Create Invoice

Taxes and optional service fees are calculated automatically from Settings.

Add your GST number in Settings before sending invoices.

Invoice details

Number and dates

Invoice number Invoice date Due date

Customer details

Billing and contact information

Customer / business name

Select an existing customer or type a new one. Customer category Billing address Billing contact Customer email Phone Mobile Reference / notes

Invoice items

Discount

Discount type Discount value

Discount is deducted before the service fee and GST are calculated.

Payment

Amount paid (optional)

The invoice will calculate the remaining balance due automatically.

Recurring invoice

✓ Create this as a recurring invoice

Recurring invoices are generated when the app is opened and a scheduled invoice is due.

Message to customer

Subtotal (excl. GST)$0.00

GST$0.00

Total$0.00

Amount paid$0.00

Balance due$0.00

My Invoices

Search, filter, export, download, email, edit and review invoice history.

Excl. GST$0.00

GST$0.00

Total invoiced$0.00

Invoices0

MonthSearch

Invoice	Status	Customer	Date	Due Date	Excl. GST	GST	Total	Paid	Balance Due	Payment Date	Actions

Customer Credit & Refunds

Refund available customer credit without changing the original payment or credit note.

Refund History

Draft, recorded and voided refunds. Bank match is tracked separately.

Refund	Customer	Date	Amount	Status	Bank match	Actions

My Expenses

Capture bills and receipts, manage suppliers, payments, GST and business spending.

ExpensesNZD 0.00

GST on ExpensesNZD 0.00

UnpaidNZD 0.000 bills

Period From To Search

Bills & Expenses

Expense / Ref	Status	Supplier	Date	Due Date	Excl. GST	GST	Total	Paid	Balance Due	Payment Date	Actions

Supplier Credits & Refunds

Track supplier corrections separately from money returned.

Supplier Credits

Draft and Recorded supplier credits.

Credit	Supplier	Date	Original expense	Amount	Status	Settlement	Actions

Supplier Refunds

Money returned by suppliers. Bank match is tracked separately.

Refund	Supplier	Date	Amount	Status	Bank match	Actions

Scan Receipt or Invoice

Take a photo or upload an invoice and AI will fill in the expense details for you. Manual entry still works as normal.

AI

Expense Details

All amounts use your business currency and GST settings.

Amount & GST

Choose inclusive/exclusive and GST treatment. You can override GST for mixed-tax bills.

Amount TypeGST TreatmentAmountManually override GSTEx GSTGST amountTotalPayment Status

Business useKeep 100% for ordinary business expenses.

My Suppliers

Supplier details, defaults, spending and payment history.

Search

Supplier	Contact	Phone	Email	Total Spend	Outstanding	Actions

Bills to Pay

Select multiple unpaid bills and create a batch payment record.

0 bills selected

	Supplier	Bill	Due	Outstanding

Batch Payments

Batch	Date	Bills	Total	Status	Action

Payment History

Date	Supplier	Bill	Amount	Method	Reference	Reconciliation	Action

Expense Categories

Create, edit or delete unused business-specific categories. Categories already used by expenses are archived to protect history.

Bank Reconciliation

Import bank transactions, match them to invoices and expenses, and keep a complete reconciliation history.

0 unreconciled

Import bank CSV

Upload a CSV. Columns are detected automatically; adjust mapping before import if needed.

Bank accountCSV file

Reconciliation Settings

Date tolerance (days)High-confidence threshold

Bank Accounts

Add multiple bank accounts for this company.

Rules

Optional rules can suggest a category or action. Rules never auto-reconcile uncertain transactions.

Test Data

Add clearly labelled sample bank transactions to this company so you can preview the reconciliation workflow. This does not create invoice or expense payments.

Sample rows are marked “TEST” and remain unreconciled until you choose an action.

My Customers

Manage individual and business customers, contacts, birthdays and invoice history.

SearchCategory

Customer #	Customer / Business	Category	Address	Billing contact	Phone / Mobile	Email	DOB	Actions

Payroll

Manage employees, timesheets and payroll.

Active Employees0

Next Pay Date—

Timesheets Awaiting Approval0

SearchStatus

Employees

Employee	Position / Role	Employment Type	Pay Type / Rate	Pay Cycle	Status	Actions

Timesheets

Record, submit and approve employee hours.

FromToEmployeeStatus

	Date	Employee	Job	Hours	Status	Actions

Pay Runs

Create, calculate, review and finalise payroll.

Current Gross—

Current Net—

Employer Contributions—

Total Employment Cost—

Pay Run	Period	Pay Date	Frequency	Gross	Net	Status	Actions

Payroll Settings

Manage business payroll defaults and pay items. Statutory rates are shown for reference and are managed centrally by the Super Admin.

Pay Run Defaults

Business-specific defaults used when creating employees and pay runs.

CountrySelects the centrally managed statutory rule set applicable to this business.CurrencyDefault Pay FrequencyDefault Pay DayNew weekly/fortnightly pay runs default to this weekday. The Pay Date can still be changed on an individual run.Week StartsDefault Weekly HoursDefault Working DaysEmployee ID PrefixDefault Payslip Note

Tax & Statutory Rates

Read-only rates currently applicable to this business. Managed by the Super Admin and selected automatically by country and pay date.

KiwiSaver & ACC

Read-only KiwiSaver and ACC settings currently applicable to this business. Master rates are centrally managed.

Pay Items

Manage the earnings, allowances, reimbursements, deductions and contributions available in payroll and New Pay Run.

Leave Types

Business-specific leave types available for employees.

Document Types

Business-specific employee document categories.

Financials

Understand your profit, cash, GST and overall financial position.

More financial reports

Period

Summary

Amounts are based on existing invoices, expenses and available payroll records.

Sales—

Direct Costs—

Gross Profit—

Gross Margin—

Indirect / Operating Costs—

Operating Profit—

Operating Margin—

Estimated Business Tax—

Estimated Profit After Tax—

Monthly Performance

Last 12 months

Budget vs Actual

Tax & Liabilities

A reserve guide. These amounts are not all operating expenses.

GST Payable—

PAYE / Payroll Liabilities—

Employer Contributions—

Estimated Income Tax—

Total Estimated Liabilities—

General Ledger

Posted accounting entries with source and journal references.

AccountSource

Date	Account	Description	Source / reference	Debit	Credit	Running balance

Account code	Account name	Debit	Credit	Balance
Total	—	—	—

GST Return

GST collected on sales less GST paid/claimable on purchases and expenses.

Not saved

Due Date—

Accounting Basis—

Filing Frequency—

Period StartPeriod End

Taxable Sales ex GST—

GST Collected—

Taxable Purchases ex GST—

GST Paid—

Adjustments—

GST Payable—

GST Collected on Sales

Date	Invoice	Customer	Ex GST	GST	Total	Treatment	Status

GST Paid on Purchases / Expenses

Date	Supplier	Expense	Category	Description	Ex GST	GST	Total

GST Adjustments & Review

Date	Type	Debit / Credit	GST	Reason	Reference

Supply corrections from Credit Notes and Supplier Credits are calculated from their controlled source records. Manual adjustments require a reason and cannot be added into a finalised period.

Saved GST Returns

Period	Collected	Paid	Payable / Refund	Status

Job Costing

Create jobs, estimate costs, track actual costs and revenue, and review job profitability.

Customer & job details

Linked to My Customers. All internal costing is excluding GST.

Job numberJob date Customer / business

Linked to My Customers. Job name / descriptionJob address Internal job notes

Labour

Rates come from Labour Settings but can be changed for this costing.

Travel / variable costs

Use configured variable rates, including automatic vehicle/fuel cost per kilometre.

Direct job costs

Materials, disposal, parking, subcontractors, equipment hire and other costs directly caused by this job.

Additional information

Optional job-specific fields.

Search

Job #	Customer	Job	Status	Estimated Cost	Actual Cost	Variance	Quoted Revenue	Actual Revenue	Actual Profit	Actual Margin	Actions

Draft0

Sent0

Approved0

Deal won0

SearchStatus

Date	Quote	Customer	Description	Ex GST	GST	Total	Status	Actions

General

Default Target Gross Margin %General Job Contingency %Minimum Job Charge (Ex GST)GST Rate %Estimated Billable Hours Per MonthQuote Validity DaysCosting PrefixQuote PrefixOverhead Allocation BasisDefault Quote Terms

Business Overheads

Active fixed business costs are automatically allocated to every new costing.

Total Monthly Fixed Overhead$0.00

Fixed Overhead Cost Per Billable Hour$0.00

Labour Roles

Active roles appear automatically on each new costing.

Variable Cost Rates

Reusable per-km, per-hour, per-item and fuel calculations.

Cost Presets

Direct job cost templates. Active presets appear automatically on new costings.

Quotation appearance & payment

Use the same style choices as invoices. Internal job costs, overheads, profit and margin are never shown to customers.

Template Quote title Accent colour Customer heading Date heading Description heading Amount heading Subtotal label GST label Total label Terms heading Advance label Default advance % Include advance payment by default Default quote note Show business logo on quotations Show default bank/account details on quotations

Live quotation previewChanges appear here before you save them.

Reports

Review sales, expenses and payroll by period.

FromTo

Business Performance

See how revenue, expenses and profit are changing over time.

Sales & Money Owed

Review sales performance, invoice activity and money customers still owe you.

Sales excl. tax/fees$0.00

GST$0.00

Total invoiced$0.00

Invoices0

Who Owes Me by Customer

Aged Receivables · Current balances are not overdue. Past-due buckets use each invoice due date.

Customer Name	Current (Not Overdue)	1–30 Days Past Due	31–60 Days Past Due	61–90 Days Past Due	91+ Days Past Due	Total Owed

Expenses & Bills

Review spending, GST, outstanding supplier bills and expense patterns.

Expenses This MonthNZD 0.00

GST on ExpensesNZD 0.00

Unpaid BillsNZD 0.000 bills

Overdue BillsNZD 0.000 bills

Due SoonNZD 0.000 bills

UnreconciledNZD 0.000 expenses

Period

Total Expenses—

Expenses Ex GST—

GST on Expenses—

Paid Expenses—

Outstanding Bills—

Overdue Bills—

Bills I Owe by Supplier

Aged Payables · Current balances are not overdue. Past-due buckets use each bill due date.

Supplier Name	Current (Not Overdue)	1–30 Days Past Due	31–60 Days Past Due	61–90 Days Past Due	91+ Days Past Due	Total Owed

Jobs

Review job-linked spending and open the existing Job Costing profitability view for revenue, actual costs, estimates, profit and margin.

Job Revenue, Costs & Profitability

Finlo uses the existing Job Costing view as the authoritative source for estimated vs actual costs, actual revenue, profit and margin.

FromToEmployeeJob

Gross Wages—

PAYE / Tax—

Net Wages—

Employer Contributions—

Reimbursements—

Total Employment Cost—

For My Accountant

Prepare Finlo records for your accountant or accounting software.

Check My Records

Review whether your records are ready to send to your accountant.

Year end date

Choose your financial year end and run the check.

Accounting Period

Choose the records to include.

FromTo

Xero Export

Validates account and GST mappings before creating Xero-compatible CSV files.

Export

Generic Accountant Pack

ZIP of source transaction CSVs suitable for an accountant or another accounting platform.

Accounting Mapping

Map Finlo categories and GST treatments to your accountant's Xero organisation.

0% complete

Select a period to check export readiness.

Xero Accounts

Add the account codes from this business's Xero Chart of Accounts. These are saved for this business only.

Account codeAccount nameType

Account code	Account name	Type	Actions

Xero Account Mapping

Choose from the Xero accounts added above. Mappings are saved per business and Finlo source categories are not changed.

Finlo category	Type	Xero account		Status

GST / Tax Mapping

Enter the TaxType display names recognised by the destination Xero organisation.

Finlo GST treatment	Xero TaxType	Status

Export History

Recent accountant and Xero exports for this business.

Date	Accounting period	Destination	Type	Records	Status

Settings

Manage your business, tax, invoicing, job costing, team and account settings.

Company details

Company nameTrading name Invoice prefixAddressPhoneEmailWebsite GST numberDefault due days GST rate % Add another tax / service fee Additional fee/tax labelAdditional fee/tax %

Branding & invoice template

Template Colour theme Primary colourAccent colour LogoLeave blank to keep the current logo.

Live invoice previewChanges appear here before you save them.

Invoice wording

Change the words and labels that appear on the invoice. The live preview above updates as you type.

Invoice title Bill to heading Invoice number label Invoice date label Due date label Description heading Quantity heading Unit price heading Line total heading Subtotal label GST label Total label Payment to label Payment reference label Payment instruction Default customer note / footer

Bank accounts

Choose one default account. Every invoice tells the customer to use the invoice number as the payment reference.

Products & default prices

These appear as suggestions while you type a description. You can also enter any custom description. Prices are excluding GST and can still be changed on an individual invoice.

Invoice email wording

These templates are used for invoice emails. Available placeholders: {customerName}, {invoiceNumber}, {tradingName}, {companyName}, {total}, {balanceDue}, {dueDate}, {phone}, {email}.

Sender display name Email subject Email body

Quotation email wording

These templates are used for quotation emails. Available placeholders: {customerName}, {quoteNumber}, {tradingName}, {companyName}, {amountExGst}, {gst}, {total}, {validUntil}, {phone}, {email}.

Sender display name Email subject Email body

Super Admin

Platform administration and controls.

Businesses0

Active subscriptions0

Trials0

Users0

Businesses

Manage tenants, subscriptions and business-specific module access.

Subscription Plans

Manage platform subscription plans and included modules.

Modules

Loading module catalogue…

Payroll Rules

Loading payroll compliance status…

Payment Settings

Manage existing platform payment-provider configuration.

Referrals & Credits

Manage the existing referral programme and Finlo credits.

Businesses

Existing tenant administration, subscriptions and business-specific module controls.

SearchStatus

Business	Owner	Plan	Status	Usage	Trial ends	Modules	Actions

Payroll Rules

Statutory country payroll calculation rules and official-source compliance monitoring. This does not control Payroll module access.

Payroll Compliance

Official source monitoring is separate from production payroll. Detected changes require review, a Draft ruleset, validation, explicit approval and activation.

Loading official-source status…

Country Payroll Tax Rules

Approved production payroll rules by country and effective date. Changes are prepared and approved through Payroll Compliance before activation. Finalised pay runs keep their original rule snapshot.

View Country

Country	Rule	Effective	Value	Status	Actions

Referrals & Credits

Existing referral campaign, attribution and Finlo credit management.

Referrals & Credits

Manage referral campaigns, successful referrals and Finlo credit.

Invitations Sent0

Referral Signups0

Successful Referrals0

Conversion Rate0%

Credits Issued$0

Outstanding Credits$0

Referral Campaign

Campaign nameActive campaignStart dateEnd dateTop navigation textReferral page headingPromotional textEmail headingEmail textQualificationCredit expiry daysReferrer rewardReferrer valueReward referred businessNew business rewardNew business value

Every save creates a new historical reward version. Already-earned credits never recalculate.

Manual Finlo Credit

BusinessAmountInternal note

Positive amounts add credit. Negative amounts reduce the available balance. Every adjustment is audited.

Successful Referrals & Funnel

Search and filter referral attribution and qualification history.

SearchStatusCampaignOfferCredit status

Referring Business	Sending User	Referred Business	Campaign	Offer	Invited	Signup	Qualified	Referrer Credit	New Business Credit	Credit Status	Referral Status	Actions

Credit Ledger

Auditable Finlo credit transactions. Existing subscription charging is unchanged in this release.

Business	Type	Amount	Status	Expires	Notes	Actions

Finlo Helper

Manage availability, commercial access and AI usage independently from core Finlo.

Finlo Live Voice

Optional realtime speech-to-speech. Permanent provider credentials stay server-side.

Live Voice enabledEmergency disableLive modelVoiceMaximum session minutesMonthly session allowance

Business	Entitlement	Sessions	Minutes	Last used	Action

Controls

Finlo Helper enabledEmergency disable

Module availability

Plans & Pricing

Monthly priceAnnual priceDefault question allowanceTrial allowanceStripe Product referenceStripe monthly Price referenceStripe annual Price reference

AI Configuration

ProviderModelMaximum response lengthUsage / cost ceilingContextual awarenessInstruction versionCentral Helper instructions

Provider secrets remain server-side and are never returned here.

Usage by business

Usage metadata only. Customer question content is not stored by V61.71.

Business	Entitlement	Used	Limit	Remaining	Last used	Estimated cost	Action

Getting started

Create Invoice

Invoice details

Customer details

Invoice items

Discount

Payment

Recurring invoice

My Invoices

Credit Notes

Customer Credit & Refunds

Refund History

My Expenses

Bills & Expenses

Supplier Credits & Refunds

Supplier Credits

Supplier Refunds

Scan Receipt or Invoice

Expense Details

Amount & GST

Split Expense

My Suppliers

Bills to Pay

Batch Payments

Payment History

Expense Categories

Bank Reconciliation

Import bank CSV

Reconciliation Settings

Bank Accounts

Rules

Test Data

My Customers

Payroll

Employees

Timesheets

Pay Runs

Payroll Settings

Pay Run Defaults

Tax & Statutory Rates

KiwiSaver & ACC

Pay Items

Leave Types

Document Types

Financials

Summary

Monthly Performance

Budget vs Actual

Tax & Liabilities

Profit & Loss

Money In & Out

Balance Sheet

General Ledger

Trial Balance

Cash Book

GST Return

Saved GST Returns

Budget

Job Costing

Customer & job details

Labour

Travel / variable costs

Direct job costs

Additional information

General

Business Overheads

Labour Roles

Variable Cost Rates

Cost Presets

Quotation appearance & payment

Reports

Business Performance

Monthly Revenue, Expenses & Margin

Sales & Money Owed

Month-on-month sales

Invoices Issued & Paid

Who Owes Me

Who Owes Me by Customer

Expenses & Bills

Monthly Expenses