# Finvora Documentation (full) Finvora is a finance platform for UAE and Pakistan businesses. Each company has an isolated workspace (tenant) with its own users, roles, settings, and subscription plan. --- # Getting started What Finvora is, how workspaces and plans work, and where to find each module. ## What is Finvora? Finvora is a finance platform for UAE and Pakistan businesses. It combines quotations, invoicing, accounting, inventory with a POS tablet app, and customer management in one workspace. Every company gets its own isolated workspace (tenant). Data is never shared between workspaces, and each workspace has its own users, roles, settings, and subscription plan. - [Open Finvora](https://finvora.ai/dashboard) ## Modules at a glance | Module | What it does | | --- | --- | | Dashboard | Overview of receivables, billing, pipeline, and ledger health. | | Quotations | Create and send quotes, track responses, convert accepted quotes to invoices. | | Invoicing | Issue invoices, record payments, track outstanding and overdue amounts. | | Accounting | Chart of accounts, journal entries, periods, financial reports, and tax compliance. | | Inventory | Products, stock levels, warehouses, purchase orders, and the POS tablet app. | | Customers | Customer records used across quotations, invoices, and contracts. | | Settings | Company profile, tax configuration, users, roles, and API keys. | > **Note:** The sidebar only shows modules that your plan includes and your role can access. If a module is missing, check your plan in Settings → Billing or ask an admin about your permissions. ## First steps for a new workspace 1. Complete your company profile in Settings — name, address, and tax registration details appear on quotations and invoices. 2. Confirm your tax jurisdiction (UAE or Pakistan). This controls VAT rates, compliance dashboards, and tax return exports. 3. Add your first customers under Customers, or create them inline while drafting your first quotation. 4. Create a quotation and send it, or go straight to Invoicing if you do not use quotes. 5. Invite teammates under Settings → Users and assign roles that match their responsibilities. ## Plans, roles, and permissions Access is controlled on two levels. Your subscription plan decides which modules and features the workspace can use (entitlements). Roles and permissions decide what each user can see and do inside those modules. - Plan entitlements gate features like financial reports, bank reconciliation, VAT returns, and the Open API. - Roles bundle permissions — for example an Admin role typically has full access, while a sales role may only see quotations and customers. - Upgrading the plan takes effect immediately; no reinstall or migration is needed. ## Languages The app supports English and Arabic, including right-to-left layout for Arabic. Switch languages any time from the sidebar — the setting applies per user. --- # Dashboard Every metric on the Finvora dashboard explained — hero pills, accounting, invoicing, quotations, charts, and quick actions. ## Layout overview The dashboard is the landing page after sign-in. It reads top to bottom: a hero with headline numbers, then metric sections for Accounting, Invoicing, and Quotations, then trend charts, and finally activity and shortcuts. The sidebar on the left is the main navigation — Dashboard, Finance (Quotations, Invoicing, Accounting), Inventory, Customers, and Settings. Modules hidden by your plan or role do not appear. ### Hero and headline pills The hero shows a personalized greeting, today’s date in the workspace timezone, and four pills with the most important finance signals for the current month. | Pill | Meaning | | --- | --- | | Outstanding | Total open amount from issued invoices not yet fully paid. Draft invoices are excluded. | | Invoiced MTD | Total value of invoices issued in the current calendar month. | | Pipeline | Value of active quotations that have not yet become invoices. Rejected and expired quotes are excluded. | | Journals | Count of journal entries posted this month — a quick signal of ledger activity. | ## Accounting section The accounting row summarizes ledger health: revenue, net position, chart of accounts status, and the current accounting period. Start here before opening full reports. ### Invoiced revenue Issued invoice totals for the month with the month-over-month change. Watch the trend rather than the raw total — sudden changes usually deserve invoice-level review. ### Net position Monthly profit after expenses, including the margin percentage. Negative values indicate a loss for the period; margin makes comparisons easier across different revenue sizes. ### Chart of accounts Shows configured active accounts and recent journal activity, confirming the ledger setup is in use. A new workspace may show little activity — that is normal. ### Accounting period Identifies the current period and whether it is open or locked. Open periods accept new entries; locked periods protect finalized reporting and should be treated as historical records. ## Invoicing section The invoicing row tracks collections: how many invoices await payment, how much money is outstanding, what has been paid, and what was billed this month. | Card | Meaning | | --- | --- | | Awaiting payment | Count of issued invoices not yet fully paid. Overdue count appears in the footer — use it to prioritize follow-up. | | Outstanding amount | Currency value of open receivables. This is the core collections number. | | Paid | Count of fully settled invoices; the footer keeps draft volume visible. Drafts are not revenue until issued. | | Invoiced this month | Issued total for the current month — should match the hero pill. | > **Tip:** Pair the outstanding amount with the awaiting-payment count: a large amount across few invoices means big-ticket follow-ups; a large count means process work. ## Quotations section The quotations row explains the quote funnel — what is waiting on customers, what was approved, what fell through, and how much was quoted this month. | Card | Meaning | | --- | --- | | Awaiting response | Sent quotations waiting on the customer. Follow up when this grows — pipeline quality depends on keeping quotes current. | | Accepted | Customer-approved quotes, ready to convert into invoices. The strongest signal of upcoming billing. | | Rejected | No longer active and excluded from expected revenue. Review rejection trends for pricing or scope issues. | | Quoted this month | Current-month quote activity plus the active pipeline value behind it. | ## Charts | Chart | What it shows | | --- | --- | | Revenue | Issued invoice totals over the last six months. Missing months mean no invoices were issued. | | Profit | Monthly net profit after expenses — a falling line means rising costs or lower billing. | | Monthly snapshot | Revenue, expenses, profit, and margin for the current month in one compact view. | | Invoices by status | Invoice value split across draft, issued, paid, and overdue. Draft-heavy totals mean unfinished billing work. | ## Activity and shortcuts ### Module links Tiles that jump directly to the Quotations, Invoicing, and Accounting hubs — the dashboard stays useful as a launch point for repeated workflows. ### Recent activity A cross-module feed of recent changes in quotations, invoices, and accounting. Treat it as an audit-style summary; open the full audit log when you need deeper history. ### Quick actions Direct entry points for common tasks — new invoice, new quotation, journal entry, and reports. Use these when you already know the next action. --- # Quotations Create and send quotes, track customer responses, and convert accepted quotations into invoices. ## How quotations work A quotation is a priced offer you send to a customer before billing. Quotes carry line items, VAT, validity dates, and notes. When the customer accepts, the quote converts to an invoice in one step — no retyping. - [Open Quotations](https://finvora.ai/dashboard/quotations) ## Quotation lifecycle | Status | Meaning | | --- | --- | | Draft | Editable, not yet visible to the customer. | | Sent | Delivered to the customer and awaiting a response. | | Accepted | Approved by the customer — ready to convert to an invoice. | | Rejected | Declined by the customer; excluded from pipeline value. | | Expired | Validity date passed without a response. | | Converted | Turned into an invoice; the quote links to the resulting invoice. | ## Creating a quotation 1. Go to Quotations → New Quotation. 2. Pick a customer, or create one inline with the quick-create form (name is enough — details can be added later). 3. Set the issue date, payment due date, and currency. Foreign-currency quotes track the exchange rate. 4. Add line items with quantity, unit price, and per-line or document-level VAT. 5. Optionally add the customer PO number, a reference, withholding tax, and notes. 6. Save as draft, or send it directly to the customer. > **Tip:** The default VAT rate follows your workspace tax settings (for example 5% in the UAE). You can override it per document or per line. ## Converting to an invoice Open an accepted quotation and choose Convert to Invoice. Line items, customer, currency, and tax settings carry over. The new invoice starts as a draft so you can adjust dates or terms before issuing. > **Note:** Convert accepted quotes promptly — accepted value sitting unconverted understates your invoicing and overstates your pipeline. ## Sharing with customers Quotations can be downloaded as branded PDFs or shared through a public link that the customer can open without a Finvora account. --- # Invoicing Issue invoices, record payments, track outstanding amounts, and understand invoice statuses. ## How invoicing works Invoices bill customers for products or services. Each invoice has line items, VAT, due dates, and a payment trail. Issued invoices post to the ledger automatically, so accounting stays in sync without manual journal entries. - [Open Invoicing](https://finvora.ai/dashboard/invoices) ## Invoice lifecycle | Status | Meaning | | --- | --- | | Draft | Editable and not counted as revenue. Delete or edit freely. | | Issued | Finalized and sent — counts toward revenue and outstanding receivables. | | Partially paid | Some payment recorded; the remaining amount stays in outstanding. | | Paid | Fully settled. | | Overdue | Issued and past the due date — shown as a display state, not a separate status. | | Void | Cancelled after issuing. Voiding creates a reversal so the ledger stays correct. | > **Warning:** Issued invoices cannot be silently edited — void and reissue instead. This protects the audit trail and keeps tax reporting consistent. ## Creating and issuing an invoice 1. Go to Invoicing → New Invoice, or convert an accepted quotation. 2. Pick the customer (or quick-create one inline) and confirm currency and dates. 3. Add line items — services, products, or shipping — with quantity, price, discount, and VAT. 4. Review the totals: subtotal, tax, discount, and amount due. 5. Save as draft to finish later, or issue it to make it final. ## Recording payments Record payments against issued invoices with a date, method, and amount. Partial payments are supported — the invoice moves to Partially paid until the balance reaches zero, then to Paid. - Payments post to the ledger and update outstanding receivables immediately. - The dashboard Outstanding pill and collections cards reflect payments in real time. ## Tax and compliance Invoices follow your workspace jurisdiction. UAE workspaces support FTA-compliant fields such as TRN and place-of-supply emirate; Pakistan workspaces support NTN/STRN and sales tax handling. Withholding tax can be applied when relevant. Invoices can be linked to a governing contract so the paperwork trail — quote, contract, invoice — stays connected. ## Sharing with customers Download invoices as branded PDFs or share a public link the customer can open without an account. PDFs include your company details, tax registration, and a QR code where required. --- # Accounting Chart of accounts, journal entries, accounting periods, financial reports, and UAE/Pakistan tax compliance. ## How accounting works The accounting module is a double-entry ledger. Invoices and payments post to it automatically, and you can add manual journal entries for everything else. Reports and tax returns are generated from the same ledger, so there is one source of truth. - [Open Accounting](https://finvora.ai/dashboard/accounting) ## Chart of accounts The chart of accounts lists every account the ledger can post to — assets, liabilities, equity, revenue, and expenses. New workspaces start with a sensible default chart that you can extend or rename to match your reporting needs. - Each account has a code and type; codes keep reports ordered. - Deactivate accounts you no longer use instead of deleting them — history stays intact. ## Journal entries A journal entry records a balanced set of debits and credits on a date within an open period. Entries created by invoicing are posted automatically; manual entries cover payroll, adjustments, accruals, and anything else. - Debits must equal credits — the form validates the balance before posting. - Every entry gets a sequential entry number for the audit trail. - Recurring journal templates can generate scheduled entries (for example monthly rent). ## Accounting periods Periods (usually months) control when the ledger accepts new entries. An entry can only post to an open period. Locking a period finalizes it — nothing can be added or changed, which protects completed reporting. > **Tip:** Lock periods after your monthly close. If something must change later, post a correcting entry in the current open period instead of reopening history. ## Financial reports | Report | What it answers | | --- | --- | | Profit & Loss | How much did we earn and spend over a date range? | | Balance sheet | What do we own and owe at a point in time? | | Trial balance | Do all account balances reconcile — debits equal credits? | Budgets (plan vs actual) and bank reconciliation are available on plans that include them. Reconciliation imports bank CSV lines and matches them against unmatched ledger entries. ## Tax compliance (UAE & Pakistan) The compliance area adapts to your jurisdiction, set in company settings. | Jurisdiction | What you get | | --- | --- | | UAE (FTA) | VAT dashboard, VAT return preparation (Form 201), and tax audit file export on eligible plans. | | Pakistan (FBR) | Sales tax dashboard and sales tax return exports, plus withholding tax handling. | > **Note:** VAT figures come from the same ledger as your reports — issue invoices and record expenses correctly and the returns build themselves. --- # Inventory & POS Products, stock levels, warehouses, purchase orders, suppliers, and the POS tablet app. ## How inventory works Inventory tracks what you sell and what you have in stock. Every plan includes the starter kit — product catalog, basic stock in/out, one warehouse, and the POS tablet app. Advanced features (purchase orders, suppliers, multi-warehouse transfers) are available on higher plans. - [Open Inventory](https://finvora.ai/dashboard/inventory) ## Products and categories - Each product has a unique SKU, a cost price, and a selling price. - Categories organize the catalog and power POS navigation. - Variants handle options like size or color; add-ons handle extras sold with a product. - Min/max stock levels and reorder points flag when to restock. ## Stock levels and movements Stock is tracked per warehouse and per product. Every change — purchase receipt, sale, adjustment, transfer — creates a stock movement, so quantity on hand is always explainable. | Quantity | Meaning | | --- | --- | | On hand | Physically in the warehouse. | | Reserved | Committed to open sales orders. | | Available | On hand minus reserved — what you can still sell. | | Incoming | Expected from approved purchase orders. | ## Purchase orders and suppliers On plans with the inventory back office, purchase orders track what you ordered from suppliers, at what price, and what has been received. Receiving a PO updates stock automatically. 1. Create a supplier with payment terms and currency. 2. Raise a purchase order with products, quantities, and expected date. 3. Approve the order, then record goods receipt when items arrive. 4. Stock levels and incoming quantities update as you receive. ## POS tablet app The POS tablet app sells your catalog in person. Sign in with your workspace, ring up sales by category, and close the day with a Z-report. Sales sync back to inventory and the dashboard. > **Note:** The free plan includes POS with up to 100 orders per day. Paid plans remove the order cap. --- # Customers Customer records, tax identifiers, and how customers connect to quotations, invoices, and contracts. ## How customers work A customer record is the single profile used everywhere a customer appears — quotations, invoices, payments, and contracts. Create customers up front, or inline with the quick-create form while drafting a document. - [Open Customers](https://finvora.ai/dashboard/customers) ## What a customer record holds | Field | Notes | | --- | --- | | Code | Auto-generated unique reference (for example CUST-001). | | Name, email, phone | Contact details shown on documents. | | Address, city, country | Country is a full world list — customers can be anywhere, regardless of your own jurisdiction. | | Tax IDs | VAT/TRN for UAE, NTN/STRN/CNIC for Pakistan — shown on invoices where required. | | Currency | Default currency for new documents for this customer. | | Payment terms | Default terms (for example Net 30) applied to new invoices. | > **Tip:** Only the name is required to quick-create a customer. Fill in tax IDs before issuing invoices that must show them. ## Linked documents From a customer page you can see the documents connected to that customer — quotations, invoices, and contracts. This is the fastest way to answer “what is our history with this customer?” --- # Settings & billing Company profile, tax configuration, users and roles, API keys, and subscription plans. ## Company settings Company settings hold your legal name, address, logo, tax registration numbers, and default currency. These details appear on quotations, invoices, and PDFs, so keep them accurate. The tax jurisdiction (UAE or Pakistan) is set here. It controls default VAT rates, which compliance dashboards appear, and which tax return exports are available. ## Users and roles 1. Invite teammates by email under Settings → Users. 2. Assign each user a role — roles bundle permissions per module. 3. Adjust roles under Settings → Roles if your plan includes custom roles. > **Note:** Plan limits cap how many users a workspace can have. The sidebar and features each user sees follow their role plus the workspace plan. ## API keys and Open API On plans with the Open API, generate API keys under Settings → API keys. Pass the key in the X-API-Key header to read and write customers, invoices, quotations, and accounting data from your own systems. - [Public API reference](https://finvora.ai/api/public/docs) ## Plans and billing Your subscription plan decides which modules and features the workspace can use. Compare plans and upgrade under Settings → Billing; changes take effect immediately. - Plans are organized by company type — freelancers, small companies, medium companies, and accounting offices. - Yearly billing gives roughly two months free compared to monthly. - If a feature shows an upgrade prompt, your current plan does not include it.