Invoices Management User Manual

Welcome to the Invoices App — your complete tool for managing both issued (outgoing) and received (incoming) invoices. Whether you're a finance team member, accountant, or operations manager, this app offers a clear, permission-based system to view, create, edit, and track invoices, automate payment control, and connect with external services for seamless financial workflows.

This manual provides a full overview of how to use the app effectively, from login to analytics, with detailed step-by-step instructions.

1. Introduction

The Invoices App is a powerful and intuitive tool designed to help organizations manage all aspects of their invoicing process — from issuing and receiving invoices to tracking payments, connecting bank accounts, and generating financial insights.

With a focus on automation, accuracy, and compliance, the app enables finance teams, accountants, and operations managers to streamline workflows, reduce manual entry, and maintain a complete record of their financial transactions in one secure platform.

🔑 Key Features

Issued & Received Invoices
Manage both outgoing (issued) and incoming (received) invoices with clear categorization and filtering options.
Automated Payment Tracking
Connect your bank accounts to sync payment data in real-time, enabling automatic status updates and reducing reconciliation work.
AI-Powered Data Mining
Leverage data mining to uncover trends, detect anomalies, and forecast cash flow.
Role-Based Permissions
Ensure that only authorized users can create, edit, or delete invoices, maintaining full control over financial data.
Invoice History & Audit Trail
Every action on an invoice is logged for compliance and accountability.
Customizable Filters and Views
Search and filter invoices by date, status, client, amount, and more to quickly access what you need.
Connection to Accounting Journals
Automatically link invoices to journal entries for complete financial tracking.

✅ Benefits

Improves Workflow Efficiency
Reduces time spent on manual entry and follow-ups by automating invoice status updates and syncing with external services.
Ensures Accuracy
Required fields and built-in validations help avoid errors and missing data.
Enhances Visibility
Provides real-time dashboards and overviews for better financial decision-making.
Supports Compliance
Maintains a transparent and traceable record of all invoices for audits and reporting.

The Invoices App is ideal for any organization looking to simplify their invoicing operations, improve cash flow visibility, and integrate finance into their digital ecosystem with reliability and control.

2. Getting Started

Logging In

Use your organization-provided username and password to access the app.
If you do not have login credentials, please contact your system administrator.
Forgotten your password? Click “Forgot Password” on the login screen to reset it.

Dashboard Overview

Once logged in, the Dashboard serves as your control center. From here, you can access invoice lists, create new invoices, track connections, and monitor financial insights.

At the top of each page, the breadcrumb trail shows your current location and allows you to easily return to previous pages.

Located on the right top of your screen, it gives you access to:

Overview – Summary of invoice statuses
Incomes – Issued (outgoing) invoices
Expenses – Received (incoming) invoices
Accounting Journals
Connections
Settings & Permissions (if authorized)

4. Features and Functionalities

Overview Section

The Overview dashboard gives a high-level snapshot of your invoice status:

📊 Dashboard Metrics Explained

💰 Total Issued & Received Amounts
This represents the combined financial value of all issued (sent) and received invoices within a selected period.
Issued Amounts = Total invoiced to your clients.
Received Amounts = Total invoiced to you by suppliers.
Use this to understand your financial activity volume over time.
⏳ Pending Payments
Displays the total amount of invoices that are due but not yet paid.
Helps you monitor your cash flow and plan upcoming financial obligations or expected income.
✅ Paid Invoices
Reflects the number and total value of invoices that have been fully paid and marked as completed.
Useful for tracking cleared transactions and evaluating collection performance.
⚠️ Overdue Invoices
Shows invoices that are past their due date and remain unpaid.
This is a critical metric for identifying payment delays and managing follow-ups or escalation.
📝 Draft Invoices
These are invoices that have been created but not yet finalized or sent.
Use this section to review, complete, or delete draft invoices before they are officially issued.

5. Incoming vs Sent Invoices

Incoming Invoices

Represent bills you receive from suppliers or service providers.
Tracked under "Expenses"
Key details: sender, amount due, payment status, due date.

Sent (Issued) Invoices

Represent bills you send to clients or partners.
Tracked under "Incomes"
Ensure required fields are filled (see below) before issuing.

6. Required Fields for Invoices

When creating or editing an invoice, the following fields are mandatory:

Invoice Number: Unique identifier
Issue Date: Date the invoice was created
Due Date: Date by which payment is expected
Amount: Total value of the invoice
Recipient or Sender: Depending on invoice type
Currency: Usually auto-filled based on profile or system settings

📝 Incomplete invoices cannot be submitted.

7. Actions & Icons

Icon	Description
🧾 Invoice Icon	View invoice details
✏️ Edit Icon	Modify invoice content (if authorized)
🗑️ Delete Icon	Permanently remove invoice (with permission)
🔗 Connection Icon	Indicates link to external banking service

Hover over icons in the app to see tooltips with descriptions.

🔒 Access Control for Accounting Journals
Only authorized users can view and interact with accounting journals in the system.

Access to specific journals is strictly based on granted permissions, meaning users can only see or manage the accounting records that have been explicitly assigned to them.

This ensures data security, confidentiality, and compliance with internal financial policies.

8. Connections

What Are Connections?

Connections integrate your invoices app with external services like: - Bank accounts (Slovak republic and Czech republic) - Accounting software

These links allow for real-time payment updates, automated reconciliation, and data mining insights.

Setting Up a Connection

Navigate to “Connect Setup”
Choose a service (e.g., bank)
Authenticate your account
Save and activate the connection

Managing Connections

Modify existing connections when credentials change
Remove old/inactive connections to avoid syncing issues
Connection status is visible via the 🔗 icon

9. AI Data Mining & Automation

Smart Insights

The system uses AI to extract data automatically from incomming invoices.

Auto-Control of Payments

When linked to a bank account, the system can:
Track payments automatically
Mark invoices as paid/unpaid
Show transactions on your bank accounts
Filter transactions on your bank accounts
Show balances on your bank accounts
Initialize payments using PSD2 partner's licence

10. Permissions & Access Control

The app supports role-based access, meaning only authorized users can perform certain actions:

Role / Permission	View	Create/Edit	Delete	Connect Services	View Journals
Viewer	✅	❌	❌	❌	❌
Editor	✅	✅	❌	❌	✅
Administrator	✅	✅	✅	✅	✅

To update permissions, contact your admin or support team.

🛡️ Permissions for Accounting Journals and Bank Access
The system uses separate permission models for Accounting Journals and Bank Access to ensure precise control over financial data visibility and actions.

Accounting Journals Permissions: Control who can view, create, or manage journal entries.

Bank Access Permissions: Control who can view or manage connected bank accounts and transaction data.

These permissions can either work together (for users who need full financial access) or function independently (for users who should only access one type of financial record).

Access is strictly enforced based on the specific permissions granted to each user, maintaining security, segregation of duties, and compliance across the system.

11. Using the App: Step-by-Step

🧾 Viewing Invoices

Go to “Overview” for totals and breakdowns.
Click “Incomes” or “Expenses” to view specific invoice types.
Use filters to sort by:
Status (Paid, Overdue)
Date Range
Customer/Vendor

✏️ Editing Invoices

Select an invoice and click the Edit icon.
Update relevant fields.
Click Save — changes are versioned and timestamped.

🗑️ Deleting Invoices

Only users with delete permissions can remove invoices.
Select invoice → click 🗑️ → confirm deletion.
Deleted items are permanently removed.

🔗 Managing Connections

Go to Connect Setup
Follow the step-by-step prompts to add or update a service
Test the connection to ensure successful syncing

12. Conclusion

The Invoices App gives you full control over invoice tracking, financial documentation, and payment visibility. By integrating automation, analytics, and external connections, it reduces manual work and ensures your invoicing process is accurate, compliant, and efficient.

For advanced tips, integration guides, or technical troubleshooting, contact your administrator or support team.

13. Support and Resources

If you encounter issues or have questions:

Contact your HR Administration for guidance.
Online Resources: Check the Pulsawork Help Center for tutorials and FAQs.
Pulsawork Support: Reach out via the support portal.

This detailed manual helps you use Pulsawork’s Invoices App efficiently, from simple searches to bulk actions and AI-powered data extraction. Happy invoicing! 🚀

14. Frequently Asked Questions (FAQ)

How do I log into the app?

Use your provided credentials. Forgot your password? Click “Forgot Password” to reset.

How can I view my issued invoices?

Go to “Incomes”, use filters to refine your search by customer, date, or status.

What are the steps to edit an invoice?

Click the invoice, press the Edit icon, make changes, and save.

How do I delete an invoice?

Only with permission. Select the invoice, click 🗑️, and confirm.

What are connections, and why do they matter?

Connections link the app to banks or services, enabling payment tracking and automation.

How do I set up a new connection?

Go to Connect Setup, choose a provider, log in, and confirm the link.

What permissions do I need to edit or delete invoices?

You’ll need “Editor” or “Administrator” rights. Check your role in your user profile.

How do I access accounting journals?

Click “Accounting Journals” in the Navigation Panel.

How does AI data mining work?

The system extract data from incomming invoices automatically after user confirmation and autofill extracted data into propriate fields.

Can I automate invoice payments?

Yes, if your bank account (Tatra banka a.s.)is connected, payment statuses are updated in real time.

hat should I do if I encounter an error?

Refresh the page or log out/in. Persistent issue? Contact support.

How can I reach support?

Use the in-app “Bug Reporter” in right down violet circle button.

How does the page look like?

Invoices Table Example