Set up workspace identity
Workspace owner or a teammate with settings permission. Complete identity before preparing client documents.
- 1. Open Settings → Workspace and enter the company name, billing address and contact details. Save the form.
- 2. Open Settings → Preferences → Organization. Review country, base currency, timezone and number format. The workspace uses one base currency.
- 3. Preview a draft quote or invoice and check company identity, client identity, currency and dates before sending.
- If saving fails, keep the form open and use its error message when contacting support. A locally autosaved draft is not a saved document.
Invite a teammate and review roles
Workspace owner or administrator with team-management permission. Invitations grant access after the invited identity accepts.
- 1. Open Settings → Team → Roles. Confirm role definitions load before inviting anyone.
- 2. Open the staff invitation form, enter the intended email and select an available role. Review the role before Send.
- 3. Ask the invited person to open their invitation and sign in using the invited identity; check the member list after acceptance.
- If roles are unavailable, choose Retry. Do not treat Unavailable as proof that roles are missing, or grant a stronger role to work around a load failure.
Create a quote and continue to invoicing
Requires client/quote creation access and invoice access for conversion. Start with a client that has a valid delivery email.
- 1. Open Sales → Clients and save the client contact and billing identity. Then open Sales → Quotes → New.
- 2. Choose the client, enter a title and add line descriptions, quantities and prices. Review tax, expiry, terms and Internal Notes visibility.
- 3. Preview the draft, then use Save quote explicitly. Confirm a quote number and detail destination; reload the saved record before sending.
- 4. After acceptance, use the quote conversion action to create the invoice or project. Open the resulting record and review it before sending.
- If saving fails, entered values stay in the form. Correct the named field or retry after restoring access; include the safe error code/reference with support.
Prepare an invoice and payment collection
Invoice permission is required. A workspace owner configures a verified Stripe merchant account separately in Settings → Payments.
- 1. Open Operations → Invoices → New. Choose a client and enter issue/due calendar dates, title and description.
- 2. Add line items, then enter Client notes and Internal notes separately. Internal notes are for workspace staff.
- 3. Continue to Review & save. Check each rounded line, tax and payable total. Continue is navigation; use Create invoice for persistence.
- 4. Open and reload the saved invoice before using its sending/payment action. Confirm Stripe readiness before offering checkout.
- If checkout is unavailable, check merchant verification and outstanding provider requirements. Country address selection alone does not establish payment eligibility.
Give a client portal access
Requires client/portal administration permission. Client contacts and staff workspace members are separate access contexts.
- 1. Open the client record and review its intended contact email and portal permissions.
- 2. Choose client-visible projects or an explicit allowlist, then save and reload permissions before inviting the contact.
- 3. Send the portal invitation only to the intended contact. The contact must accept using their own identity and consent.
- 4. Confirm the client can see the intended quotes, invoices, projects and files. Messages also require enabled chat policy and eligible room access.
- An active contact does not prove that a particular invitation was accepted. If a link fails, contact support or use the supported resend path; do not replace an existing identity’s credentials.
Upload files and prepare a signing document
Requires project/file permissions or OnloSign document permissions. Use only files you are entitled to share.
- 1. Open the appropriate project Files view and upload the file. Wait for its processing/scanning result before sharing.
- 2. In OnloSign, create a draft, add the document and intended signers, and place required signing fields.
- 3. Review the complete content, signer email addresses and send preflight. Sending requests signatures; a draft does not.
- If an upload or preflight fails, correct the displayed requirement and retry. Do not bypass quarantine or substitute a different signer identity.
Enable Zapling and review credits
The workspace owner sets policy in Settings → Zapling. Availability also depends on the plan and each user’s credits.
- 1. Review and accept the AI policy before enabling the required Zapling features. Keep sensitive material out of prompts unless the policy permits it.
- 2. Review credits and the displayed UTC reset time. Credits reset at 00:00 UTC on the first of the month; local calendar dates can differ.
- 3. Review a suggested draft or change before approving execution. A recommendation is not evidence that a record was written.
- If credits are exhausted or a feature is disabled, use the displayed plan/policy guidance. Provider requests cannot be guaranteed by a navigation link alone.
Review billing, cancellation and exports
Workspace owner. Review the current billing state before changing the subscription or closing an account.
- 1. Open Settings → Billing and inspect the current subscription and available management action.
- 2. Review the provider’s confirmation of cancellation timing and renewal consequences before confirming a billing change.
- 3. Use available export actions for the records you need. Check the downloaded contents before requesting account deletion.
- For missing export options or account-specific cancellation/deletion requests, contact support. Support must confirm the request scope and identity; an export is not proof of deletion.