How to use Accusolve Invoicing

Use the question-mark buttons beside less familiar controls for help without leaving your work.

Your login, billing account and company

Your login identifies you. A billing account is the customer business/account paying for access. A company holds a separate set of clients, invoices and bookkeeping records. Use the Company menu to switch between companies you are authorised to access.

Each independently billed account costs £3 per month. Members of that account share its subscription at no extra charge. Adding a company dataset to the same billing account does not automatically create another subscription. A master admin can set up a separate billing account for an independently billed business.

Getting access

New account owners can register publicly, verify their email using the exact emailed link and their chosen password, then complete policy acceptance, authenticator setup and billing. An authorised administrator can also create logins and assign company permissions. Save recovery codes securely. Additional account members are created by an authorised administrator; there is no invitation-email workflow.

The payer opens Billing to start a 7-day free trial. Card details are required in Stripe before the trial starts; £3 per month is charged afterwards unless cancelled. A trial is available once per customer account. Master admins and complimentary accounts do not need a paid subscription.

Create and send an invoice

  1. Add the recipient under Sales → Clients. A client is your customer.
  2. Choose New invoice. Select the client and enter lines, dates and the applicable tax treatment.
  3. Save a draft while preparing it. Drafts remain editable and are not amounts owed.
  4. Issue when ready: this assigns the invoice number and creates its PDF.
  5. Open Send, check the current PDF, recipients and message, then send. Issuing alone does not email the client.

Unsubscribed clients cannot receive invoice emails. Billing locks also prevent sending, including scheduled sends.

Choose company email delivery

Company settings offer Use Accusolve Invoicing email service or Use my company's SMTP. The application service works with blank company sender and SMTP fields: messages use the verified application address and your company name. A valid Reply-to or company contact address receives replies; otherwise replies use application support. Saved SMTP host, username or password selects your company's SMTP and requires complete valid settings, even when the application email service is available.

Check the effective From, Reply-to and provider before saving or sending. Custom SMTP uses STARTTLS, normally port 587; implicit TLS on port 465 is unsupported. Passwords are stored encrypted; leave a custom password blank to keep it. To switch a saved SMTP company to the application service, confirm clearing its transport fields and save. A failed or uncertain send never automatically switches providers. Account/security and billing notices always use the application service, independently of company settings and invoice email preferences. Provider acceptance and inbox receipt are separate checks.

Payments and corrections

Detailed email guidance is maintained in the email delivery reference.

Record money already received against the invoice. This updates bookkeeping; it does not collect a card payment. A permitted revision of an issued invoice requires a reason and retains earlier PDFs. Financial corrections to issued VAT invoices require the existing credit/debit-note workflow. Revisions do not count as additional sales.

Recurring invoices and reminders

A recurring schedule creates invoices on its due dates. Check the automatic-send setting separately. Reminder rules select eligible unpaid invoices relative to the due date. Running reminders can send emails; check settings before using it.

Purchases, banking and reports

Record supplier bills and payments under Purchases where available. Banking imports CSV transactions for reconciliation; it does not connect to your bank or move money. Reports summarise sales, purchases, unpaid balances and bank reconciliation. Ordinary VAT rates and accounting remain available; these tools do not file tax returns.

Cancellation, recovery and export

The payer manages payment methods, receipts and cancellation through Billing → Manage billing in Stripe. Scheduled cancellation retains access until entitlement ends. A required payment failure or ended subscription locks normal access and invoice sending, while login and billing/export remain available.

The lock starts a 30-day recovery/export period. Restoring billing cancels pending deletion and restores existing data. Export records you need before the displayed deadline; permanent deletion is subject to final entitlement, ownership and safety checks. Stripe retains its own financial records independently.

Need help?

Email mail@accusolveaccountants.com. Do not include passwords, recovery codes or card details. See Account security for authenticator recovery options.