname (optional):.
3. Fill it up E-mail: and Phone:.
4. Fill in the address: Street:, City:, ZIP CODE:, State:.
5. If the customer has an ID number or VAT number, fill it out ID: and VAT number:.
6. Set the price in one of two ways:

• fill in manually Price per hour:,
• or select Tariff from the price list: and optionally enter Discount (CZK):.

When a tariff is selected from the price list, the field Price per hour it is calculated automatically and cannot be changed manually. The resulting price is the price of the price list item minus the discount.

Editing and deleting a client

Select a row in the table. Button Edit Subscriber it is active only for one selected line and only if the plan allows it. Delete subscriber deletes the selected record after confirmation.

Deleting a customer does not mean deleting already created invoices in the register. Old invoices remain on the tabs Payments and Export, if they have already been saved in the invoice database.

Address Book import and export

Import directory reads CSV or XML. Export directory saves CSV or XML. Import and export are subscription-driven features.

When importing CSV, the application expects basic columns for first name, last name, price, street, city, zip code and state. It can also load e-mail, telephone, ID, VAT number, tariff and discount, if they are included in the file.

How the address book relates to the calendar

During processing, the event from the calendar is matched to the client by name. It is then used for invoicing Price per hour stored with the customer.

The price list is not used for the app to search for a category in the lesson title. The price list only helps to set the customer's price in the address book.

How the address book relates to sending emails

Tab Export takes the recipient's email from the address book. If the customer's e-mail is missing, the application will display a notification that the recipient's e-mail is missing when sending the invoice.

Sending invoices by e-mail is set on the tab Settings button Set Up SMTP. The settings are then used on the tab Export.

Open your email settings

1. Open the Settings tab.
2. Find the part SMTP email settings.
3. Click Set Up SMTP.

A dialog will open Email settings.

Available providers

Dialog offers providers:

• Gmail,
• Seznam.cz,
• Custom.

Gmail

For Gmail, use the button Sign in with Google. The application will open the login via Google OAuth. The same login also uses data reading for the tab ICS Google.

Save the dialog when you're done logging in. For Gmail, the regular SMTP password is not sent manually; the app uses saved Google authentication.

Seznam.cz and Custom SMTP

AT Seznam.cz and Custom fill in the SMTP data according to the e-mail provider. Typically these are server, port, email and password or application password.

There is a button in the dialog Test the connection. Use it before saving to verify that the application will connect to the SMTP server.

Sender

The sender's email is taken from the saved email settings. If the email settings are missing or incomplete, tab Export it shows an error when sending the invoice.

Subscription

The ability to send emails itself is subscription driven. If the plan does not allow email sending, the application will block the function even if the SMTP information is correct.

Lessons are not loaded in Flowbily via a separate ICS file. Tabs are used Mac Calendar and ICS Google, which read the selected calendar directly via macOS or Google API.

Load procedure

1. Check that you have it filled out Address Book. The names in the calendar must match the clients in the address book.
2. Open it Mac Calendar or ICS Google according to calendar settings.
3. Click Load Calendars.
4. In the field Calendar Selection: select a calendar.
5. Select Client:. You can select a specific client or all of them.
6. Select Month:. Possibility All Months loads the entire selected year.
7. Select Year:.

After changing the selection, the application loads data from the calendar and displays the lesson table. You can use a filter on a column in a table Note for Sorry, Cancelled, Subtracted or an empty field.

How Flowbily knows the status of a lesson

The status is taken from the event text in the calendar. The application mainly recognizes these words:

• excused or excused means excused lesson
• cancelled, late sorry, cancelled, late cancel, short notice means a canceled or late excused lesson,
• spare, moved, subtracted, replacement, substitute, moved, deduced means a substitute or subtracted lesson.

Recognition is governed by the text of the event. If the word does not appear in the event at all, the lesson is a regular valid lesson.

What is invoiced

Flowbily works with the following rules:

• Sorry is not invoiced.
• Cancelled and late sorry is invoiced.
• Moved, spare or subtracted the lesson is subtracted from the total.
• A regular lesson is invoiced according to the length of the lesson and the price per hour stored with the customer.

This is important: a canceled lesson is not automatically skipped. Only the state is omitted from the code Sorry.

One-day invoice from the lesson line

In the lesson table, you can right-click a row and select Bill this day. The application creates an invoice only for the selected lesson and saves it in the invoice register.

When the lesson does not display correctly

Check:

• whether the correct calendar is selected,
• whether Month: and Year: correspond to the event,
• whether the name in the event matches the client in the address book,
• whether the client has set Price per hour,
• whether you have calendar access enabled in macOS or signed in to Google.

You can create invoices in Flowbily in two ways: on a tab Invoice, or from lessons loaded from the calendar on the tab Mac Calendar or ICS Google.

Calendar invoice

1. Open it Mac Calendar or ICS Google.
2. Select a calendar in the field Calendar Selection:.
3. Select Client:, Month: and Year:.
4. Review the displayed lessons.
5. Click Generate invoices.

When you select a specific customer and a specific month, the application will ask if you want to add additional items to the invoice, such as shipping, before generating it. This query does not appear when selecting all clients or when selecting All Months.

Bulk billing

When selecting all customers, the application creates invoices for customers who have an invoiceable sum in the given period. At the election All Months divides outputs by month in a given year.

Zero amount invoices are not generated. Generated invoices are saved as PDFs and written to the invoice register at the same time, so they will appear on the tabs later Payments and Export.

One lesson from the table

On the Mac Calendar tab or ICS Google right click the lesson row and select Bill this day. This will create an invoice for that lesson only.

Invoice without calendar

For an invoice that is not based on a calendar, use a tab Invoice. You fill in the customer, items and payment method and click Create a PDF invoice. After successful creation, the invoice is also saved in the records.

How the amount is calculated from the calendar

For a regular lesson, the application takes the length of the lesson in hours and multiplies it by the price per hour stored with the client in the address book. If it is selected in the settings VAT Payer, VAT is added according to the set rate.

Lesson Status Rules:

• Sorry is not charged.
• Cancelled and late sorry is charged.
• Moved, spare or subtracted the lesson is subtracted.

Where are invoices stored?

PDF files are saved to the Flowbily folder in the user's documents. There is a button on the calendar tabs Folder with invoices; on the tab Export is a button Invoices and exports folder.

Bulk Invoicing takes place from calendar tabs Mac Calendar and ICS Google. The application loads lessons from the selected calendar, groups them according to clients and creates PDF invoices.

Preparation

Before you start the bulk build, check:

• in Settings supplier data, invoice number, due date and VAT are stored,
• in Address Book are clients with the correct Price per hour,
• the names in the calendar correspond to the names in the address book,
• the correct calendar is selected in the calendar tab.

Create invoices for the month

1. Open it Mac Calendar or ICS Google.
2. In the field Client: leave the option for all clients.
3. In the field Month: select a specific month.
4. In the field Year: select a year.
5. Click Generate invoices.

The application will create invoices for all customers who, after accounting for the lesson rules, will have a non-zero amount.

Creating Invoices for the whole year

1. In the field Client: keep all clients or select a specific client.
2. In the field Month: select All Months.
3. Select Year:.
4. Click Generate invoices.

With this option, the application divides the data by months. It does not create one summary invoice for the whole year, but monthly invoices according to the lessons found.

Monthly invoice for selected lessons

In the table, select the required rows using Cmd + click on macOS, Ctrl + click on Windows, or Shift + click for a contiguous selection. Right-click any selected row and choose Bill selected lessons.

The selection must belong to a single customer and one month and year. A single standard monthly invoice will be created only for the selected lessons, following the same calculation, payment, and additional item rules. If a monthly invoice already exists, the application keeps the existing warning and requires confirmation. Already invoiced lessons are not automatically removed from the selection.

The Bill this day action and the main Generate invoices button continue to work as before; the main button is not restricted by row selection.

Other items on the invoice

Dialogue Add additional items to the invoice is displayed only when generating for one specific customer and one specific month. This dialog is not displayed when bulk generating for all clients or all months.

Rules for canceled and rescheduled lessons

Bulk billing uses the same rules as viewing lessons:

• excused lessons will be skipped,
• canceled and late excused lessons are invoiced,
• substituted, moved and withdrawn lessons are deducted.

The resulting amount is calculated from the customer's hours and prices stored in the address book.

Records after creation

Each invoice created is saved as a PDF and recorded in the records. Thanks to this, you will see it later in the tabs Payments and Export, where you can track payments, export summaries and send invoices by email.

An invoice without calendar lessons is created on the tab Invoice. Use it for an invoice that is not to be created from imported lessons.

Basic procedure

1. Open the Invoice tab.
2. In the Supplier section, check the data read from Settings.
3. In the Subscriber section, select the customer in the field Select customer: or fill in the information manually.
4. Select Payment method: - By conversion or Done.
5. In the Invoice items section, fill in the items.
6. Use as needed Add item or Remove selected item.
7. If a discount is available on your plan, set it up Discount % or Discount amount.
8. Click Create a PDF invoice.

After the PDF is created, the invoice is saved in the invoice register. This will make it appear on the tabs Payments and Export.

Client

When you select a client from the address book, the client field is populated from the saved record. If you fill in the new client manually, you can use the button Save customer; this option depends on the subscription plan.

Method of payment

By conversion means that the invoice is later matched with the bank payment on the tab Payments. The transfer uses a variable symbol, usually an invoice number.

Done means that payment can be made by tab Payments mark manually by checking the status of the invoice. Cash invoices do not match the bank transaction.

Discount

The discount is calculated from the total amount of the items. Discount % subtract the percentage Discount amount deducts a fixed amount in CZK. The app will not allow the discount to drop below zero.

Numbering

Invoice created on the tab Invoice uses the current z number Settings in the field First and current number:. After successful PDF creation, the application will increment the number.

The appearance of the PDF invoice is mainly set on the tab Settings. The e-mail template is set separately on the tab Export in the Email Content.

Invoice color

Open it Settings and in the Invoice Color select a color. The app offers blue, yellow, purple, green, red and orange. The selected color is used when generating PDF invoices.

The ability to change the color of the invoice is controlled by the subscription. If the plan does not allow the color, the application defaults to blue and the color option is disabled.

Company logo

Right in Settings is the section Company Logo with a button Load logo from folder.

Supported formats are PNG, JPG and JPEG. The app displays a recommendation of 200 x 100 px and uses 500 x 300 px as the upper limit. It shrinks the larger image and saves it in the application settings.

The logo will be rendered on the PDF invoice only if the current plan allows it.

Signature

Under part Company Logo is the section Signature with a button Load signature from folder. The same rules apply as for the logo: PNG, JPG or JPEG, recommended size 200 x 100 px and use as permitted by the plan.

VAT, rounding and maturity

The settings also affect the look and content of the invoice:

• Status: in the VAT Settings,
• Default Rate: at the VAT payer,
• Round Total: at the VAT payer,
• Due date (days):,
• Invoice item:.

Some of these options are only available on higher plans. If the option is disabled, the application will use the default behavior.

The email template is not a PDF invoice template

On the Export tab is the section Email Content. This edits the text of the e-mail that sends the invoice. It does not change the layout of the PDF invoice.

There is a switch in the editor </> and label Mode: Text or Mode: HTML. In text mode, you write plain text. In HTML mode, you write the HTML content of the e-mail and the application displays a preview. Button Save the template saves the current text or HTML template according to the active mode.

HTML mode and template storage are also subscription driven.

Invoices are sent from the tab Export. A PDF file saved with the invoice on file is sent.

Preparation

First check:

• the invoice was created in Flowbily and is in the table Issued Invoices,
• at the customer in Address Book e-mail is filled in,
• in Settings e-mail settings are saved via Set Up SMTP,
• your plan allows Sending by email.

Sending the invoice

1. Open the Export tab.
2. Find the invoice in the table Issued Invoices.
3. In the column Sending by email click the submit button.
4. The application takes the customer's email from the address book, attaches a PDF invoice and sends a message.

After successful sending, the application saves the number of sendings and the date of the last sending. The button in the send column then shows that the invoice has already been sent.

Email text

Right on the tab Export is the section Email Content. You can edit the default text directly in the editor before sending.

Placeholders can be used in the text and subject:

• {invoice_no} - invoice number,
• {amount} - amount as text in CZK,
• {amount_value} - numerical amount,
• {due_date} - due date,
• {issue_date} - date of issue,
• {customer_name} - customer.

The default subject is Invoice {invoice_no}.

Text and HTML mode

Switch </> switches the editor between text and HTML mode. The label shows Mode: Text or Mode: HTML. HTML mode changes the body of the email, not the appearance of the PDF invoice.

Button Save the template saves the current text and HTML template in the application settings. Template saving and HTML mode are available by subscription.

The most common reasons why sending does not work

• the client does not have an e-mail in the address book,
• the invoice does not have a saved PDF path,
• SMTP or Gmail login is not set,
• the plan does not allow email sending,
• email provider rejected login or port.

Flowbily does not have a generic button to manually add any bank payment. Manual payment work mainly concerns cash invoices and minor corrections of imported payments.

Cash invoices

Invoice created with payment method Done on the tab Payments marks manually in the table Issued Invoices.

Procedure:

1. Open the Payments tab.
2. In the table Issued Invoices find a cash invoice.
3. In the column State change the checkmark.

This manual tag is for cash. Invoices with payment method By conversion are to be marked as paid via bank payment matching.

Invoices by transfer

On the invoice By conversion load the payment via Fio API, Email notifications or CSV import, click Find Matches and then confirm the pairing suggestion.

If the match does not find a match, check mainly the variable symbol, amount and customer name. In the table Bank - import payments column can be edited vs, if the imported payment came without the correct variable symbol or the bank exported it differently.

Deletion of the invoice from the records

On the Payments tab you can work with the selected invoice via the context menu of the invoice table. Deleting an invoice from the register is separate from deleting the PDF file in the invoice folder.

When to use manual labeling and when to pair

• Cash: Change State in the invoice table.
• Bank transfer: load the bank payment and confirm the match.
• Wrong VS in import: fix vs in the bank payment table and run Find Matches again.

Payments are processed by tab Payments. This tab has three main parts: Issued Invoices, Bank - import payments and Pairing.

Payment automation is subscription driven. If the plan does not allow the tab Payments, bank import or pairing, the button app will turn off or display a notification.

Sources of payment

At the top of the tab Payments is the menu Bank / import ▼. It includes three ways to load payments:

• Fio API,
• Email notifications,
• CSV import.

Button Load payments currently using the active resource. The active resource changes depending on which part of the menu you open or use.

Fio API

1. Open it Bank / import ▼ > Fio API.
2. In the field Provider option is available Fio Bank.
3. To the field API token insert token from bank Fio.
4. With a button Display you can view the token temporarily.
5. Click Save token.
6. Select a range: Last X days or A specific month.
7. Click Load payments.

The application loads incoming transactions into a table Bank - import payments. The token is stored in the payment provider settings in the application.

Email notifications

This method uses the Flowbily backend for banking emails. In the menu Bank / import ▼ > Email notifications are actions:

• Copy the address for the bank,
• Retrieve payments from email.

Action Copy the address for the bank creates an address in the form payments.{token}@flowbily.com. Set this address in the bank as the recipient of bank notifications about incoming payments. Then use in the app Retrieve payments from email or activate this resource and click Load payments.

Email import is not a general user mailbox. The app uses the Flowbily backend and a stored account token to match payments to the correct user.

CSV import

In the menu Bank / import ▼ > CSV import are bank profiles. The prepared profiles are:

• Fio bank CSV,
• Commercial bank,
• General CSV.

Other banks can appear in the menu with text (waiting for schematic). These items are disabled because they do not yet have a real CSV export scheme ready in the code.

General CSV tries to recognize the columns by common names such as date of payment, amount, VS, counter account name, counter account and note.

Matching rules

Menu Matching rules ▼ allows you to set:

• 1st criterion, 2nd criterion, 3rd criterion,
• Tolerance,
• button Save the rules.

Available criteria are Variable symbol, Amount, Subscriber name and Do not use. The default logic uses a variable symbol and an amount with a tolerance of CZK 1.

Matching payments with invoices

1. Load payments from Fio API, email notifications or CSV.
2. Click Find Matches.
3. Check the table Pairing.
4. Use it Confirm selected matches or Pair All (Auto).

After confirming the match, the application marks the invoice as paid by transfer and links it to the payment. You can delete suggestions without writing them to the database with the buttons Remove selected designs and Discard all suggestions.

What doesn't pair automatically

Matching works with outstanding invoices with a payment method By conversion and with unmatched bank payments. Cash invoices are not linked to a bank transaction; for them, the status is solved manually in the invoice table.

Payment records are based on invoices stored in the Flowbily database. The invoice is entered into the records when creating a PDF from the calendar or from the tab Invoice.

Where can you find the records?

You will see outstanding and paid invoices on the tabs:

• Payments in the table Issued Invoices,
• Export in the table Issued Invoices.

The table contains columns State, PDF, Invoice number, Subscriber, vs, Amount, Type, Method of payment, Created, Maturity and Last change.

Invoice status

State shows whether the invoice is paid or unpaid.

• Invoice By conversion is marked as paid after confirmation of compliance with the bank payment.
• Invoice Done can be marked manually in the invoice table.

Maturity

Date in column Maturity is calculated according to Due date (days): in the tab Settings. Invoices after the due date are highlighted in color in the table. There is no separate filter for the past due date in the application.

Filters

In the table header, you can filter mainly according to the status and values ​​in the columns. Status offers Reimbursed and Outstanding. In addition to status, you can filter by customer name or other displayed values.

Why an older PDF may not be on file

The table does not display every PDF file that resides in the folder. Displays invoices that have been created by Flowbily and entered into the records. If you have an old PDF created off-record, it may not appear in the table.

How to close the debt

For invoices by transfer, load bank payments and confirm pairing on the tab Payments. Change for cash invoices State directly in the invoice table.

Export invoices can be found on the tab Export. This tab works with invoices stored in the Flowbily register and allows you to create a summary of selected invoices.

Where to find the export

Open the Export tab. There is a button at the top Invoices and exports folder and button Export selected. Below them is a table Issued Invoices.

Select one or more invoices in the table and click Export selected.

Available formats

The application offers:

• PDF file (*.pdf),
• CSV table (*.csv),
• XML file (*.xml).

Availability of specific format depends on subscription.

What the export contains

Export is a summary of invoice data from the register. For example, it contains the invoice number, customer, amount, issue date, due date, status, variable symbol and payment method.

PDF export from tab Export is not a copy of the appearance of the original invoice. It is a summary report of one or more invoices. You can find the original PDF invoice via the column PDF or via the button Invoices and exports folder.

The XML export is an internal Flowbily summary with a structure invoice_summary for one invoice or invoices_summary for multiple invoices. It is not a special accounting format for a specific accounting program.

Filters in the table

Table Issued Invoices allows you to filter by status Reimbursed or Outstanding and by values ​​in selected columns, for example by customer. Invoices after the due date are highlighted in color, but do not have a separate export filter.

Where the export is stored

The save dialog offers a folder of Flowbily exports. If you export a single invoice, the default name contains the customer and the invoice number. When exporting multiple invoices, the invoice summary type name is used with the export date.

Tab Subscription shows current account, plan, subscription status, limits and available features. The application uses server-based authentication; there is no license key field in the user interface.

Where to find status

Open the Subscription tab. In the Current status you will see:

• Logged in as:,
• Your plan:,
• State:,
• Valid until:.

Below that is a list of features in this version such as exports, email sending, bank payment import, multiple price lists, tab Payments, tab Export and invoice color.

Plan limits

Part Plan limits shows usage and limit for:

• customer,
• invoices this month
• items on the invoice,
• calendars,
• price lists,
• price list items.

When you hit a limit, the app stops the action or displays a warning.

Plans available in the app

In the Upgrade and purchase plans are shown:

• Light for 199 CZK/month,
• Professional for 399 CZK/month.

Light in the application describes 50 clients, 30 invoices per month, CSV/XML export, e-mails, calendar and several price lists. Profi describes unlimited customers, unlimited invoices, bank import, priority support and everything from Light.

Synchronization

Button Synchronize reloads the subscription state from the server. Use it after making a purchase, changing your plan, or if the app doesn't seem to see your current permissions.

Logging out

Button Sign out logs out the current account from the application. The next time you launch or use the app, you will need to sign in again.

Start without internet

Free and Light plans require online verification at startup. The Profi plan can use the saved authentication from the cache, if it has already been successfully loaded before and is still valid according to the rules of the application.

How the restrictions will be reflected in the application

Authorizations are reflected in multiple tabs. They can turn off, for example, bank import, payment matching, export of selected invoices, HTML email templates, address book import/export, multiple price lists, invoice color, logo and signature, or total rounding.

Buy a Flowbily subscription on the website, not by entering a license key in the desktop app. After payment, the plan is stored on your account. In the app, load it after sign-in or with Synchronize on the Subscription tab.

What you need before paying

• a Flowbily account (email and password),
• a verified email — without verification the account hides Subscription and Billing,
• billing details filled in on the website account.

How to choose a plan

1. On the main page of the website, in pricing choose Free, Light or Profi and month / year.
2. If you are not signed in, complete login.
3. The site redirects you to the account with the selected plan.

Payment

The Free plan is not paid by card. For Light and Profi continue to payment in the Subscription section. Stripe’s payment page opens.

After a successful payment the plan is saved to your account. Changing the card or cancelling in Stripe’s own portal is not on the website yet.

After purchase

• check subscription status in the website account,
• in the desktop app on the Subscription tab use Synchronize,
• download the subscription invoice on the website — see Downloading a subscription invoice.

The Flowbily subscription invoice appears in your website account. The PDF is created when you download it.

Where to find the invoice

1. Sign in on the website and open your account.
2. Your email must be verified, otherwise invoices stay hidden.
3. In the invoices section you will see the document number, plan and date.
4. Click download PDF. The browser saves the file.

When the document appears

The document appears after payment completes. If the list is empty, refresh the account page. This is not an invoice you issue to your clients from the desktop app (Invoice / Export tabs).

What the PDF contains

The PDF contains the document number, plan, amount, VAT and the billing details you filled in on the website. You can only download invoices for your own account.

Why can't I see all the tabs on first launch?

Until the basic data is stored on the tab Settings, the application leaves the job tabs disabled. Fill in the billing information, select the calendar source and click Save Billing Settings and Save Calendar Settings.

Where do I create an invoice without a calendar?

An invoice without calendar lessons is created on the tab Invoice. It is not a separate tab with a different name.

How are lessons loaded?

Use it Mac Calendar or ICS Google. On both tabs, click Load Calendars, select Calendar Selection:, Client:, Month: and Year:. The application does not have separate fields From and To.

Why is an excused lesson not charged, but a canceled one is?

This is how the logic in the application is set. Sorry will be skipped. Cancelled and late excused lessons are invoiced. Substitute, moved and subtracted lessons are subtracted.

Does the price list have to match the name of the event in the calendar?

No. The price list is used to set the customer's price in Address Book. Invoicing then uses Price per hour stored with the customer.

Why does the invoice not appear in Payments or Export?

Tables Payments and Export they show the invoices saved in the Flowbily records. If it is an old PDF created outside the registry, the application may not display it in the table.

How do I mark a transfer payment as paid?

On the Payments tab load bank payment via Fio API, Email notifications or CSV import, click Find Matches and confirm the pairing suggestion.

How do I mark a cash invoice as paid?

On the Payments tab find the cash invoice in the table Issued Invoices and change her State.

What address is used for bank email notifications?

On the Payments tab open Bank / import ▼ > Email notifications > Copy the address for the bank. The application creates an address in the form payments.{token}@flowbily.com.

Which CSV bank imports are ready?

They are ready Fio bank CSV, Commercial bank and General CSV. Other bank profiles may appear as items waiting for the scheme and cannot be selected.

Is the XML export intended for a specific accounting program?

No. XML on tab Export is an internal summary of Flowbily's invoices. It uses the root for one invoice invoice_summary, for multiple invoices invoices_summary.

Why can't I send an invoice by e-mail?

Check that the client has an e-mail in Address Book, the invoice has a PDF, v Settings is saved Set Up SMTP or Gmail login and the plan allows email sending.

Where is the appearance of the PDF invoice set?

On the Settings tab you set Invoice Color, Company Logo, Signature, VAT and maturity. Editor Email Content on the tab Export it only changes the email body, not the PDF invoice.

Where do I enter the license key?

Nowhere. The application does not use manual entry of the license key in the user interface. Plan status is loaded after logging in and syncing on the tab Subscription.