Documentation

Systematic Invoice

Install

System requirements

macOS: 12 or later, on Apple silicon or Intel.
Windows: 10 or 11, 64-bit.
Linux: 64-bit, on x64 or ARM. Tested on Ubuntu 22.04 and later.

Systematic Invoice is free. It needs no account, shows no ads, and every feature is included.

Install on macOS

Download the .dmg for your Mac: Apple silicon for M1 and later, Intel for older Macs. Not sure? Open the Apple menu, choose About This Mac, and look for Chip (Apple silicon) or Processor (Intel).
Open the .dmg and drag Systematic Invoice to Applications.
Open it from Applications. The app is signed and notarized by Apple, so it opens like any other app.

Install on Windows

Download the installer (.exe) and run it. It installs for your user account and needs no administrator rights.
If Windows shows Windows protected your PC, choose More info, then Run anyway.
Open Systematic Invoice from the Start menu or the desktop shortcut.

Install on Linux

Debian, Ubuntu and similar: download the .deb and install it with sudo apt install ./SystematicInvoice-*.deb, then open it from your applications menu.
Any distribution: download the AppImage, make it executable with chmod +x SystematicInvoice-*.AppImage, and run it.

Every Linux download: x64 .deb, x64 AppImage, ARM .deb, ARM AppImage.

First launch

Choose where your records live. On the Local tab, create a new database: one file on your computer, ideal for one person. On the Server tab, connect to a PostgreSQL database instead, so several people can work on the same records at once. You can open another database later. See Your data.
The language follows your computer when it is English, French or Arabic. Change it any time in Settings → Language & Format, where you also choose how amounts and dates are written.
Choose your default currency in the same place. Totals on the dashboard and in the reports are shown in it, and every other currency gets a rate to it. Choose it before your first invoice: once you have invoices or quotes, it no longer changes.

Your first invoice

Add your business under Businesses: name, a two-letter short name, address, VAT number and logo.
Add a client under Clients, and your products or services under Items, with their prices and units.
Add your banks and wallets under Banks and wallets, so the invoice says how to pay you.
Open Invoices and choose Add. Pick the business, the client and the currency, add the lines, and save. The number is given for you.
Switch to Preview to see the PDF as your client will, then print it or save it.

First steps shows your way around the app, and Invoices explains every part of an invoice.

Updates

The app looks for a new version shortly after it opens, then every few hours. It downloads it in the background and asks you to restart when it is ready; if you choose later, it installs the next time you quit. You can also check yourself in Settings.

Uninstall

macOS: move Systematic Invoice from Applications to the Bin.
Windows: open Settings → Apps, find Systematic Invoice and choose Uninstall.
Linux: run sudo apt remove systematic-invoice, or delete the AppImage.

Uninstalling never deletes your database file or your backups: they stay where you saved them.

First steps

Open or create a database

Systematic Invoice keeps everything in one database: your businesses, clients, items, invoices, quotes and settings. The first screen asks which one to use.

Local: a file on your computer (SQLite). It works with no internet at all. Choose Create new database, give it a name and pick where to save it, or open one you already have. Databases you used recently are listed for one-click opening.
Server: a PostgreSQL database on your network or your own server, for a team. Enter the host, port, database name, user and password, choose Test connection, then connect. Recent connections are listed too, without their password: for your safety the password is never stored, so you type it again each time.

Switch databases

You never need to restart the app. Choose Log out at the bottom of the menu to return to the database screen, then open another file or connect to another server. Keeping one database per company, or one for tests, is simple.

Find your way around

The menu on the side holds every screen, in the order you use them:

Dashboard: what you invoiced, collected and are still owed.
Invoices and Quotes: your documents.
Presets, Style Profiles and Layouts: how new documents start and how they look.
Banks & wallets, Items, Currencies, Units, Categories, Clients and Businesses: your records.
Reports and Settings.

The ☰ button at the top narrows the menu to its icons, for more room, and opens it again.

Quotes, presets, style profiles and reports can each be turned off in Settings, and their screens leave the menu.

Set up in five minutes

In Settings → Language & Format, choose your language, how amounts and dates are written, and your default currency. Choose the currency before your first invoice: once you have documents it is locked.
In Businesses, add your business with its address, VAT number and logo.
In Banks & wallets, add where your clients pay you.
Add a few Clients and Items, or import them from Excel.
Open Invoices, choose Add, and make your first invoice.

The Invoices page explains every part of the form.

Settings

Settings has four parts: personalization, features, backup and updates.

Language & Format

Language: English, Français or العربية, for the whole app. Arabic turns the app right to left. Each invoice also has its own language, so you can work in one and invoice in another.
Amount format and Date format: how numbers and dates are written everywhere in the app.
Default currency: the currency your dashboard and reports add up in, and the one every other currency has a rate against. Choose it once, before your first document; after that it is locked, because every invoice and quote is stated against it.

Customize invoice

Numbering: which invoices count up together: a series per client (the default), a series per business, or one series for everything. Quotes always have their own series. See Numbering.
Invoice prefix and suffix, such as INV or a year code: letters and numbers only.
Include year, Include month and Include business name: added to the names of the files you export, so a folder of PDFs sorts itself.

Dark Mode

Switches the app between light and dark. The button at the top of every screen does the same.

Features

Turn on only what you use. Each switch adds or removes a part of the app, never your data:

Quotes, Reports, Style profiles and Presets.
UBL 2.1 (PEPPOL BIS Billing 3.0) and XRechnung (UBL 2.1): adds e-invoice export to invoices. See E-invoices.
Receipt printing: adds a receipt button to invoices and quotes, for an 80 mm receipt printer. See PDF, printing and receipts.

Backup

Export saves every record and setting to one file.
Import restores such a file. It replaces what the database holds, so the app asks first.

See Your data for good backup habits.

Updates

The installed app looks for a new version by itself. Check for update looks right away.

Working with lists

Businesses, clients, items, units, categories, currencies, banks and wallets, presets, style profiles and layouts all work the same way. Learn it once here.

The list and the form

Every screen has the list on one side and the selected record on the other.

Add opens an empty form. Required fields carry a red star, and Save only works once they are filled.
Select a record to see it and change it. Save to keep your changes; if you leave with unsaved changes, the app asks first.
Each record shows how many invoices and quotes use it, so you see at a glance what matters. The quotes count hides when quotes are turned off.
Search finds records by name as you type.
The trash icon deletes a record. A record that invoices still use cannot be deleted: archive it instead.

Archive instead of delete

Turn on Archived to hide a record from everyday lists and pickers, without losing it or the invoices that use it. Turn it off to bring the record back.

Filter and sort

Customize opens the filters and sorting of the list, with the number of results:

Active (the default), Archived or All.
With invoices or Without invoices.
Inactive for 30, 60 or 90 days: records with no invoice in that time, to find clients who have gone quiet or items you no longer sell.
Sort by name or last update, ascending or descending.

Import and export with Excel

Import / Export moves records in and out of Excel:

Export saves the list to an .xlsx file.
Download template gives you an empty file with the right columns. Fill it in, then Import it to add many records at once.
If a row cannot be read, the app names the row so you can fix it.

Layouts export one at a time as .json files instead (see Layouts), and invoices export from their own list (see Invoices).

Businesses

A business is who the invoice comes from. You can have as many as you like: a company and a side activity, or several companies run from one office. Each invoice remembers which business sent it.

What to fill in

Name and a Short name of up to two letters, used where space is short.
Address: write it as Street, City, Postal code, Country so e-invoices read it correctly.
Email, Phone (international format, such as +961…), Website and Role.
VAT code and Company code, printed on your invoices.
Country code: the two-letter ISO code, such as FR, DE or LB.
PEPPOL endpoint id and scheme: only for e-invoices sent through Peppol.
Logo: upload an image (up to 2 MB) and crop it. It appears at the top of your invoices, at the size set in your style profile.
Additional: any other line you want under your details.

How invoices keep it

When you save an invoice, it keeps a copy of the business as it was that day. Changing your address later updates new invoices, never the ones already sent. To update an old invoice, open it, choose the business again and save.

Numbering per business

With a series per business in Numbering, each business has its own invoice numbers.

Clients

Clients are who you invoice. Keep them once and pick them on every invoice.

What to fill in

Name (required) and a two-letter Short name.
Address, written Street, City, Postal code, Country, so e-invoices read it correctly.
Email and Phone, in international format.
VAT code, Company code and Country code.
Buyer reference: the reference or department code your client asks for. For XRechnung it is the Leitweg-ID.
PEPPOL endpoint id and scheme: for clients you send Peppol e-invoices to.
Additional: any other line printed under the client's details.

Add a client while invoicing

In the Bill to field of an invoice, choose Add to create a client with just a name and phone, without leaving the invoice. Fill in the rest later.

Know your clients

Each client shows how many invoices and quotes it has. Use the filters to list clients without invoices or inactive for 30, 60 or 90 days. For everything a client was invoiced and paid, open the Client statement in Reports.

Items, units and categories

Items are the products and services you sell. Pick them on an invoice and their name, price and unit fill in by themselves.

Items

Name (required) and Description.
Price: the usual unit price. You can change it on each invoice.
Unit: how it is counted, such as hour, day, project or kg.
Category: to group your items, for example Design, Hosting or Training.

Each item shows how many invoices and quotes use it. The Sales by item report shows how much of each you sold.

Units and categories

Units and Categories are short lists of names. The app starts with common units (pcs, kgs, hrs and more) and two categories, Goods and Services. Rename them, add your own, or archive the ones you never use.

Price lists from Excel

Have a price list in a spreadsheet? Use Download template in Import / Export, paste your items into it and import it. See Working with lists.

Banks and wallets

Tell clients how to pay you. Add each bank account, wallet or payment gateway once, then choose which ones appear on each invoice, and in what order.

Types

Bank: bank name, account holder, IBAN, BIC / SWIFT, and where your bank has no IBAN, the account number and account type with a sort code, routing number or branch code. The app checks each one as you type, so a wrong IBAN or BIC shows before it reaches a client.
Wallet: the provider and what customers send to: a phone, email, username, wallet ID, account ID or merchant ID.
Payment gateway and Other: for online payment services and anything else.

Every type can also have:

A Payment link: a page where clients pay online, printed as Pay online.
A QR code image printed next to the account.
Extra lines: any label and value, printed under the account in your order.
A UPI / PIX code where it applies.

The Name is your own label for the account. Clients never see it.

SEPA payment QR

For a bank account with an IBAN, turn on Add a SEPA payment QR to EUR invoices. Every invoice in euros then carries a QR code that clients scan with their banking app: the amount due and the invoice number are filled in for them.

On the invoice

In the Banks & wallets field of an invoice or a preset, pick one or more accounts and move them up or down. They are printed in that order under Payment information. Each invoice keeps a copy of its accounts, so changing an account later never changes an invoice already sent.

Currencies and rates

Invoice in any currency. Your totals stay right because every document keeps the rate of its own date.

The default currency

Choose it in Settings → Language & Format before your first invoice. The dashboard and reports add up in it, and every other currency has a rate against it. Once you have documents it is locked, so that no total ever changes meaning.

Currencies

The app starts with the common currencies. Each one has:

Symbol text (such as USD) and Symbol (such as $).
Text: its full name.
Format: where the symbol goes, such as $123 or 123 €.
Sub unit: how many cents in one unit, 100 for most currencies.
Rate to your default currency: 1 USD = this many EUR. New invoices take this rate.

Archive the currencies you never use to keep pickers short.

Each invoice keeps its own rate

When you save an invoice in another currency, it keeps the rate of that day. Change the currency's rate next month and old invoices keep theirs: totals in your reports never move. You can also type a rate on one invoice only, such as the rate your bank actually gave you.

VAT in your currency

An invoice in another currency also prints its VAT in your default currency, with the rate used, as the EU VAT Directive (article 91) asks.

Seeing your money

The dashboard and every report show either one currency, or all currencies converted into yours, each at its own invoice's rate. Different currencies are never added up as they are. The Exchange rates used report lists the rate each document kept.

Invoices

The list

Each invoice in the list shows its number, status, date, client and total, with what is left to pay, when it is due or how many days it is late. Lists stay fast however many invoices you have.

Search by invoice number.
Customize filters by status (Unpaid, Partly paid, Paid, Closed), client, business and date, archived or not, and sorts by status, date, number or last update.
The download icon exports the invoices to Excel.

Make an invoice

Choose Add. If presets are on, start from scratch or from a preset. Then fill in:

Currency and Language: the language of the PDF only, whatever the language of the app.
Banks & wallets: where this client pays you. See Banks and wallets.
Style profile: the look of the PDF. See Style profiles.
Business and Bill to: who sends it and who receives it. Add in Bill to creates a client on the spot.
Invoice information: the number (given for you, see Numbering), the issue date and the due date.

Lines

Add Item adds a line: pick an item, then set the quantity, unit price, a discount and the tax of that line.

Custom fields: give a line extra columns, such as a reference or a date. Pick a header or type a new one and press Enter. Each header becomes a column of the PDF table, aligned the way you choose.
Drag lines to change their order.

Under the lines, the totals add up live: subtotal, discount, tax, shipping, surcharge, total, paid and balance due. See Taxes and discounts.

Notes, signature and attachments

Customer note, Thank you note and Terms & conditions, printed at the bottom.
Signature: draw it, or upload an image.
Attachments: images (up to 2 MB each) added to the PDF.
Mark as paid, Mark as Closed and Archived. See Payments and statuses.

Preview

Preview shows the PDF exactly as your client gets it, as you type. From there, print it, save it, or change its look with Customize. See PDF, printing and receipts.

Duplicate, delete

The ⋮ menu of an invoice duplicates it, with the next number and today's date and rate, or deletes it. To keep an invoice but hide it, archive it instead.

Saved as sent

An invoice keeps a copy of its business, client, currency and rate, banks and wallets, items, style and layout as they were when you saved it. Change a client's address or an item's price later, and invoices already sent stay exactly as they were.

Quotes

Quotes work like invoices: the same form, lines, taxes, notes and PDF, with their own numbering and the title Quote.

Statuses

A quote is Open while you wait for an answer, and Closed once it is accepted or refused.

From quote to invoice

When the client says yes, open the quote and choose Make invoice. In one step:

a new invoice is created with the quote's lines, client, currency and style;
it takes the quote's number when that number is free in the invoice series, and otherwise the next one;
the quote is closed, and both stay linked.

How many you win

The Quote conversion report shows how many quotes you sent in a period, how many became invoices, the conversion rate and the value converted, quote by quote.

Turn quotes off

Don't send quotes? Turn Quotes off in Settings. The screen and the quote counts leave the app; quotes already made are kept.

Payments and statuses

Record a payment

In an invoice, add each payment with its date, amount, method and an optional note. Methods are cash, cheque, bank transfer, wallet, credit card, PayPal and other. An invoice can take several payments; the balance due updates as you add them.

Statuses

The status follows from the payments:

Unpaid: nothing received yet. Past its due date the list shows how many days it is late.
Partly paid: part received, with the amount remaining.
Paid: received in full, with the date it was paid.
Closed: settled without being paid in full, for example a write-off or a commercial gesture. What it leaves unpaid no longer counts as owed.

Mark as paid sets an invoice paid in one step, with its payment date. Mark as Closed closes it.

An invoice that received more than its total shows Overpaid with the extra amount, so a payment typed twice is easy to spot.

A paid invoice can carry a Paid stamp on its PDF, and you can print a receipt for it.

Who owes you

The dashboard shows what is outstanding and overdue for the period.
Aged receivables splits what each client owes into not yet due, 1–30, 31–60, 61–90 and over 90 days.
Outstanding invoices lists every invoice still to be paid.
Payments received lists payments by date and method, with a total for each method.

Taxes and discounts

Tax on each line

Give a line its own tax rate, for example 20% on design and 10% on training. A line's tax is:

Added: the price is before tax, and the tax is added on top.
Included: the price already includes the tax; turn on Inclusive.

Tax on the whole invoice

Or set one tax on the total of the invoice. It can be added, included, or deducted: taken off the total, as for a withholding tax.

Discount, surcharge and shipping

Discount: none, a fixed amount, or a percentage, on a line or on the whole invoice.
Surcharge: none, a fixed amount, or a percentage.
Shipping fees: a fixed amount.

On the PDF, a discount, surcharge, tax or shipping that is zero is left out.

VAT reports

VAT by rate lists every tax charged in the period by rate: on lines or on the whole invoice, added, included or deducted, with the amount it was charged on and the tax. It is ready for your VAT return.
Tax summary gives net, tax and total per month.
The Sales register lists every invoice of the period with its client, amounts and status, for your accountant.

Foreign currencies

An invoice in another currency also prints its VAT in your default currency, with the rate used, as the EU VAT Directive (article 91) asks. See Currencies and rates.

Numbering

Given for you

A new invoice takes the next number by itself. Numbers keep their leading zeros: after 0041 comes 0042, and after 999 comes 1000 only when needed. You can type another number on an invoice, and the next one follows on from it.

Two people saving at the same moment on a shared database never get the same number.

Series

In Settings → Customize invoice, choose which invoices count up together:

A series per client (the default): each client's invoices are numbered 1, 2, 3…
A series per business: each of your businesses has its own numbers.
One series for everything: one run of numbers for all invoices.

Quotes always have their own series, separate from invoices.

Prefix and suffix

Add a prefix such as INV, or a suffix such as a year code, in Settings. You can also change them on a single invoice. Only letters and numbers are allowed, and they are joined to the number automatically.

File names

Include year, Include month and Include business name add those parts to the names of the files you export, so they sort themselves in a folder.

Style profiles

A style profile saves the look of your documents, so every invoice matches without setting it each time. Make one per business, per client or per occasion.

What a profile holds

Page Setup: page format (A4 or Letter), font size (small, medium, large), font family, and the layout.
Branding: your colour, the size of your logo, a watermark image, and a paid watermark shown only on paid invoices.
Table: the header style (light, dark or outline), the row style (classic, striped or bordered), whether to show the quantity, unit and row number, and the order of the columns.
Typography & Labels: uppercase labels, and your own wording for any label, such as Invoice or Bill to.

Fonts

Helvetica, Times Roman, Courier, Roboto and Inter, and for Arabic: IBM Plex Sans Arabic, Almarai, Cairo and Changa. The Arabic fonts carry Latin letters and digits too, and Arabic invoices read right to left.

Use a profile

Pick a Style profile on an invoice, quote or preset, and the document takes its whole look at once. You can still change anything on that one document.

Save a look as a profile

In the preview of an invoice, Customize changes its look while you watch. Happy with it? Save as Profile keeps it for the next ones.

Each profile shows how many invoices and quotes use it. Turn style profiles off in Settings if one look is enough.

Layouts

A layout decides where each part sits on the page: the header, the items table, the totals, payment information, notes, signature, watermark and page counter. Colours, fonts and labels stay in the style profile.

The app comes with three layouts, Classic, Modern and Compact. Use them as they are, or start your own from one of them.

Build visually

On the Visual tab, add sections and blocks, rows, columns and grids, then move them with the arrows, the Move into and Move before menus, or by dragging. Properties sets alignment, width, gaps, padding and visibility. Undo and Redo keep you safe.

Preview renders a sample invoice through the same engine as your real PDFs.

Two versions

V1: sections one after the other, with rows and columns in the header.
V2: the whole page: side-by-side regions and sidebars, landscape pages, nested rows, columns and grids, and control over what continues to the next page. Upgrade to V2 converts a V1 layout.

JSON

The JSON tab shows the layout as a file. Upload schema loads a layout from a .json file (up to 64 KB), and the download icon in the list saves one, to reuse it in another database. The app checks every layout it loads and names what is wrong. Layouts hold only the parts listed above: no scripts or code of any kind.

On your documents

Choose a layout in an invoice's or quote's page setup, or in a style profile. Each document keeps a copy of its layout, so editing a layout later never moves anything on invoices already sent.

Presets

A preset starts a new invoice already filled in. Useful for the invoices you send again and again: the monthly hosting of one client, or a standard project.

What a preset holds

Business and Bill to.
Currency, Language and Style profile.
Banks & wallets, in their order.
Customer note, Thank you note and Terms & conditions.
A signature.

Use one

Turn on Presets in Settings. Then in Invoices or Quotes, choose Add and pick Create new from preset. Add the lines and dates, and save.

Changing a preset later only changes new documents.

PDF, printing and receipts

The PDF

Preview shows each invoice or quote as a PDF while you edit it. Above it:

Print sends it to your printer.
Export PDF saves it. The file name follows your settings, such as Invoice_0042.pdf, with the year, month or business name if you chose them in Numbering.
Customize changes its look. See Style profiles.

On the PDF:

Page numbers appear when the document has more than one page.
A Paid stamp appears on every page of a paid invoice.
Attachments are added to the PDF.
Zero discounts, surcharges, taxes and shipping are left out.

Receipts

Turn on Receipt printing in Settings to print an 80 mm receipt of an invoice or a quote, for a counter or a shop. It goes to your system's print dialog: choose your receipt printer, or save it as a PDF.

Excel

Invoices and every report export to Excel with all their rows. See Reports.

E-invoices

Send invoices that accounting systems read by themselves. Systematic Invoice exports two European formats, both following the EN 16931 standard:

UBL 2.1 compliant with Peppol BIS Billing 3.0, used across Europe and beyond.
XRechnung 3.0, required by public bodies in Germany.

Turn them on

In Settings, turn on UBL 2.1 or XRechnung, or both. An invoice then offers Export UBL XML, Export XRechnung XML, and Export PDF (UBL embedded): a normal PDF with the e-invoice inside it.

Save the invoice before exporting, so the file matches what you see.

What they need

The app tells you what is missing before it exports. Usually:

Your business: country code, VAT code or company code, and for Peppol its endpoint id and scheme. XRechnung also needs your email and phone.
The client: country code, address, a buyer reference (for XRechnung, the Leitweg-ID), and for Peppol its endpoint id and scheme.
A due date.

Write addresses as Street, City, Postal code, Country so they are read correctly.

Foreign currencies

An invoice in another currency carries its VAT total in your default currency too, as the standard asks.

Dashboard

The dashboard answers one question: where is your money?

Pick a period

Today, yesterday, the last 3 days, this month, this year, the last 12 months, all time, or your own dates.

Pick a currency

See one currency, or all of them converted into your default currency, each at its own invoice's rate. If a currency has no rate yet, the dashboard says how many documents it leaves out and lets you add the rate.

What it shows

Invoiced, Collected, Outstanding and Overdue.
The average invoice, invoices in the period, clients billed and open quotes.
How many invoices, quotes, clients, businesses, items, units, and banks and wallets you have.
Invoiced trend, and Invoiced · Collected · Outstanding side by side.
Top clients and Top items.
Invoices by status, and what clients owe today, by how late it is.

It stays quick with hundreds of thousands of invoices: every invoice keeps its own totals, and the database adds them up.

Reports

Thirteen reports, in four groups. Each can show one currency, or all currencies converted into your default currency at each document's own rate. Choose a period: this month, last month, this quarter, last quarter, this year, last year, the last 30 days, or your own dates.

Search reports finds one by name.

Sales

Sales by month: invoiced, collected and owed per month.
Sales by client: what each client was invoiced, paid and owes.
Sales by item: quantities and amounts of every item sold.
Sales by business: the invoicing of each of your businesses.
Tax summary: net, tax and total per month.
VAT by rate: every tax of the period by rate, with the amount it was charged on, for your VAT return.
Sales register: every invoice of the period with its client, amounts and status, for your accountant.

Receivables and payments

Aged receivables: what each client owes today, by how late it is.
Outstanding invoices: every invoice still to be paid.
Payments received: payments by date and method.
Client statement: opening balance, invoices, payments and closing balance of one client.

Quotes

Quote conversion: quotes sent and how many became invoices.

Currencies

Exchange rates used: the rate each foreign-currency document kept, with its total and VAT in your default currency.

Excel and print

Export to Excel saves every row of a report, however many. Print prints the rows shown on screen.

Reports can be turned off in Settings.

Your data

Where your records live

Systematic Invoice keeps your records in a database you choose when it first opens:

On your computer: one file, created where you choose. It works completely offline, and it is all you need on your own.
On PostgreSQL: a database server on your network or your own server. Everyone who connects to it works on the same invoices, clients and items at the same time.

You can switch to another database at any time from the app.

Working as a team on PostgreSQL

Create an empty PostgreSQL database (version 12 or later) and a user that can create tables in it.
On each computer, open Systematic Invoice, choose the Server tab, and enter the server address, port, database name, user and password. Test the connection, then connect.
The first computer prepares the database. Everyone else connects to the same one.

Two people can save at the same moment: each save is kept whole, numbers never repeat, and a save that fails leaves nothing half-written behind.

Backups

In Settings, Export saves every record, every invoice with its lines, payments and attachments, and your settings, to one file. Import restores such a file, replacing what the database holds. Backups of any size are written and read back a table at a time, so even a very large database is saved safely.

Keep backups somewhere else than the computer itself, such as a USB drive or a cloud folder. With PostgreSQL, your server's own backups work too.

Large amounts of data

Lists, searches, the dashboard and every report stay fast with hundreds of thousands of invoices: the totals of every invoice are kept with it and added up by the database. The first time a large database opens with a new version, it may take a few minutes to prepare it.

What it sends

Nothing about your business. Your invoices, clients and figures never leave your database.
No account and no telemetry. The app does not track how you use it.
Updates: it asks Systematic's download server whether a new version exists and downloads it. That is the only address it contacts by itself.
Links you open: web and email links in the app open in your own browser or email app.

Troubleshooting

Installing and opening

Windows says it protected your PC. Choose More info, then Run anyway. This shows for new apps until Windows has seen them on enough computers.
The app opens on the database screen every time. Choose a database from the recent list: it opens in one click. On a server, type the password again; it is never stored.

Databases

"PostgreSQL credentials are required again after restart". For your safety the password is not kept. Choose the server connection from the recent list and type the password again.
"Connection failed". Check the host, port, database name, user and password, then use Test connection. Make sure the server accepts connections from your computer and that your network can reach it.
"Database is locked". Another program, or a second window of the app, has the same file open. Close it and try again. A database file shared over a network folder can lock too: share a PostgreSQL server instead. See Your data.
"Database file does not exist". The file was moved, renamed or is on a drive that is not connected. Open it again from where it is now, or restore it from a backup.

Invoices

A total looks wrong. Check whether each line's tax is added or included, and whether a discount is on a line or on the whole invoice. See Taxes and discounts.
An invoice says "Overpaid". More was recorded than its total, often a payment typed twice. Open the invoice and remove or correct the payment.
The number is not the one I expected. Numbers count up per client by default. Choose another series in Numbering.
An old invoice still shows my old address. Invoices keep what they were saved with. Open it, choose the business or client again, and save.
"File is too large". Logos, signatures and attachments can be up to 2 MB each. Make the picture smaller and try again.

E-invoices

The export says something is required. The message names the missing field: usually a country code, VAT code, Peppol id, buyer reference or due date, on your business or on the client. Fill it in and export again. See E-invoices.
The XML does not match what I see. Save the invoice first, then export.

Printing

"No printer is available". Connect a printer, or set one up in your system's settings. To keep a copy instead, choose Export PDF, or save the receipt as a PDF from the print dialog.

Dashboard and reports

The dashboard says documents are left out because a currency has no rate. Add the rate of that currency in Currencies, or use the link on the dashboard. See Currencies and rates.
A report prints fewer rows than it has. Print shows the rows on screen. Export to Excel saves every row.

Import

"Failed to process the following rows". The message lists the rows that could not be read. Compare them with the template columns, fix them, and import again. See Working with lists.
Importing a backup replaced my data. Import restores a backup in place of what the database holds. To keep both, create a new database first and import into it.

Still stuck? Contact us.