User Guide
Getting Support
How to Receive Support Please visit Xagle's Help Center to find resources and support for common...
Clients
Adding a Client
Adding a client is the first step to creating invoices, tracking payments, and organizing your bu...
Client Types
Each client record includes a Client Type field. This field classifies the client based on their ...
Lead Sources
A Lead Source tracks where your lead originated (e.g., a specific advertising campaign, a referra...
Contacts
A single client record may represent a company with multiple contacts—each with their own phone n...
Localization Settings
Some of your clients may use different currency or speak another language than your default langu...
Parent and Child Accounts
If the client record you are creating is affiliated with another account, you can link the two ac...
Communication
The Communication section on the Client Account allows your company to keep track of Notes, email...
Notes
Notes let you keep track of actions or updates on a client account. You can add tags, search thro...
Client Settings
The Client Settings page in Xagle allows you to manage and customize important details for each c...
Emailing a Client
You can create and send an email right from the Client's page. Press Email This brings up a ...
Quotes
Creating a Quote
Click the Quotes menu item and press the New button. The Create Quote screen will prompt you ...
Sending a Quote
Press the Action button from the Quote Edit screen, then select Email. Important: the Emai...
Converting a Quote Into an Invoice
Once a client has accepted your quote, you can convert it to an invoice on the Quote Edit screen ...
Copying a Quote
Press the Other button and choose Copy from the Quote Edit screen. Change the client's name if...
Attaching Files to a Quote
Files of any type may be uploaded as an attachment to a quote by clicking the Attachments tab on ...
Invoices
Creating an Invoice
Click the Invoices menu item and press the New button. The Create Invoice screen will prompt y...
The Invoices List Screen
The Invoices list screen is the screen shown when you click on "Invoices" on the navigation menu ...
Emailing an Invoice
Press the Email button from the Invoice Edit screen. Important note: The Email button will not a...
Entering a Payment
Payments collected in a non-online form can be applied to an invoice from the Invoice Edit screen...
Copying an Invoice
Copy Invoice Press the Other button and choose Copy from the Invoice Edit screen. Change the...
Attaching Files to an Invoice
Files of any type may be uploaded as an attachment to an invoice by clicking the Attachments tab ...
How Are QR Codes Used?
You have the option to place a QR code on your invoice to allow your customers to scan the QR cod...
Subscriptions
How Do Subscriptions Work?
Subscriptions act as a template for invoices which need to be generated on a specific frequency (...
Creating a Subscription
Click the Subscriptions menu item and press the New button. The Create Subscription screen wil...
Copying a Subscription
Press the Other button and choose Copy from the Invoice Edit screen. Change the Client's Name ...
Payments
Entering a Payment
Payments collected in a non-online form can be applied to an invoice from the Invoice Edit screen...
Enabling Online Payments
Once online payments have been enabled, your clients can pay their invoices quickly, conveniently...
Getting Your PayPal REST API keys
Prior to version 2018-7, FusionInvoice used PayPal's classic NVP/SOAP api. Version 2018-7 and lat...
How Do Clients Pay Their Invoice Online?
Once you have FusionInvoice configured to accept online payments, clients may pay their invoices ...
Credit Memos and Pre-Payments
Credit Memos and Pre-Payments are options shown when creating a new Invoice. Credit Memos are us...
Expenses
Entering an Expense
Click the Expenses menu item and press the New button. Adjust the company profile and the date...
Billing an Expense to the Client
Click the Expenses menu item, press the Options button on the expense to bill, and select Bill Th...
Copying an Expense
You can copy an existing expense from the "Options" menu on the right side of each expense on the...
How to See Your Profit and Loss
Click the Reports menu item and choose Profit and Loss. The Profit and Loss report can be run ag...
Dashboard
What is the Dashboard?
The dashboard is the FusionInvoice main page, or "index" page. It gives you an overview of your e...
Navigation Menu
The navigation menu is found on the left side of every page in FusionInvoice. It is the way that ...
Most Recently Used List
The Most Recently Used (MRU) is located below the navigation menu on every page within FusionInvo...
Recent Client Activity Widget
The Recent Client Activity widget allows you to quickly see activity from your clients, such as w...
Task List Widget
The task list widget allows you to all tasks that are assigned to you in one place. It is a perso...
Changing the Dashboard Layout and Widgets
You can turn widgets on/off in System>Configuration>Dashboards>Select to change either the System...
KPI Cards
KPI Cards allow you to have an overall financial status of your company at a glance. They can be ...
Users
Creating a New User
Users can be created by going to the System menu, clicking "User Accounts", then clicking on the ...
Types of Users
FusionInvoice offers the following user types: Admin - This user has all rights. Standard Use...
Permissions
FusionInvoice offers a full-featured permissions system. You can grant each standard user specifi...
User Profiles
You can change some user settings by clicking on the user's icon in the upper left of any FusionI...
System User
The System User is the default user assigned as the creator of automated or background actions pe...
Navigation and Search
Search
The search bar is located at the top of the Clients, Invoices, Quotes, Recurring Invoices, Paymen...
Tags
Tags are a way of segmenting your clients. You can add tags to a client record on the client reco...
Filtering
The filter options are located at the top of the Clients, Invoices, Quotes, Recurring Invoices, P...
System
System Settings
The System Settings section provides global configuration options that influence how FusionInvoic...
Dashboard Options
Go to System>Configuration>Dashboards>Select to change either the System Default Dashboard or a S...
Payment Terms
Payment Terms define the conditions under which your customers must settle their invoices or quot...
Company Profiles
Go to Settings>Configuration>Company Profiles You are able to create different company profiles...
Payment Methods
Payment Methods can be found by going to System Settings>Configuration>Payment Methods. This is...
Tax Rates
Tax Rates allow you to define and manage the percentage values used to calculate taxes on invoice...
Item Lookups and Categories
Item Lookups To access where to add item lookups go to System Settings>Configuration>Item Looku...
Expense Vendors and Categories
Expense Vendors To learn more about expenses, click here. ' To enter expense vendors go to Sys...
Currencies
You can add different currencies that your company works with in the Currencies located by going ...
User Accounts
Creating a New User Users can be created by going to the System menu, clicking "User Accounts", ...
Custom Fields
How do I create a custom field? Click System Settings> Customizations > Custom Fields Press ...
Utilities and Logs
Importing Data Install FusionInvoice. Ensure you have the latest version. Create CSV file ...
Importing Data
Exchange Rates
Add-Ons
Client Center
Reports
Client Statement
The Client Statement is found on the left of your FusionInvoice Screen under the Reports tab. ...
Expense List
The Expense List is found on the left of your FusionInvoice Screen under the Reports tab. T...
Item Sales
The Item Sales is found on the left of your FusionInvoice Screen under the Reports tab. The...
Payments Collected
The Payments Collected is found on the left of your FusionInvoice Screen under the Reports tab. ...
Profit and Loss
The Profit and Loss is found on the left of your FusionInvoice Screen under the Reports tab. ...
Revenue by Client
The Revenue by Client is found on the left of your FusionInvoice Screen under the Reports tab. ...
Tax Report
The Tax Report is found on the left of your FusionInvoice Screen under the Reports tab. The...
Subscription List
The Subscription List is found on the left of your FusionInvoice Screen under the Reports tab. ...
Invoices by Client
The Invoices by Client is found on the left of your FusionInvoice Screen under the Reports tab. ...
Credits and Pre-Payments
The Credits and Pre-Payments is found on the left of your FusionInvoice Screen under the Reports ...
Moving your Installation
Development and Customization
Custom Fields
Go to System Settings>Customizations>Custom Fields. Select New to create a new custom field. ...
Invoice and Quotes Templates
How do I customize my invoice or quote templates? FusionInvoice comes with a copy of the default...
Ad hoc Email Templates
Ad Hoc Email Templates are customizable, pre-written email messages—or "canned emails"—that you c...
The FusionInvoice API
The FusionInvoice API allows you to programmatically manage clients, invoices, quotes, payments, ...
System Email Templates
What are Email Templates?Email Templates allow you to customize the content of emails sent from F...
Frequently Asked Questions
Why does my license show an expiration date? I thought FusionInvoice was buy once, use forever?
You're right - it is, and it always will be! Renewing your support period is completely optional....
Why can't I change my invoice status to Paid?
The paid status is the only status you cannot manually change an invoice to. To change an invoice...
I forgot my password - how can I reset it?
Download the Reset Password utility. Unzip the contents. Upload the unzipped ResetPassword fo...
Why do the totals on my dashboard all show zero?
On your Dashboard you can select a date range by clicking the Select Date Range button on top of ...
Can FusionInvoice work with XYZ payment gateway?
FusionInvoice supports the Stripe, PayPal, and Mollie payment gateways. If you would like FusionI...
How can I remove index.php from my URL?
If you're using Apache, try these things in the order they're listed below: Verify that the .h...
How can I force my FusionInvoice installation to be served over https?
Version 2018-4 added an option to the General tab of System Settings which will force FusionInvoi...
How can I resolve the Row Size Too Large error?
In rare instances users have reported the following error when attempting to upgrade:"SQLSTATE[42...
What if I am using a reverse proxy?
This should be used with a load balancer terminates TLS / SSL certificates. This is often because...