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
Before you send a quote or invoice in Xagle, you add a client. A client is the customer or compan...
Client Types
Every client has a Client Type drop-down. It is a label that tells you where that customer is in ...
Lead Sources
A lead source answers a simple question: How did this customer find you? Think of it like a label...
Contacts
One client in Xagle can stand for a whole company. Under that company you can save contacts: real...
Localization Settings
Sometimes a customer uses a different money type (currency) or language than your usual defaults....
Parent and Child Accounts
Sometimes one company belongs to a bigger company. In Xagle you can tie them together. The main c...
Communication
The Communication tab on a client is where you see what your team and Xagle have recorded about t...
Notes
A note is a short message your team leaves on a client. It helps everyone remember calls, promise...
Client Settings
The Settings tab on a client holds the “rules” Xagle should follow for that customer. This is not...
Emailing a Client
You can write and send an email to a customer without leaving Xagle. The message can use saved te...
Quotes
Creating a Quote
A quote is a price you offer a customer before they say yes. You pick the client, add line items,...
Sending a Quote
Open the quote you want to send. At the top, open the Actions menu (not Other). Click Email. Imp...
Converting a Quote Into an Invoice
When the customer is ready, you can turn a quote into an invoice. That copies the lines and total...
Copying a Quote
Copying makes a new quote with the same lines and amounts. Use it when you want to repeat a simil...
Attaching Files to a Quote
You can add files to a quote so your team has specs, photos, or contracts in one place. Examples ...
Invoices
Creating an Invoice
An invoice is the bill you send a customer. You can also start a credit memo or refund from the s...
The Invoices List Screen
The Invoices list is what you see after you click Invoices in the left menu. It shows your invoic...
Emailing an Invoice
Open the invoice you want to send. At the top, open the Actions menu and choose Email. (There is ...
Entering a Payment
Related: The same payment form can be opened from the Invoices list or with slightly different la...
Copying an Invoice
Copy Invoice On the invoice edit screen, open the Other menu and choose Make a Copy. Line items...
Attaching Files to an Invoice
On the invoice edit screen, open the Attachments tab. Use the control there to add a file (your a...
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?
In Xagle, Subscriptions are recurring schedules that create invoices for you on a repeating patte...
Creating a Subscription
Click Subscriptions in the left menu, then use New (or the plus next to the menu) to open Create ...
Copying a Subscription
Open Subscriptions in the left menu. On the row for the subscription, open the actions menu and c...
Payments
Entering a Payment
Related: For entering a payment while you are already inside an invoice (with notes on credit mem...
Enabling Online Payments
When online payments are enabled and configured, clients can pay from the invoice Public Link usi...
Getting Your PayPal REST API keys
Xagle uses PayPal’s REST API (not the legacy NVP/SOAP integration). You need a Client ID and Secr...
How Do Clients Pay Their Invoice Online?
After you enable gateways under System Settings → Online Payments → Online Payment Processors, cl...
Credit Memos and Pre-Payments
Credit Memos and Pre-Payments are document types you choose when you create a new invoice (alongs...
Expenses
Entering an Expense
Open Expenses in the sidebar (under Payments). Stay on the Expenses tab and click New. Set Exp...
Billing an Expense to the Client
On Expenses, find a billable expense that is not yet billed. Open the row Options menu and choose...
Copying an Expense
From the expense list, open the row Options menu and choose Make a Copy. When editing an expense,...
How to See Your Profit and Loss
In the sidebar, open Reports, then choose Profit and Loss. Use the Options card to pick a Compan...
Dashboard
What is the Dashboard?
The dashboard is your Xagle home page. It shows key information and widgets you can arrange. Turn...
Navigation Menu
The navigation menu is on the left on every page. Use it to open the main areas of Xagle: clients...
Most Recently Used List
The Most Recently Used (MRU) list appears below the navigation menu on every page. It keeps your ...
Recent Client Activity Widget
The Recent Client Activity widget shows activity from your clients, such as when they view a quot...
Task List Widget
The Task List widget shows all tasks assigned to you in one place. It works like a personal to-do...
Changing the Dashboard Layout and Widgets
Turn widgets on or off under gear → System Settings → System Default Dashboard. If your site uses...
KPI Cards
KPI Cards summarize key financial activity at a glance. Enable them under gear → System Settings ...
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
Xagle offers the following user types: Admin - This user has all rights. Standard User - thes...
Permissions
Xagle offers a full-featured permissions system. You can grant each standard user specific rights...
User Profiles
You can change some user settings by clicking on the user's icon in the upper left of any Xagle s...
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 Xagle behave...
Dashboard Options
Open gear → System Settings, then configure System Default Dashboard or User Specific Dashboards....
Payment Terms
Payment Terms define the conditions under which your customers must settle their invoices or quot...
Company Profiles
Open gear → Configuration → Company Profiles. You are able to create different company profiles ...
Payment Methods
The Accepted Payment Methods list is under the top bar gear menu: Configuration → Accepted Paymen...
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 manage item lookups, open gear → Configuration → Item Lookups. This is where ...
Expense Vendors and Categories
Expense Vendors To learn more about expenses, see the Expenses chapter. Open Vendors in the le...
Currencies
You can add currencies under gear → Configuration → Currencies. Here the list currencies you us...
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 Ne...
Utilities and Logs
Importing Data Install Xagle. Ensure you have the latest version. Create CSV file using the ...
Document Number Schemes
Document number schemes Document number schemes control how Xagle generates the next number for ...
Importing Data
Exchange Rates
Add-Ons
Client Center
Reports
Client Statement
The Client Statement is found on the left of your Xagle Screen under the Reports tab. The C...
Expense List
The Expense List is found on the left of your Xagle Screen under the Reports tab. The Expen...
Item Sales
The Item Sales is found on the left of your Xagle Screen under the Reports tab. The Item Sa...
Payments Collected
Open Reports in the left sidebar, then choose Payments Collected. The Payments Collected rep...
Profit and Loss
The Profit and Loss is found on the left of your Xagle Screen under the Reports tab. The Pr...
Revenue by Client
The Revenue by Client is found on the left of your Xagle Screen under the Reports tab. The ...
Tax Report
The Tax Report is found on the left of your Xagle Screen under the Reports tab. The Tax Rep...
Subscription List
The Subscription List is found on the left of your Xagle Screen under the Reports tab. The ...
Invoices by Client
The Invoices by Client is found on the left of your Xagle Screen under the Reports tab. The...
Credits and Pre-Payments
Report vs document: This page is the report under Reports. To learn how credit memos and pre-paym...
Moving your Installation
Development and Customization
Custom Fields
Custom fields on invoices and quotes (templates) For creating custom fields, field types, tabs, ...
Invoice and Quotes Templates
How do I customize my invoice or quote templates? Xagle comes with a copy of the default templat...
Ad hoc Email Templates
Ad Hoc Email Templates are customizable, pre-written email messages—or "canned emails"—that you c...
The Xagle API
The Xagle API allows you to programmatically manage clients, invoices, quotes, payments, and rela...
System Email Templates
What are Email Templates?Email Templates allow you to customize the content of emails sent from X...
Frequently Asked Questions
Why does my license show an expiration date? I thought Xagle 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 Xagle work with XYZ payment gateway?
Xagle includes built-in support for Stripe, PayPal, and Mollie as online payment gateways (config...
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 Xagle installation to be served over https?
Version 2018-4 added an option to the General tab of System Settings which will force Xagle to be...
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...
Release Notes
License
Shipping
Project Statuses
Project statuses Project statuses are labels your team uses to track where work stands (for exam...
Expense Payment Methods
Expense payment methods Expense payment methods describe how a bill was paid in the expense work...
Item Master
Calendar, Tasks, and Collaboration
Calendar
Calendar The Calendar in Xagle is where you view and manage appointments and events. Open it fro...
Tasks
Tasks The Tasks area in the left sidebar is where you create and manage tasks—follow-ups tied to...
Conversations
Conversations Conversations is available when your plan includes the Conversations add-on and an...
Notifications
Notifications The bell icon in the top bar opens your notifications. Xagle uses it to surface re...