Help Centre

Billing

• How to control bills above the MRP in Billing
  Billing can warn you, or stop a bill, when a sale line is priced above the item's MRP. Learn what you will see and how the company owner changes the setting.
• How to issue a credit note to a customer in Billing
  Raise a credit note against a customer's bill when goods come back, a rate was wrong or a discount is agreed later.
• How to record a cash or cheque bank deposit in Billing
  Record the cash or cheques you take to the bank so your cash and bank balances stay right. This guide covers every field, saving a draft and common messages.
• How to export your Money to Collect list in Billing
  Download the bills your customers still owe you as a spreadsheet file, either the filtered list, every open bill, or just the bills you pick.
• How to save a Money to Collect view and share a link to it in Billing
  Bookmark a filtered Money to Collect list on your device and copy a link that opens the same filters for a colleague.
• How to draft a payment reminder for an overdue customer in Billing
  Billing writes a ready-to-send reminder from a customer's overdue bills. You review it, then send it on WhatsApp or copy it.
• How to record money received from a customer in Billing
  Record a customer payment in Billing as a simple receipt, against specific invoices, or as an advance.

Docs

• How to search for a document and narrow the results in Drive
  Use the search box to find files by name, tag or number. Then pick where to look and filter by type, app, date or tag.
• How to rename or delete a folder in Drive
  Rename a folder to regroup its files under a new name, or delete it to move its files to the Trash, where you can restore them.

Drive

• How to share a document and understand colleague access in Drive
  Learn the three sharing levels in Drive and what the colleague access note means, so that a Can view setting does not give you a false sense of privacy.
• How to stop seeing a document someone shared with you in Drive
  Remove a document that a colleague shared with you from your own Drive, without deleting it for the owner or anyone else.
• How to share a document with colleagues in Drive
  Share a document with people in your company, choose what each person can do with it, and change or remove their access later.

Inventory

• How to set a stock limit for a warehouse and see how full it is in Inventory
  Give a warehouse a maximum number of stock units, then read its Utilisation bar and the Capacity view to see which stores are filling up.
• How to add a warehouse in Inventory
  Set up a warehouse with its name, type, branch, location and capacity. Then make it the default or deactivate it when needed.
• How to import items into a stock document from a CSV file in Inventory
  Fill the Items list of a stock document from a spreadsheet instead of typing each line. This guide covers the template, the review step and common messages.
• How to reserve stock for an order in Inventory
  Hold available stock for an order with a reservation, then fulfil or release it when the order ships or is cancelled.
• How to move surplus stock instead of buying more in Inventory
  Use the Rebalance before purchase card on the Replenishment dashboard to spot surplus stock and raise a stock transfer before you place a new order.
• How to see what to reorder with Replenishment planning in Inventory
  Use the Replenishment dashboard to find items at or below their reorder point, understand the suggested quantity and draft a receipt.
• How to check available stock in Inventory
  Use the Stock balance register to see what is on hand and what is free to promise for each item, warehouse and batch.
• How to add a new item in Inventory
  Create an item in Inventory with its units, stock rules, tracking and valuation.

Manage

• How to manage the Workspace team and Company users in Manage
  The Workspace page lists your Workspace team and Company users separately. Learn how to move, remove or withdraw an invitation, and what each confirmation tells you.
• How to add the next financial year to your company in Manage
  Add the next April-to-March financial year from the Financial Years page. You can also add an earlier year when moving old records.
• How to add a key person to your company in Manage
  Record directors, partners and other important people for your company in Manage, then edit or delete them later.

Notes

• How to create a template and start new notes from it in Notes
  Save the shape of a note you write often as a template, then start each new note from it with a title that fills in the date for you.
• How to create a smart folder that gathers notes by rules in Notes
  Save a search as a smart folder so notes that match your rules appear in it automatically.
• How to restore or permanently delete a note from Trash in Notes
  Deleted notes wait in Trash for 30 days. Learn how to undo a delete, restore a note, delete one for good, or empty Trash.
• How to export a note as Markdown, HTML or plain text in Notes
  Save a note as a file in Markdown, web page or plain text format from the note's Actions menu.
• How to snooze, reschedule or complete a reminder in Notes
  Use the Reminders page in Notes to mark a reminder done, snooze it, move it to a new time or delete it.
• How to import Markdown and text files as notes in Notes
  Turn .md and .txt files into notes, up to 50 files at a time, keeping headings, lists and links.

Smart Books

• How to read the GST rate-wise summary in Smart Books
  The GST rate-wise summary shows your sales and purchases by tax rate in two separate blocks, each with its own totals. Learn how to open it, read it and export it.
• How to read the Profit & Loss Account line on the Balance Sheet in Smart Books
  The Balance Sheet's Profit & Loss Account line is split into Opening Balance and Current Period. Learn why it can differ from your Profit & Loss report and how to check each part.
• How to restore missing default system accounts in Smart Books
  If a default account such as Cash, Round Off or a GST output account is missing, one button on the Accounts list recreates it. This guide shows where it is and what the messages mean.
• How to reconcile a vendor statement with your books in Aicountly Smart Books
  Import a supplier's statement, match it against your bills and payments, and close the period with a reconciliation record.
• How to add an alternate unit with a conversion factor to an item in Smart Books
  Buy in one unit and sell in another by adding an alternate unit to an item. This guide shows how to set the conversion factor and what to do if it is refused.
• How to create an account group in Smart Books
  Add your own account group under an existing group so related ledgers appear together in your reports.
• How to add an account (ledger) in Smart Books
  Create a ledger account for a customer, supplier, bank or expense, with an optional opening balance and tax details.
• How to add a branch to your company in Smart Books
  Add a new branch with its name, GST number and tax details from the Manage Branches page, and edit it later.
• Year-end closing checklist in Smart Books
  Carry your closing balances into the next financial year with Year-End Carry Forward, then optionally archive the closed year.
• How to prepare GST returns in Smart Books
  Prepare and file GSTR-1 and GSTR-3B, and use GSTR-2B to match purchases, all within Smart Books for your branch.
• How to import and reconcile a bank statement in Smart Books
  Upload a CSV bank statement, let Smart Books match it with your entries, fix what is left and submit the reconciliation.
• How to change the voucher screen layout in Smart Books
  Use Screen layout on any voucher screen to fit more lines, shrink the header and hide hints. Your choices are saved to your profile.
• Getting started with Smart Books: company setup to first invoice
  Create your company, add a customer and post your first sales invoice in Smart Books.
• How to create a company in a shared workspace in Smart Books
  Choose whether a new company lives in your own workspace or in one shared with you, and pick your own access when it is shared.
• How to delete a draft voucher in Smart Books
  Remove a voucher you saved but never posted, either from the Drafts list or from the open draft itself.
• How to show pending bills in Bill by Bill in Smart Books
  See only the unpaid bills of a customer or supplier in the Bill by Bill report, or add settled bills when you need the full history.

Can't find it? Try the product guides, ask the community, or contact support.