Filssi User Guide

1. Getting Started

Creating Your Account

To begin using Filssi, navigate to the registration page and provide your full name, email address, and a strong password. Once submitted, you will receive a confirmation email. Click the verification link to activate your account and proceed to the login screen. After signing in for the first time, you will be directed to the onboarding wizard.

The Onboarding Wizard

The onboarding wizard guides you through 13 sequential configuration steps, ensuring that all essential business data is in place before you start transacting. You can complete the steps in order or skip and return to them later from the Settings area. Each step is outlined below:

• Company Profile -- Enter your legal company name, trading name, registration number, VAT/tax number, registered address, and upload your company logo.
• Bank Accounts -- Add one or more bank accounts with account name, bank name, account number, sort code or routing number, IBAN/SWIFT, and currency. These accounts are used throughout the system for reconciliation and payment tracking.
• Tax Rates -- Define the tax rates applicable to your jurisdiction. Common examples include Standard Rate (20%), Reduced Rate (5%), Zero Rate (0%), and Exempt. Each rate includes a name, percentage, and description.
• Chart of Accounts -- The system ships with a default IFRS-compliant chart of accounts. You can accept the defaults or customise account codes, names, and categories to suit your business structure.
• Opening Balances -- If you are migrating from another system, enter your opening balances for each account as of your go-live date. The system validates that total debits equal total credits before saving.
• Fiscal Year -- Set your fiscal year start and end dates. This determines how financial periods are calculated and controls period-end closing boundaries.
• Currency -- Choose your reporting (functional) currency. You can also enable multi-currency support and add additional transaction currencies at this stage.
• Email -- Configure the outbound email settings used to send invoices, quotations, statements, and notifications to clients and vendors.
• Users & Roles -- Invite team members by email and assign them roles such as Admin, Accountant, Sales Manager, or Employee. Each role carries a predefined set of permissions.
• Employees -- Add your employees with their name, email, department, position, and hire date. Employee records are linked to expense claims and payroll journal entries.
• Products -- Create your product or service catalog with names, descriptions, unit prices, tax rates, and account mappings. Products can be imported in bulk via Excel.
• Clients -- Add customer records including company name, contact person, email, phone, billing address, payment terms, and preferred currency.
• Vendors -- Add supplier records with their company details, bank information, payment terms, and currency. Vendor records are used in purchase orders and expense tracking.

Navigating the Dashboard

After completing the onboarding wizard, you land on the main dashboard. The dashboard provides a real-time overview of your business health through key performance indicators (KPIs), including total revenue, outstanding receivables, payable balances, recent invoices, upcoming expenses, and pipeline value. Each KPI card is clickable and links to the relevant detailed module.

The dashboard also features quick-action buttons for the most common tasks: Create Invoice, Record Expense, Add Client, and New Deal. These shortcuts allow you to jump directly into key workflows without navigating through menus.

Understanding the Sidebar Modules

The sidebar on the left side of every page is your primary navigation tool. It is organized into the following groups:

Operations

• Dashboard -- Overview of KPIs, charts, recent activity, and quick-action buttons.

CRM

• CRM Dashboard -- Pipeline metrics, at-risk deals, and follow-up tracking.
• Leads -- Capture, score, and convert leads to opportunities.
• Opportunities -- Kanban pipeline with deal stages and probability tracking.
• Accounts -- Company-level CRM records linked to clients.
• Contacts -- People linked to CRM accounts.
• Activities -- Calls, emails, meetings, tasks, and notes.

Sales

• Products -- Product and service catalog.
• Clients -- Client records, statements, and transaction history.
• Sales Pipeline -- Kanban-based deal management (Starter plan).
• Quotations -- Create and manage quotes, convert to invoices.
• Invoices -- Draft and issued invoices with sub-views.
• Recurring Invoices -- Automated recurring invoice schedules.
• Payments -- AR payments and payment tracking.

Spend

• Expenses -- AP invoices (draft and posted), other expenses, with sub-views.
• Vendors -- Vendor records and bank details.
• Purchase Orders -- Vendor purchase order management.
• Employees -- Employee directory and bank details.
• Expense Claims -- Employee expense claims and approval workflow.
• Payment Batches -- Batch processing for AP and employee reimbursements.
• Recurring Expenses -- Manage recurring expenses like rent and subscriptions.

Finance

• Chart of Accounts -- IFRS-compliant account structure.
• Journal Entries -- Manual and automated journal entries with reversals.
• Fixed Assets -- Asset management with depreciation schedules.
• Payroll -- Payroll runs, component mapping, liabilities, and legacy journal uploads.
• Bank Reconciliation -- Statement import, transaction matching, and cash flow.
• Budgeting -- Budget vs. actual tracking, variance analysis, and forecasting.

Period End

• Accruals -- Period-end accrual adjustments.
• Deferrals -- Deferred revenue (AR) and prepaid expenses (AP).
• Tax Returns -- VAT/GST filing and HMRC Making Tax Digital.

Insights

• Financial Reports -- Trial Balance, Income Statement, and Balance Sheet.
• Analytics -- Sales, spend, content, and pipeline analytics dashboards.

Tools

• Content Planner -- Calendar, list, and Kanban views for content scheduling.
• Settings -- Company, users, roles, email, tax rates, bank accounts, and audit configuration.

2. Company Management

Setting Up Your Company Profile

Navigate to Settings > Company Profile to view and update your core business information. The profile includes your legal company name, trading name (if different), company registration number, tax identification number (e.g., VAT number), registered address, phone number, and website URL. You can also upload your company logo, which will appear on all generated PDFs including invoices, quotations, and purchase orders.

All information entered here is automatically populated into document headers and footers, so it is important to keep this data accurate and current.

Managing Branches and Locations

If your business operates from multiple locations, you can add branches under Settings > Branches. Each branch can have its own name, address, phone number, and manager. Branches can be associated with transactions, allowing you to track revenue and expenses by location. When creating invoices or recording expenses, you can optionally assign them to a specific branch for more granular reporting.

Bank Account Configuration

Under Settings > Bank Accounts, you can manage all of your company's bank accounts. For each account, provide:

• Account Name -- A descriptive label (e.g., "Main Operating Account").
• Bank Name -- The financial institution.
• Account Number and Sort Code / Routing Number.
• IBAN and SWIFT/BIC -- For international transactions.
• Currency -- The currency in which the account is denominated.

Bank accounts are referenced throughout the system: during bank reconciliation, when recording payments, and on invoice and purchase order PDFs. You can designate one account as the default, which will be pre-selected in new transactions.

3. Client & Vendor Management

Adding and Managing Clients

Navigate to the Clients module from the sidebar. Click Add Client to open the creation form. Required fields include client name and email address. Optional fields include company name, phone number, billing address, shipping address, payment terms (e.g., Net 30, Net 60), preferred currency, and any internal notes.

Once a client is created, you can view their complete transaction history, including all invoices, quotations, payments, and outstanding balances. Use the search and filter features at the top of the client list to quickly locate specific records by name, email, or reference number.

Adding and Managing Vendors

The Vendors module works similarly. Click Add Vendor and enter the vendor's name, email, company, phone, address, and payment terms. Vendors also have a dedicated bank details section where you can store their account number, sort code, IBAN, and SWIFT code. This information is used when generating payment batches and purchase orders.

Each vendor record shows a history of all purchase orders, expenses, and payments associated with that supplier.

Auto-Generated Numbering System

The system automatically assigns sequential reference numbers to clients and vendors. Client numbers follow the pattern C-0001, C-0002, and vendor numbers follow V-0001, V-0002, and so on. This numbering is automatic and cannot be duplicated, ensuring consistent record-keeping. The same auto-numbering principle applies to invoices, quotations, purchase orders, and other transactional documents throughout the system.

Client Statements

Generate a comprehensive client statement by navigating to a specific client record and clicking Generate Statement. The statement summarizes all invoices, payments, credit notes, and the current outstanding balance for a given date range. Statements can be exported to PDF and sent directly to the client via email. This feature is useful for accounts receivable follow-up and periodic balance confirmations.

Vendor Statement Matching

When a supplier sends you a statement, you can reconcile it against your records without leaving Filssi. Open the vendor record and switch to the Statement Match tab. Paste the supplier's statement lines in CSV or TSV format (one line per row with date, reference, and amount), then click Match Statement. The system performs fuzzy matching against your AP invoices for that vendor, returning a side-by-side comparison with match confidence scores. Discrepancies — amounts that appear on the supplier's statement but not in your records, or vice versa — are highlighted so you can investigate and resolve them before making payment.

4. Products & Services

Creating Products and Services

The Products module lets you build a catalog of everything you sell. To add a new item, click Add Product and fill in the following fields:

• Name -- The product or service name as it will appear on invoices.
• Description -- An optional detailed description.
• Type -- Select either Product (physical goods) or Service.
• Unit Price -- The default selling price per unit.
• Cost Price -- The purchase cost for margin calculations.
• Tax Rate -- The default tax rate applied to this item.
• Revenue Account -- The general ledger account to which sales of this item are posted.

You can edit any product at any time. Changes to the unit price or tax rate apply only to future transactions and do not affect existing invoices.

Import and Export Functionality

To save time, import your product catalog in bulk using an Excel spreadsheet. Navigate to Products > Import, download the template file, populate it with your data, and upload. The system validates each row and reports any errors before committing the import. You can also export your entire product catalog to Excel at any time using the Export button for backup or offline review.

Product Integration with Invoices and Deals

Products are tightly integrated with other modules. When creating an invoice or quotation, you can select items from your product catalog, and the system auto-populates the description, unit price, and tax rate. In the Sales Pipeline, you can attach products to deals to calculate deal values and forecast revenue. This ensures consistency across all customer-facing documents and internal reports.

5. Invoicing & Quotations

Creating Quotations

Quotations (also known as estimates or proposals) allow you to present pricing to a potential or existing client before committing to an invoice. Navigate to Invoicing > Quotations and click New Quotation. Select the client, add line items from your product catalog or enter custom items, apply applicable tax rates, and set an expiry date. The system generates a unique quotation number automatically.

Quotations can be saved as drafts, sent to the client via email as a PDF attachment, and tracked by status: Draft, Sent, Accepted, Rejected, or Expired.

Converting Quotations to Invoices

When a client accepts a quotation, you can convert it to an invoice with a single click. Open the accepted quotation and click Convert to Invoice. All line items, quantities, prices, and tax rates are carried over. The system creates a new invoice record linked to the original quotation for full audit traceability. You can make adjustments to the new invoice before issuing it.

Creating and Issuing Invoices

To create an invoice directly, navigate to Invoicing > Invoices and click New Invoice. Select a client, add line items, choose the invoice date and due date, and apply any discounts or notes. The invoice total is calculated automatically, including line-item subtotals, tax amounts, and the grand total.

Invoice statuses are driven by the state of associated payments:

• Draft -- Not yet finalized or sent.
• Sent -- Issued to the client.
• Partially Paid -- One or more payments recorded but balance remains.
• Paid -- Full amount received.
• Overdue -- Past the due date with an outstanding balance.

PDF Export and Email Sending

Every invoice and quotation can be exported to a professionally formatted PDF. The PDF includes your company logo, address, client details, line items, tax breakdown, payment terms, and bank details. Click Download PDF to save locally, or use Send via Email to deliver it directly to the client's inbox. The email body is customizable and includes the PDF as an attachment.

Recurring Invoices

For clients on retainer or subscription arrangements, set up recurring invoices. When creating or editing an invoice, enable the Recurring option and specify the frequency (weekly, monthly, quarterly, or annually) and the number of recurrences or an end date. The system will automatically generate and optionally send new invoices on the scheduled dates, reducing manual work and ensuring timely billing.

Purchase Order (PO) Tracking

Invoices can reference a client's purchase order number for cross-referencing. When creating an invoice, enter the PO number in the designated field. This number will appear on the invoice PDF and in the invoice list, making it easy to match invoices to client POs during reconciliation and payment follow-up.

AR Invoice Approval Workflow

On Growth and Pro plans, AR invoices follow a formal approval process before they can be issued to clients. This ensures that all outgoing invoices are reviewed and signed off by an authorised person. The workflow has four stages:

1. Draft — The invoice is created and can be edited freely. It is not visible to the client.
2. Submitted — A staff member with the Submit Invoice permission sends the invoice for review.
3. Approved / Rejected — An approver with the Approve Invoice permission either approves or rejects the submission. Rejected invoices return to Draft with a reason, and the submitter is notified.
4. Issued — An approved invoice can be issued to the client, triggering the PDF email and updating the invoice status.

Every status change is recorded in the invoice audit trail, including the timestamp and the user who performed the action. You can configure the approval permission in Settings > Users & Roles.

Overdue Reminders

For invoices that are past their due date, a Send Reminder button is available on the invoice detail view. Clicking it sends a formatted reminder email to the client containing the outstanding balance, due date, and a link to the client portal for online payment. The reminder is logged in the invoice's audit trail so you can track communication history.

6. Payments

Recording AR Payments

When you receive a payment from a client, navigate to Payments > AR Payments and click Record Payment. Select the client, choose the invoice(s) being paid, enter the amount received, the payment date, and the payment method (bank transfer, card, cash, cheque, or other). The system automatically updates the invoice status from Sent to Partially Paid or Paid. If the payment amount covers multiple invoices, you can allocate portions across them.

Each payment creates corresponding journal entries: debiting the bank account and crediting the accounts receivable ledger.

Vendor Payments (Partial Payments)

Record payments made to vendors under Payments > Vendor Payments. Select the vendor, choose the purchase order or expense being settled, enter the amount, and select the payment method. The system supports partial payments, allowing you to pay a portion of an outstanding bill and track the remaining balance. Multiple partial payments can be recorded against the same purchase order until the full amount is cleared.

Payment Batches

For efficiency, you can group multiple vendor payments into a single batch. Navigate to Payments > Payment Batches and click Create Batch. Select the vendors and the amounts to include, review the total, and approve the batch. Payment batches generate a summary report that can be used as a remittance advice or submitted to your bank for bulk processing. Each line item within the batch links back to its source document for traceability.

Payment Methods

Configure the available payment methods under Settings > Payment Methods. Default methods include Bank Transfer, Credit Card, Cash, and Cheque. You can add custom methods to match your business workflows, such as PayPal, Stripe, or Direct Debit. Each payment recorded in the system references one of these methods, enabling you to filter and report on payments by method.

7. Expenses

Recording Expenses

Navigate to Expenses and click Add Expense. Enter the date, vendor (or payee), category (mapped to a chart of accounts expense code), amount, tax rate, and a description. You can assign the expense to a specific branch or project for tracking purposes. Each expense is posted to the general ledger automatically, debiting the relevant expense account and crediting accounts payable or the bank account.

Receipt Uploads

Attach a receipt image or PDF to any expense record. Click the Upload Receipt button on the expense form and select the file from your device. Supported formats include JPEG, PNG, and PDF. The receipt is stored securely and linked to the expense for audit purposes. You can view or download the receipt at any time from the expense detail page.

Employee Expense Claims

Employees can submit expense claims for reimbursement. An expense claim groups multiple individual expense lines into a single submission. Each line includes the date, description, category, amount, and an optional receipt upload. Once submitted, the claim moves into the approval workflow. Claims can be saved as drafts before submission, allowing employees to accumulate expenses over a period before requesting reimbursement.

Expense Approval Workflow

Expense claims follow a structured approval process:

1. The employee creates and submits the claim.
2. The designated approver (typically a manager or admin) receives a notification and reviews the claim, including all line items and receipts.
3. The approver either approves or rejects the claim, with an optional comment.
4. Approved claims are queued for payment and post the corresponding journal entries.
5. Rejected claims are returned to the employee with feedback for correction and resubmission.

Approval permissions are controlled through the role-based access system. Only users with the Approver or Admin role can approve or reject claims.

8. Purchase Orders

Creating Purchase Orders

Navigate to Purchase Orders and click New Purchase Order. Select the vendor, add line items with descriptions, quantities, unit prices, and tax rates. Set the order date and expected delivery date. The system assigns a unique PO number automatically (e.g., PO-0001). Purchase orders pass through the following statuses: Draft, Sent, Partially Received, Received, and Cancelled.

Purchase orders help you formalize procurement, track outstanding orders, and maintain a clear audit trail of vendor commitments.

Vendor Linking

Each purchase order is linked to a vendor record. This association allows the system to automatically pull in the vendor's address, payment terms, and bank details. When you view a vendor's profile, all related purchase orders are listed, giving you a complete picture of your procurement history with that supplier. If you record a vendor payment and reference a purchase order, the PO status updates accordingly.

PDF Export

Purchase orders can be exported to a professional PDF document that includes your company details, the vendor's information, line items with quantities and prices, tax summary, and total amount. Click Download PDF to save locally or Send via Email to deliver the PO directly to the vendor. The PDF layout mirrors the invoice format for a consistent, professional appearance across all outgoing documents.

PO 3-Way Match Badge

When a vendor (AP) invoice is linked to a purchase order, a match badge is displayed on the invoice detail view:

• ✓ PO Match (green) — The invoice total is within ±5% of the linked PO total. The invoice is safe to approve for payment.
• ⚠ PO Mismatch (red) — The invoice total differs by more than 5% from the PO. Investigate with the vendor before processing payment.

This automatic check prevents over-billing and supports a 3-way matching control (PO → Goods Receipt → Invoice) without any manual comparison.

9. Sales Pipeline

Kanban Board Overview

The Sales Pipeline presents your deals in a visual Kanban board. Each column represents a stage in your sales process, and deal cards can be dragged and dropped between columns to reflect their progress. Default stages include Lead, Qualified, Proposal, Negotiation, and Won/Lost. You can customise the stage names and order to match your unique sales workflow.

The board header displays summary metrics: total pipeline value, number of active deals, and the win rate for the current period.

Managing Deals and Stages

Click New Deal to create a deal record. Enter the deal name, associate it with a client, set the expected value, probability of closing, expected close date, and assign it to a team member. As the deal progresses, move it through the stages on the Kanban board. At each stage, you can add notes, log activities, and attach relevant documents.

When a deal is marked as Won, you can convert it into an invoice or quotation with a single click, carrying over the deal's product lines and values.

Deal Products and Values

Attach products from your catalog to each deal to define exactly what is being sold. For each product line, specify the quantity and unit price. The deal value is calculated as the sum of all product lines. Weighted pipeline value is calculated by multiplying the deal value by the probability percentage, giving you a realistic forecast of expected revenue. These figures feed into the pipeline summary on the dashboard and in sales reports.

10. Accounting

Chart of Accounts (IFRS)

The Chart of Accounts is the foundation of your accounting system. Filssi ships with an IFRS-compliant default chart, organized into five top-level categories:

• Assets -- Current assets, non-current assets, fixed assets, and bank accounts.
• Liabilities -- Current liabilities (accounts payable, accruals, tax payable) and non-current liabilities.
• Equity -- Share capital, retained earnings, and reserves.
• Revenue -- Sales income, service revenue, and other income.
• Expenses -- Operating expenses, cost of sales, administrative expenses, and depreciation.

You can add, edit, or deactivate accounts as needed. Each account has a unique code, name, type, and category. Sub-accounts can be nested for more granular tracking. Navigate to Accounting > Chart of Accounts to manage the full list.

Journal Entries and Reversals

All financial transactions ultimately flow through journal entries. While most journals are created automatically by the system (when you create invoices, record payments, or log expenses), you can also create manual journal entries for adjustments, corrections, or complex transactions that are not covered by standard modules.

Navigate to Accounting > Journal Entries and click New Entry. Enter the date, reference, description, and add debit/credit lines. The system enforces double-entry principles: total debits must equal total credits, and you cannot save an unbalanced entry.

To reverse a posted journal entry, open the entry and click Reverse. This creates a new entry with the debit and credit amounts swapped, effectively nullifying the original. The reversal is linked to the original entry for traceability.

Financial Reports

The system generates three core financial reports:

• Trial Balance -- Lists all accounts with their debit and credit balances as of a given date. Use this to verify that total debits equal total credits and to identify unusual balances.
• Income Statement (Profit & Loss) -- Summarizes revenue, cost of sales, gross profit, operating expenses, and net profit for a selected period. The report can be filtered by branch, date range, or comparison period.
• Balance Sheet -- Shows the company's financial position at a point in time, listing assets, liabilities, and equity. The balance sheet always balances: Assets = Liabilities + Equity.

All reports can be exported to Excel for further analysis or presentation. Use the date range selector and comparative period options to generate month-over-month or year-over-year views.

Accruals and Deferrals

Accruals and deferrals ensure that revenue and expenses are recognized in the correct accounting period, regardless of when cash changes hands.

• Accruals -- Record revenue earned or expenses incurred that have not yet been invoiced or paid. For example, if you provide services in January but invoice in February, an accrual journal recognizes the revenue in January.
• Deferrals -- Record payments received or made in advance that relate to future periods. For example, if a client pays a 12-month retainer upfront, a deferral spreads the revenue recognition across 12 months.

The system supports automated period-end accrual generation. When closing a period, the accruals engine identifies transactions that span periods and generates the appropriate journal entries and reversals automatically.

Period Closing

At the end of each accounting period (typically monthly or quarterly), you should close the period to prevent further modifications. Navigate to Accounting > Period Closing, select the period, review the pre-close checklist, and confirm. Once closed, no new transactions can be posted to that period. Period closing also triggers automated accrual and deferral journal entries. If necessary, a period can be reopened by an administrator, though this action is logged in the audit trail.

Fixed Assets and Depreciation

Track your company's fixed assets under Accounting > Fixed Assets. Add an asset by entering its name, acquisition date, purchase cost, useful life (in years or months), residual value, and depreciation method (straight-line or reducing balance). The system automatically calculates and posts monthly depreciation journal entries, reducing the asset's book value over time. You can view each asset's depreciation schedule, current net book value, and disposal history.

Payroll Journals

While the system does not process payroll directly, it supports payroll journal uploads for general ledger integration. Export your payroll data from your payroll provider into an Excel template, then import it under Accounting > Payroll Journals. Each row maps to a journal entry line with the appropriate debit and credit accounts (e.g., debit Salaries Expense, credit Salaries Payable and Tax Payable). This ensures that payroll costs are accurately reflected in your financial reports.

Backfill Tool

The Backfill tool allows you to post historical transactions that occurred before you started using the system. Navigate to Accounting > Backfill and enter transactions for past periods. The tool validates each entry against the chart of accounts and ensures double-entry compliance. Use backfill to align your ledger with your actual financial history, ensuring that reports are accurate from day one.

11. Bank Reconciliation

Importing Bank Statements

Navigate to Bank Reconciliation and click Import Statement. Upload your bank statement file in CSV, OFX, or QIF format. Select the bank account and the statement date range. The system parses the file and displays all transactions with their dates, descriptions, and amounts. Duplicate detection prevents the same statement from being imported twice.

Matching Transactions

Once imported, the system attempts to automatically match bank transactions to existing ledger entries (invoices, payments, and expenses) based on amount, date proximity, and reference numbers. Matched transactions are highlighted for your review. For unmatched items, you can:

• Match manually -- Search for and link a bank transaction to an existing ledger entry.
• Create a new transaction -- If the bank entry represents a previously unrecorded transaction, create the corresponding invoice, payment, or expense directly from the reconciliation screen.
• Mark as reconciled -- Confirm that matched pairs are correct and lock them.

The reconciliation summary shows the bank statement balance, the ledger balance, unmatched items, and the difference. Your goal is to bring the difference to zero, confirming that your books match the bank.

Multi-Currency Reconciliation

If you have bank accounts in multiple currencies, the reconciliation module handles currency differences automatically. When matching a foreign currency bank transaction to a ledger entry, the system calculates any exchange rate gain or loss and posts an adjustment journal entry. The reconciliation summary shows balances in both the transaction currency and your reporting currency, ensuring clarity across all accounts.

12. Tax Returns

VAT/GST Calculations

Navigate to Tax Returns to prepare your periodic tax filings. The system aggregates all transactions for the selected period and calculates the tax position automatically:

• Output VAT -- Tax collected on sales invoices.
• Input VAT -- Tax paid on purchases and expenses.
• Net VAT -- The difference between output and input VAT, representing the amount payable to (or recoverable from) the tax authority.

The calculation breaks down by tax rate, showing totals for standard-rated, reduced-rated, zero-rated, and exempt transactions. Review the breakdown to verify accuracy before filing.

Filing Workflow

The tax return follows a structured workflow:

1. Select the tax period (month, quarter, or year).
2. The system generates a draft return with all calculated figures.
3. Review each box or line item. Drill down into any figure to see the underlying transactions.
4. Make any manual adjustments if needed (e.g., for partial exemption or bad debt relief).
5. Mark the return as final and submit.

Once submitted, the return is locked and cannot be modified. An audit trail records who prepared and submitted the return, and when.

HMRC MTD Integration

For UK-based businesses, Filssi supports Making Tax Digital (MTD) for VAT. Connect your HMRC account by entering your Government Gateway credentials under Settings > Tax > HMRC MTD. Once connected, you can:

• Retrieve open VAT obligations (return periods and deadlines).
• Submit VAT returns directly to HMRC from within the system.
• View the status of submitted returns and any payments due.

The integration ensures compliance with MTD requirements, maintaining digital records and providing a digital link from source data through to the submitted return.

13. Content Planner

Calendar, List, and Kanban Views

The Content Planner provides three distinct views for managing your content creation workflow:

• Calendar View -- A monthly calendar displaying content items on their scheduled publication dates. Drag and drop items to reschedule. Color-coded labels indicate content type (blog, video, social post, newsletter, etc.).
• List View -- A tabular list of all content items with sortable columns for title, status, platform, scheduled date, and assignee. Use filters to narrow the view by status, content type, or date range.
• Kanban View -- A board with columns representing content stages: Idea, Draft, In Review, Scheduled, and Published. Drag cards between columns as they progress through your editorial workflow.

Content Series and Campaigns

Group related content items into a Series or Campaign. A series represents an ongoing content theme (e.g., a weekly tips column), while a campaign is time-bound (e.g., a product launch sequence). Each series or campaign has a name, description, date range, and a list of associated content items. This grouping helps you plan holistically and track the performance of coordinated content efforts.

Scheduling and Templates

Set a specific publication date and time for each content item. The planner displays upcoming scheduled items in a timeline for easy review. To speed up content creation, define Templates for common content types. A template pre-fills fields such as the title format, default platform, category, and a content outline. When creating a new content item, select a template to start with a consistent structure, then customize as needed.

14. Reports & Analytics

Dashboard KPIs

The main dashboard surfaces key performance indicators that update in real time:

• Total Revenue -- Sum of all paid and partially paid invoices for the current period.
• Outstanding Receivables -- Total amount still owed by clients.
• Outstanding Payables -- Total amount owed to vendors.
• Cash Position -- Current bank balance across all accounts.
• Pipeline Value -- Total and weighted values of open deals.
• Expenses This Period -- Total expenses recorded in the current period.

Each KPI card links to a detailed view where you can explore the underlying data.

Aged AR / AP Widget

The dashboard includes an Aged Receivables & Payables widget that displays your outstanding AR and AP balances split into aging buckets: Current (not yet due), 1–30 days overdue, 31–60 days, 61–90 days, and 90+ days overdue. All amounts are converted to your reporting currency for consolidated visibility. This widget gives you an immediate view of cash collection risk and upcoming payment obligations without having to run a separate aging report.

Sales Reports

Under Reports > Sales, you will find reports covering:

• Revenue by Client -- Breakdown of income by client for a selected period.
• Revenue by Product -- Identify your best-selling products or services.
• Invoice Aging -- Groups outstanding invoices into aging buckets (Current, 1-30 days, 31-60 days, 61-90 days, 90+ days) to highlight overdue accounts.
• Sales by Period -- Monthly or quarterly revenue trends with optional comparison to previous periods.

Financial Analytics

Financial analytics reports extend beyond the standard financial statements. Available reports include:

• Expense Analysis -- Breakdown of expenses by category, vendor, or branch.
• Gross Margin Analysis -- Compare revenue against cost of sales by product or service.
• Cash Flow Overview -- Track cash inflows and outflows by category over time.
• Budget vs. Actual -- Compare actual figures against budget targets to identify variances.

Excel Export

All reports throughout the system can be exported to Excel (XLSX) format. Click the Export to Excel button on any report page to download the data in a structured spreadsheet. The export preserves the report's columns, filters, and formatting, making it ready for further analysis, presentation, or sharing with stakeholders who may not have access to the system.

15. CRM (Customer Relationship Management)

Overview

The CRM module provides a complete customer relationship management system to track leads, manage opportunities, maintain account and contact records, and log all sales activities. Basic CRM (Leads & Opportunities) is available on all plans; advanced CRM features (Activities, Timeline, Accounts, Contacts) are available on Growth and Pro. Navigate to CRM in the sidebar to access its sub-modules.

CRM Dashboard

The CRM Dashboard gives you a quick overview of your sales pipeline health. Key metrics include total pipeline value, weighted pipeline (adjusted by win probability at each stage), number of open opportunities, deals at risk, and upcoming follow-ups. Charts visualize pipeline distribution by stage and monthly deal trends.

Leads

Capture and qualify incoming prospects under CRM > Leads. Each lead record includes the contact name, company, email, phone, source (e.g., website, referral, event), and a lead score. You can set the lead status to New, Contacted, Qualified, or Disqualified. Qualified leads can be converted into opportunities with one click, automatically creating linked account and contact records.

Opportunities

Opportunities represent active deals in your pipeline. They are displayed on a Kanban board with six stages: Lead, Qualified, Proposal Sent, Negotiation, Closed Won, and Closed Lost. Drag and drop cards between stages, or click to open the full detail view. Each opportunity tracks the deal value, expected close date, win probability, assigned owner, and linked account/contact.

Key features include:

• Stage history tracking -- Every stage change is logged with timestamp and user, so you can review the deal's progression.
• Next-action enforcement -- The system prompts you to set a next action whenever an opportunity advances, ensuring no deal falls through the cracks.
• Quote and invoice creation -- Generate quotations or invoices directly from an opportunity, with the deal value and client details pre-filled.
• Auto-advance on quote acceptance -- When a linked quotation is accepted, the opportunity stage advances automatically.

Accounts

Accounts are company-level records linked to your client directory. Navigate to CRM > Accounts to view all accounts, each showing the company name, industry, annual revenue, and number of linked contacts and opportunities. Accounts consolidate the full history of interactions, deals, and invoices for each client organisation.

Contacts

Contacts are individual people linked to accounts. Each contact record includes their name, job title, email, phone, and the account they belong to. You can log activities against contacts and track their involvement across multiple opportunities.

Activities

Log every interaction with prospects and clients under CRM > Activities. Activity types include Calls, Emails, Meetings, Tasks, and Notes. Each activity records the date, type, subject, description, duration, and the linked opportunity, account, or contact. Activities appear on a timeline view, giving you a chronological history of all interactions with each customer.

16. Budgeting

Overview

The Budgeting module lets you set financial targets by account and fiscal year, then track actual performance against those targets in real time. It is available on the Growth and Pro plans. Navigate to Budgeting in the sidebar to get started.

Creating Budgets

Select a fiscal year and an account from your Chart of Accounts. Enter the budgeted amount for the full year, or break it down by month for more granular tracking. You can set budgets for both revenue accounts (targets) and expense accounts (spending limits). Each budget entry includes an optional notes field for context.

Bulk Budget Entry

For efficiency, use the Bulk Budget feature to enter budgets for multiple accounts at once. You can also download an Excel template pre-populated with your accounts, fill in the amounts offline, and import the completed template back into the system.

Budget vs. Actual Comparison

The comparison view shows each budgeted account alongside its actual balance from the ledger. Key columns include the account code and name, budgeted amount, actual amount, variance (over or under budget), and utilisation percentage. Revenue accounts are flagged when actuals fall below target; expense accounts are flagged when actuals exceed budget.

A Source / GL toggle at the top of the comparison view lets you switch the actuals data source:

• Source Documents — Actuals are derived from AR invoices, AP invoices, and expense records.
• GL Journal Lines — Actuals are pulled directly from posted journal entry lines, giving you exact GL-accurate figures that match your Trial Balance and financial statements.

Use the GL mode for financial reporting and board packs; use Source Documents mode for quick operational reviews.

Budget Approval Workflow

Budgets can follow a formal approval process. After creating a budget, click Submit for Approval to send it for review. An authorised approver can then approve or reject the budget with comments. Approved budgets are locked for editing; rejected budgets return to Draft. The workflow status is displayed on the budget list: Draft, Submitted, Approved, or Rejected. This ensures budget commitments go through proper governance before actuals are compared against them.

Department and Cost Centre Tagging

On the Pro plan, budgets can be tagged to a specific Department or Cost Centre. This allows you to run budget vs. actual comparisons filtered by organisational unit — for example, comparing the Marketing department's advertising spend against its budget independently of other departments. Dimension tags on budgets flow through to all comparison and export reports.

Excel Export

Export the full budget vs. actual report to Excel with one click. The export includes a summary sheet with totals for budgeted expenses, budgeted revenue, actual expenses, actual revenue, and overall variances. Use this for board presentations, management reviews, or offline analysis.

17. Payroll

Overview

The Payroll module is a native UK payroll engine built directly into Filssi. It calculates PAYE income tax, National Insurance (employee and employer, all NI categories), pension auto-enrolment, salary sacrifice, statutory pay (SSP, SMP, SPP), student loan deductions, Director NI, and all other payroll components — using 2025/26 HMRC rates. No separate payroll provider or licence is required. After confirming a payroll run, the system automatically posts the journal entries to your General Ledger and generates an HMRC FPS XML file for submission.

2025/26 Key Rates at a Glance

Filssi is pre-loaded with the following 2025/26 HMRC rates. These are applied automatically and require no manual configuration:

• Personal Allowance (PAYE) — £12,570 per year (equivalent to tax code 1257L)
• Basic Rate Income Tax — 20% (£12,571–£50,270)
• Higher Rate Income Tax — 40% (£50,271–£125,140)
• Employee NI (Category A) — 8% on earnings between Primary Threshold (£12,570) and Upper Earnings Limit (£50,270)
• Employer NI Rate — 15.0% (raised from 13.8% in 2024/25)
• NI Secondary Threshold (Employer) — £5,000/yr (reduced from £9,100 in 2024/25)
• Statutory Sick Pay (SSP) — £118.75 per week
• Statutory Maternity / Paternity Pay (SMP/SPP) — £187.18 per week
• Student Loan Plan 1 threshold — £24,990/yr
• Student Loan Plan 2 threshold — £28,470/yr
• Student Loan Plan 3 (PGL) threshold — £21,000/yr
• Student Loan Plan 4 threshold — £31,395/yr

Employee Setup for Payroll

Before running payroll, ensure each employee record under Employees is fully configured:

• NI Number — The employee's National Insurance number (format: AB123456C). Required for FPS XML.
• Tax Code — HMRC tax code (e.g., 1257L, BR, D0, K100, NT, 0T). Defaults to 1257L if not set.
• NI Category — The NI letter for this employee (see table below). Most employees use Category A.
• Director flag — Tick if the employee is a company director. Director NI is calculated using the cumulative annual method rather than the standard periodic method.
• Student Loan Plan — If applicable, select Plan 1, 2, 3 (PGL), or 4. The system will deduct student loan repayments automatically.
• Bank Details — Account name, sort code, account number, and payment reference. Required for salary payment batch generation.
• Pay Mapping — Link the employee to their standard payroll component set (used when creating runs).

NI Categories Explained

Select the correct NI category for each employee. The most common is Category A:

• A — Standard employees aged 21–state pension age (most common)
• B — Married women and widows with a valid reduced liability election
• C — Employees who have reached state pension age (employer NI still applies, no employee NI)
• F, M, Z — Employees under 21 (reduced employer NI rate)
• H — Apprentices under 25 (reduced employer NI rate)
• J — Employees who can defer NI (already paying through another job)
• V — Veterans in their first year of civilian employment
• 0 (zero) — Employees for whom neither employee nor employer NI applies

Tax Codes

Filssi handles all standard HMRC tax codes. The tax code determines how much income tax is deducted from each employee:

• 1257L — Standard code for most employees; personal allowance of £12,570. Operated cumulatively across the year.
• BR — Basic Rate (20%) applied to all earnings from this source (no personal allowance). Used for second jobs.
• D0 — Higher Rate (40%) applied to all earnings. Also used for second jobs with higher-rate taxpayers.
• D1 — Additional Rate (45%) applied to all earnings.
• NT — No Tax deducted (used for expenses and when instructed by HMRC).
• 0T — No personal allowance; tax deducted on a non-cumulative (week 1/month 1) basis. Used when a P45 has not been provided.
• K codes (e.g., K100) — Negative allowance codes; tax is calculated as if the employee owes additional tax. The system handles K code deductions correctly.
• W1/M1 suffix — Week 1 or Month 1 basis; tax is calculated on a non-cumulative basis each period. Append W1 or M1 to any code (e.g., 1257L W1).

Component Mapping

Before creating payroll runs, configure your component-to-GL-account mappings under Payroll > Component Mapping. Each payroll component code is mapped to the appropriate General Ledger account so that journal entries are posted correctly when a run is confirmed. The system ships with a default UK payroll mapping that covers all standard components. Verify or customise the mapping to match your chart of accounts:

• BASIC — Basic Salary → Wages & Salaries Expense (Dr) / Wages Payable (Cr)
• OVERTIME — Overtime Pay → same as BASIC
• PAYE — Income Tax → Wages Payable (Dr) / PAYE Payable (Cr)
• NI_EE — Employee NI → Wages Payable (Dr) / NI Payable (Cr)
• NI_ER — Employer NI → Employer NI Expense (Dr) / NI Payable (Cr)
• PENSION_EE — Employee Pension → Wages Payable (Dr) / Pension Payable (Cr)
• PENSION_ER — Employer Pension → Employer Pension Expense (Dr) / Pension Payable (Cr)
• SL_EE — Student Loan → Wages Payable (Dr) / Student Loan Payable (Cr)
• SSP / SMP / SPP — Statutory Pay → Statutory Pay Expense (Dr) / Wages Payable (Cr)
• AEO / DEO — Attachment of Earnings Orders → Wages Payable (Dr) / AEO Payable (Cr)

Each component also has a type field: EARNING, DEDUCTION, or EMPLOYER_COST. The system enforces correct type classification — employer-side components (NI_ER, PENSION_ER, AE_ER) are always marked EMPLOYER_COST and cannot be misclassified as EARNING.

Pension Auto-Enrolment

Filssi supports workplace pension auto-enrolment under The Pensions Regulator requirements:

• Employee (EE) contributions are deducted from gross pay via the PENSION_EE component.
• Employer (ER) contributions are an additional employer cost via the PENSION_ER (or AE_ER) component.
• Minimum contributions: 5% EE (including 1% tax relief) and 3% ER under auto-enrolment. Custom contribution rates can be entered freely.
• Pension contributions are posted to a Pension Payable liability account in the GL and appear as a tracked payroll liability with the HMRC due date (19th of the following month).

Salary Sacrifice

Salary sacrifice arrangements (e.g., for pension, childcare vouchers, cycle-to-work) reduce the employee's contractual gross pay before NI and income tax are calculated, resulting in NI savings for both employee and employer. In Filssi, enter salary sacrifice amounts as a SALARY_SACRIFICE component (type: DEDUCTION) with a negative amount. The component reduces the NI-able pay automatically. Ensure your GL mapping for the sacrifice component credits the appropriate benefit or pension payable account.

Statutory Pay: SSP, SMP, and SPP

Statutory payments are handled as separate EARNING-type components within the payroll run:

• Statutory Sick Pay (SSP) — £118.75 per week (2025/26). Paid from day 4 of illness. Enter as an SSP component on the run line. The employer funds SSP and can no longer reclaim it from HMRC under current rules.
• Statutory Maternity Pay (SMP) — £187.18 per week (2025/26) or 90% of Average Weekly Earnings (whichever is lower for the first 6 weeks). Enter as SMP. Employers can reclaim 92% from HMRC (or 103% if small employer relief applies).
• Statutory Paternity Pay (SPP) — £187.18 per week (2025/26) for up to 2 weeks. Enter as SPP.
• Shared Parental Pay (ShPP) — Same rate as SMP. Enter as SHPP.

Statutory pay components are posted to a dedicated Statutory Pay Expense (or Recoverable Statutory Pay) account in the GL. Consult your accountant for the correct treatment of SMP reclaim entries.

Student Loan Deductions

When an employee has a student loan, select the relevant plan on their employee record. Filssi will automatically calculate and deduct the repayment from net pay each period using the 2025/26 thresholds:

• Plan 1 — 9% on earnings above £24,990/yr (£2,082.50/month)
• Plan 2 — 9% on earnings above £28,470/yr (£2,372.50/month)
• Plan 3 (PGL) — 6% on earnings above £21,000/yr (£1,750/month)
• Plan 4 — 9% on earnings above £31,395/yr (£2,616.25/month)

Student loan deductions appear as the SL_EE component (type: DEDUCTION) on payroll run lines. They are tracked as a payroll liability (Student Loan Payable) with the HMRC due date of the 19th of the month following the pay period.

Director National Insurance

Company directors are subject to NI on an annual cumulative basis rather than the standard per-period method. In Filssi, tick the Director flag on the employee record. The payroll engine then:

1. Accumulates gross director earnings from the start of the tax year (6 April).
2. Applies the annual Secondary Threshold (£5,000/yr in 2025/26) and Upper Accrual Point to the cumulative total.
3. Calculates the year-to-date NI liability and subtracts any NI already deducted in prior runs within the same tax year.
4. The difference is the NI due for the current period — which may be zero in early months and spike in later months when cumulative earnings cross the threshold.

This method is required by HMRC for directors and is applied automatically once the Director flag is set. No additional configuration is needed.

Attachment of Earnings Orders (AEO / DEO)

If an employee has a court-ordered debt deduction — such as an Attachment of Earnings Order (AEO) for council tax arrears or a Deduction from Earnings Order (DEO) for child support maintenance — add it as an AEO or DEO component (type: DEDUCTION) on the payroll run line. Enter the fixed amount or percentage as instructed in the order. The deduction is tracked as a separate payroll liability (AEO Payable) in the GL, separate from PAYE and NI. Do not mix AEO/DEO amounts into the PAYE or NI lines.

Other Payroll Components

Filssi also supports these component types:

• PMI (Private Medical Insurance) — Employer-funded private health insurance; treated as a Benefit in Kind (BIK). Enter as EMPLOYER_COST type.
• BIK (Benefit in Kind) — Any other taxable benefit provided to the employee (company car, interest-free loans, etc.). Enter the P11D value. Income tax is calculated on BIK but NI treatment depends on the benefit type.
• COMPANY_LOAN — Repayments by employee against a company loan. Enter as a DEDUCTION.
• TRADE_UNION — Trade union membership dues deducted from pay. Enter as a DEDUCTION.
• BONUS / COMMISSION — Additional earnings, fully subject to PAYE and NI. Enter as EARNING type.

Running Payroll: The 3-Step Wizard

Navigate to Payroll > Runs and click New Payroll Run to launch the wizard:

1. Step 1 — Run Details: Enter the pay period (period start and period end dates), the payroll month (YYYY-MM), and an optional description. Select the company and confirm the currency (GBP for UK payroll).
2. Step 2 — Add Payroll Lines: Add lines for each employee and each component. You can:
   • Enter lines manually (select employee, enter component code, amount, and type).
   • Import lines from a CSV or Excel file. Download the import template from the UI, populate it, and upload. The system validates each row and infers the component type automatically using HMRC-standard component codes to prevent misclassification.
   Each line must include: employee, component code, amount, and currency. The type (EARNING / DEDUCTION / EMPLOYER_COST) is inferred from the component code but can be overridden.
3. Step 3 — Review & Post: Review the payroll summary: gross pay, total PAYE, total NI (EE and ER), total pension, net pay per employee, and grand totals. If everything is correct, click Post Payroll Run. Posting:
   • Locks the run (no further edits without reversal).
   • Posts the GL journal entries automatically using your component mappings.
   • Creates payroll liability records with HMRC-compliant due dates.
   • Makes the HMRC FPS XML available for download.

Payroll Run States

• Draft — Lines can be freely added, edited, or deleted. The run is not yet reflected in the GL.
• Posted — The run is confirmed. GL journal entries have been created. PAYE, NI, and pension liabilities are recorded. The HMRC FPS XML is available.
• Reversed — The run has been reversed (see below). Offsetting journal entries cancel the original. A new corrective run can be created.

Run Reversal

If a posted payroll run contains errors (wrong amounts, wrong employees, missing lines), reverse it. Navigate to the posted run and click Reverse Run. The system will:

1. Create offsetting journal entries (equal and opposite to the original posting) so that the net GL impact becomes zero.
2. Mark all associated payroll liabilities as reversed.
3. Change the run status to Reversed.

After reversal, create a new payroll run with the correct data and post it. Reversal is an immutable audit operation — the original journal entries and the reversal entries are both preserved in the audit trail.

Payroll Liabilities

After posting a payroll run, the system automatically creates liability records for every payment obligation due:

• Net Wages — Amount payable to each employee. Due: pay day.
• PAYE Income Tax — Due to HMRC by the 19th of the month following the pay period (22nd if paying electronically). For April payroll, the PAYE is due 19 May.
• NI Contributions (EE + ER combined) — Same due date as PAYE (19th of following month).
• Pension Contributions (EE + ER) — Typically due by the 19th or 22nd of the following month, depending on scheme rules.
• Student Loan Repayments — Paid over to HMRC with PAYE/NI by the 19th of the following month.
• AEO / DEO Amounts — Remitted to the relevant court or Child Maintenance Service within the timescale specified in the order.

Navigate to Payroll > Liabilities to view all outstanding payroll liabilities, their amounts, due dates, and current payment status. Mark each liability as Paid once you have made the corresponding payment. Overdue liabilities are highlighted in red.

Salary Payment Batches

Generate a salary payment batch directly from a posted payroll run to pay employees via your bank. Navigate to the posted run and click Generate Salary Batch. The system creates one payment line per employee using their bank details stored in the employee record (sort code, account number, payment reference). The batch is exported as a bank-ready file that can be uploaded to your online banking portal for bulk processing.

HMRC FPS XML

The Full Payment Submission (FPS) is an HMRC-mandated real-time information (RTI) file that must be submitted on or before each payday. After posting a payroll run, click Download FPS XML to download the formatted XML file. Upload this file directly to HMRC's PAYE Online service or via your payroll bureau. The FPS contains:

• Employer PAYE reference and Accounts Office reference
• Employee details (NI number, tax code, NI category, director flag)
• Pay period and payment date
• Year-to-date pay, tax, and NI figures for each employee
• Statutory payment amounts

PDF Payslips

After a run is posted, download a professional PDF payslip for any employee. Navigate to the run detail view, find the employee row, and click Download Payslip. The payslip includes:

• Employee name, NI number, tax code, and NI category
• Pay period and payment date
• Gross earnings breakdown (basic, overtime, bonuses, statutory pay)
• All deductions (PAYE, NI employee, pension EE, student loan, salary sacrifice, AEO/DEO)
• Net pay
• Year-to-date figures for pay, tax, and NI
• Employer NI and pension ER (shown for information)

Payslips can be downloaded and distributed to employees electronically or printed. Employees are legally entitled to a payslip on or before their pay date.

P60 Year-End Certificate

Generate P60 certificates for all employees at the end of each tax year (5 April). Navigate to Payroll > P60, select the relevant tax year, and click Generate P60s. The system aggregates all posted payroll run totals for the year to produce a PDF P60 certificate per employee showing:

• Total pay in the year
• Total income tax deducted
• Total NI employee contributions
• Tax code and NI category at year end

P60 certificates must be issued to every employee who was in employment on 5 April by 31 May of the same year. P60s are for reference only — they do not need to be submitted to HMRC.

GL Journal Posting (Auto)

When a payroll run is posted, Filssi creates a balanced double-entry journal automatically using your component mappings. For a typical monthly payroll, the journal looks like this:

• Dr Wages & Salaries Expense (gross pay)
• Dr Employer NI Expense (NI_ER)
• Dr Employer Pension Expense (PENSION_ER)
• Cr Wages Payable — Net Pay (to employees)
• Cr PAYE Payable (to HMRC)
• Cr NI Payable (to HMRC)
• Cr Pension Payable (to pension scheme)
• Cr Student Loan Payable (to HMRC, if applicable)
• Cr AEO Payable (to court/CMS, if applicable)

The journal entry is fully traceable — it references the payroll run number and can be viewed under Finance > Journal Entries. The journal must balance (total debits = total credits) for the run to post successfully. If the journal is imbalanced (which should not occur with normal usage), the system will display an error and decline to post.

CSV / Excel Batch Import

For companies running payroll from an external system or spreadsheet, import payroll lines in bulk. From Payroll > Runs > [Run] > Import Lines:

1. Click Download Template to get the CSV template with required column headings.
2. Populate the template: employee_id (or employee email), component_code, amount, currency, memo (optional).
3. Upload the completed file. The system validates each row: checks that the employee exists, the component code is recognised, and the amount is a positive number.
4. The component type (EARNING / DEDUCTION / EMPLOYER_COST) is inferred automatically from the component code using HMRC-standard rules. Employer NI codes (NI_ER, AE_ER) are always classified as EMPLOYER_COST — they cannot be incorrectly imported as EARNING.
5. Any validation errors are displayed row by row. Fix the errors in your file and re-upload.
6. Successfully validated rows are added to the draft run.

Payroll Audit Trail

Every payroll action is recorded in the audit log: run creation, line edits, posting, reversal, FPS download, and payslip generation. Each entry captures the timestamp, the user who performed the action, and the affected payroll run or line ID. The payroll audit trail cannot be edited or deleted, ensuring a tamper-proof record for HMRC compliance and internal controls.

18. Settings & Administration

Email Configuration

Navigate to Settings > Email to configure outbound email. The system uses this configuration to send invoices, quotations, statements, expense claim notifications, and other automated messages. You can customize the sender name, reply-to address, and default email templates. Each template supports dynamic placeholders (e.g., client name, invoice number, amount due) that are automatically replaced when the email is sent.

How email sending works: All outgoing emails are sent from noreply@filssi.com. The sender name that recipients see is your company name (e.g., "Acme Corp <noreply@filssi.com>"). This is the standard approach used by most business platforms to ensure reliable email delivery.

Reply-To address: If you configure a reply-to email address in your email settings, any replies from your clients or vendors will be directed to that address instead of noreply@filssi.com. For example, if you set the reply-to as billing@yourcompany.com, when a client replies to an invoice email, their reply will go directly to your billing team.

System emails: Automated emails such as signup verification, password resets, payment receipts, and subscription notifications are sent from Filssi <noreply@filssi.com> and cannot be customized, as these are platform-level communications.

User and Role Management (RBAC)

Under Settings > Users & Roles, manage who has access to your system and what they can do. Filssi uses a two-layer Role-Based Access Control (RBAC) system:

• Layer 1 — Module Access: Controls which modules a role can see in the sidebar (9 module controls).
• Layer 2 — Feature Permissions: Controls what a role can do within visible modules (66 granular permissions across 11 groups).

Module Access Control

Module Access lets a System Admin hide entire sections of the application from a role. This is ideal for keeping team members focused on only the areas relevant to their job. For example, a Payroll team member does not need to see the Sales or CRM modules.

The 9 controllable modules are:

• Dashboard — The main overview and KPI summary screen.
• CRM & Deals — Leads, opportunities, accounts, contacts, and pipeline.
• Sales — Clients, invoices, quotations, recurring invoices, and payments.
• Spend — Vendors, AP bills, expenses, purchase orders, expense claims, and payment batches.
• Finance & Accounting — Chart of accounts, general ledger, fixed assets, payroll, bank reconciliation, budgeting, and petty cash.
• Period End — Month-end close, accruals, deferrals, and tax returns.
• Insights & Reports — Financial reports, analytics dashboard, cash flow, and dimension analysis.
• Content Planner — Content calendar and scheduling tools.
• Settings — Company configuration, users, roles, tax rates, and integrations.

To configure module access for a role, go to Settings > Roles & Permissions, click Edit Permissions on any role, and use the Module Access panel at the top of the editor. Toggle individual modules on or off. Any module toggled off will be completely hidden from the sidebar for all users assigned to that role. If a user holds multiple roles, a module is visible if any of their roles grants access to it.

System Admin always has access to all 9 modules and this cannot be changed.

Default System Roles

Five default system roles are provided:

• System Admin — Full access to all modules and all feature permissions. Cannot be modified.
• Accountant — All 9 modules visible; full accounting, payroll, and finance feature permissions.
• Assistant — Dashboard, Sales, Spend, Insights, and Settings modules visible; draft-only feature permissions.
• Sales — Dashboard, CRM, Sales, Insights, and Settings modules visible; CRM and sales feature permissions.
• Employee — Dashboard, Spend, and Settings modules visible; expense claims only.

Custom Roles & Multi-Role Assignment

You can create custom roles by clicking Add Custom Role in the Roles & Permissions screen. Name the role, set a description, then use the permission editor to configure both its Module Access and feature permissions independently. Each user can be assigned multiple roles simultaneously — their effective permissions are the union of all assigned roles (most permissive wins).

CRM data scope can be set per user to ALL (view all CRM records company-wide) or OWN_ONLY (view only records they personally own).

To invite a new user, enter their email address under Settings > Users and assign one or more roles. They will receive an invitation email with a link to set their password. You can deactivate a user at any time to immediately revoke all access without deleting their historical activity records.

Tax Rate Configuration

Manage your tax rates under Settings > Tax Rates. Each rate includes a name (e.g., "Standard Rate"), percentage (e.g., 20%), and an optional description. Tax rates are applied to products, invoices, quotations, expenses, and purchase orders. You can add new rates, edit existing ones, or deactivate rates that are no longer applicable. Deactivated rates remain in the system for historical reporting but are not available for selection in new transactions.

Audit Log

The audit log records every significant action taken within the system. Each entry includes the timestamp, user, action type (create, update, delete, approve, reject), the affected record type and ID, and a summary of what changed. Navigate to Settings > Audit Log to view, search, and filter the log. This feature is essential for compliance, internal controls, and troubleshooting. The audit log is immutable and cannot be edited or deleted by any user.

Multi-Company Switching

If your user account is a member of more than one company, a Switch Company button appears in the user menu at the top right of the screen. Clicking it opens a list of all companies you belong to. Select a company to switch into it — the page reloads with that company's data, settings, and financials fully isolated from all other companies. This is ideal for accountants who manage multiple clients, or business owners who operate several legal entities from a single login.

To add a user to an additional company, that user must be invited from the second company's Settings > Users & Roles page using the same email address. There is no limit to the number of companies a single user account can be a member of.

19. Multi-Currency

Setting Reporting Currency

Your reporting (functional) currency is the primary currency used in all financial reports. Set this during onboarding or update it under Settings > Currency. All transactions in foreign currencies are converted to the reporting currency for consolidated reporting. Common choices include USD, GBP, EUR, and ZAR. Changing the reporting currency after initial setup will trigger a revaluation of existing balances.

FX Rate Updates

Exchange rates are used whenever a transaction is recorded in a currency different from the reporting currency. The system supports both manual and automatic FX rate updates:

• Manual entry -- Navigate to Settings > Exchange Rates and enter the rate for each currency pair and effective date.
• Automatic updates -- Enable auto-fetch to pull the latest exchange rates from a reliable data source on a daily basis. The system stores a history of all rates for audit purposes.

When creating invoices, purchase orders, or recording expenses in a foreign currency, the system applies the rate effective on the transaction date. You can override the rate on individual transactions if a specific contracted rate applies.

Currency Conversion in Reports

All financial reports present figures in the reporting currency by default. Foreign currency transactions are converted at the rate applicable on the transaction date. The Trial Balance, Income Statement, and Balance Sheet all reflect these conversions. Realised and unrealised exchange rate gains or losses are posted to a designated FX Gain/Loss account in your chart of accounts. You can drill down from any report figure to see the original transaction currency and amount alongside the converted reporting currency value.

20. Cash Flow & Forecast

Overview

The Cash Flow & Forecast module gives you a real-time view of your cash position and where it is heading. It is available from the Insights > Cash Flow menu. The module is split into four tabs: Overview, Statement, Forecast, and Calendar.

• Overview & Statement — available on the Growth plan and above.
• Forecast & Calendar — available on the Pro plan only.

All figures are presented in your company's reporting currency. The module aggregates data from AR payments, AP vendor payments, expenses, payroll runs, and employee expense claims to give a complete picture of your cash movements.

Overview Tab

The Overview tab presents four KPI cards at the top: Total Inflows (AR payments received), Total Outflows (AP payments, direct expenses, payroll, and employee claims), Net Cash Position (inflows minus outflows), and Opening Balance for the selected period. Below the KPIs, two charts are shown:

• Monthly Cash Flow Trend — a 12-month bar chart showing inflows and outflows side by side for each month.
• Cash Composition Donut — a breakdown of outflows by category (AP Payments, Expenses, Payroll, Employee Claims).

Use the date range picker at the top of the page to change the analysis period. The KPIs and charts update immediately.

Statement Tab

The Statement tab produces a formal cash flow statement structured into five sections, following IAS 7:

1. Operating Inflows — Cash received from customers (AR payments).
2. Operating Outflows — Payments to vendors, direct expenses, and employee claims.
3. Payroll & Staff Costs — Posted payroll runs and salary payments.
4. Investing Activities — Asset acquisitions and disposals (where recorded).
5. Financing Activities — Loan drawdowns, repayments, and owner distributions (where recorded).

Each section shows a list of transactions with date, description, reference, and amount. A running balance bar is displayed across the top of the statement. Click Export Excel to download a professional Excel report with company letterhead, colour-coded sections, and full transaction detail.

Forecast Tab (Pro)

The Forecast tab projects your cash position forward for 30, 60, or 90 days, using open AR invoices (expected inflows) and unpaid AP bills and payroll liabilities (expected outflows). Each projection shows a daily running balance so you can see exactly when your cash position changes.

Use the toggle buttons at the top to switch between 30, 60, and 90-day projections. If the forecast identifies a day when the running balance turns negative, a risk alert is shown below the chart with the exact date and the projected shortfall amount. This early warning allows you to take action — for example, chasing overdue invoices or deferring a payment — before the shortfall occurs.

The forecast chart also displays an actuals overlay — a green dashed line representing your actual daily bank balances from recorded bank transactions. This lets you compare the projected balance against what actually happened, making it easy to spot if your cash forecasting assumptions need adjusting.

Calendar Tab (Pro)

The Calendar tab shows a month-view calendar with daily cash events. Each day on the calendar shows the transactions expected or recorded on that date (payments in and out), along with a running cumulative balance. Days with a negative running balance are highlighted to draw immediate attention.

Click on any day to see the individual transactions making up that day's cash movements. This is particularly useful for planning ahead — for example, identifying that a large AP payment and a payroll run fall on the same day, creating a temporary negative position.

Exporting the Cash Flow Statement

On both the Statement tab and the Analytics > Export Data section (Growth plan and above), you can export the Cash Flow Statement to Excel. The export includes:

• Company letterhead with name, period, and reporting currency.
• Colour-coded sections (navy, green, red) for easy reading.
• All five sections with individual transaction lines and section subtotals.
• Net cash movement and closing position summary at the bottom.

To export from Analytics, navigate to Insights > Analytics, scroll to the Export Data card, select Cash Flow Statement from the Report Type dropdown, set your date range, and click Export Excel.

21. Dimensions

Dimensions allow you to segment your financial transactions across three levels: Departments, Cost Centres, and Project Codes. Once configured, these can be tagged on every AR invoice, AP invoice/expense, and purchase order — and those tags flow through automatically to the underlying journal entries for granular GL reporting.

Setting Up Dimensions

Navigate to Settings > Dimensions. You will see three tabs — Departments, Cost Centres, and Project Codes. For each type you can:

• Create individual records using the Add button (enter a name and optional short code).
• Bulk-import from a CSV file using the Import CSV button. The file should have columns name and code (code is optional).
• Edit or delete existing entries at any time from the table.

Tagging Transactions

Once you have created at least one dimension, the Department, Cost Centre, and Project Code dropdowns will appear automatically in the following forms:

• AR Invoices — in the invoice form after the Branch field.
• AP Invoices & Expenses — in the expense form after the Branch field.
• Purchase Orders — in the PO form after the Branch field.

All three fields are optional. You can tag one, two, or all three dimensions on any transaction. The tags are stored alongside the document and are visible on the detail view.

Journal Line Tagging

When a tagged transaction generates journal entries (e.g. when an AR invoice is issued or an AP invoice is posted), the dimension tags are automatically carried forward to the journal lines. This means your general ledger retains full dimension context for every debit and credit, enabling precise segmented reporting.

Best Practices

• Keep Department names short and consistent — they appear in dropdown menus throughout the application.
• Use Project Codes for discrete initiatives or client engagements that cut across departments.
• Cost Centres work well for physical locations, production lines, or budget holders.
• Use the short Code field (e.g. ENG, MKT, PRJ-001) to make dropdowns scannable at a glance.
• Dimensions can be added or edited after transactions are posted — historical transactions are not affected unless you re-save them.

22. Employee & Staff Portal

Overview

The Employee & Staff Portal gives your employees their own dedicated login to submit and track expense claims — without access to your company accounts, financial reports, or any sensitive data. It is an add-on available on the Growth and Pro plans at £5 per employee per month.

Setting Up Employees

Navigate to Employees in the main sidebar. Each employee record stores:

• Name, email, department, position, and hire date — core identity fields.
• Bank details — account name, sort code, account number, and payment reference for salary payment batches.
• Portal login email — the email address used to log in to the employee portal. This may be the same as or different from the company email.

Employee Login Flow

Employees access the portal by navigating to your Filssi subdomain and clicking Employee Login on the sign-in page. They use the portal email and password set during onboarding. Employees see only their own expense claims and cannot navigate to any other part of the application.

Submitting Expense Claims

After logging in, employees can create new expense claims. Each claim consists of one or more expense lines, with the date, description, category, currency, and amount. Receipts can be attached as image or PDF files. Once the claim is complete, the employee clicks Submit for Approval. The claim status changes from Draft to Submitted and the approver is notified.

Claim Status Tracking

Employees can view all their past and current claims from their portal dashboard. Each claim shows its status (Draft, Submitted, Approved, Rejected) and the full line-item breakdown. If a claim is rejected, the rejection reason provided by the approver is displayed so the employee can correct and resubmit.

Approval Workflow (Manager Side)

Managers and approvers log in to the main Filssi application and navigate to Expenses > Expense Claims. They can see all submitted claims, review the line items and receipts, and then either Approve or Reject each claim. On approval or rejection, an automatic email notification is sent to the employee. Approved claims flow into the payment batch workflow for reimbursement.

23. Client Portal

Overview

The Client Portal allows you to share a secure, signed link with your client so they can view an invoice — its details, line items, totals, and your bank payment instructions — without needing a Filssi account. The link is valid for 90 days and requires no login from your client.

Generating a Portal Link

Open any issued, sent, or paid invoice and click the Share with Client button in the action toolbar. The system generates a unique signed URL and copies it to your clipboard. You can then paste this link into an email, WhatsApp message, or any communication channel.

• The link is cryptographically signed — it cannot be guessed or forged.
• Each link expires automatically after 90 days.
• Generating a new link for the same invoice creates a new token; old links remain valid until they expire.

What the Client Sees

When a client opens the portal link, they see a clean, standalone page displaying:

• Your company name, logo, and contact details.
• Invoice number, issue date, and due date.
• All line items with descriptions, quantities, unit prices, and VAT.
• Subtotal, tax, and total due.
• Your bank payment details (bank name, sort code, account number, reference).

The client cannot edit, download, or access any other part of Filssi through this link.

24. Document Attachments

Overview

Document Attachments let you store supporting files directly alongside transactions in Filssi. Supported entities are AR Invoices, AP Invoices/Expenses, Purchase Orders, and Expense Claims. Supported file types include PDF, JPEG, PNG, GIF, DOCX, XLSX, CSV, TXT, and ZIP.

Uploading Attachments

Open any supported record (e.g. an AR invoice) and scroll to the Attachments panel at the bottom of the detail view. Click Upload File, select the file from your device, and it is immediately stored against the record. You can attach multiple files to a single record.

Viewing and Downloading

All attachments listed in the panel show the filename, file size, and upload date. Click View to open the file in a new browser tab (PDFs and images render inline). Click Download to save the file locally.

Deleting Attachments

Click the Delete (bin) icon next to any attachment to permanently remove it. This action cannot be undone. The action is logged in the audit trail.

25. Email Notifications

Overdue Invoice Alerts

Filssi can send a branded HTML overdue invoice digest to all active users in your company. Navigate to Invoices > All Invoices and click the ⚠ Overdue Alert button in the toolbar. The system identifies all AR invoices where the due date has passed and the status is not Paid, then sends a single consolidated email listing each overdue invoice, the client name, amount, and number of days overdue.

• The email is sent to all active admin users in the company.
• Use this as a weekly or monthly prompt to chase outstanding payments.
• Requires email to be configured under Settings > Email.

Expense Claim Approval Notifications

When a manager approves or rejects an expense claim, Filssi automatically sends an email to the employee who submitted the claim. The email includes:

• The claim reference number and total amount.
• The new status (Approved or Rejected).
• If rejected, the reason provided by the approver.

These emails are sent automatically — no manual action is required. They are delivered to the employee's portal login email address, or if that is not set, to the email stored on their employee record.

Configuring Email

Navigate to Settings > Email to enter your sender name, reply-to address, and Resend API key. Click Send Test Email to verify the configuration before going live. All outbound emails (invoices, quotations, notifications, invitations) use this configuration.