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Copying an Invoice
Copy Invoice On the invoice edit screen, open the Other menu and choose Make a Copy. Line items and amounts copy into a new draft so you can change them before you send anything. Change the client if the new invoice is for a different customer. Check the i...
Attaching Files to an Invoice
On the invoice edit screen, open the Attachments tab. Use the control there to add a file (your administrator controls who can view attachments). For each file you can set client visibility. That controls whether the customer can open the file from the public...
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 code on a printed invoice and go directly to the public invoice URL to view and pay it. This option can be turned on or off with a setting in System>Configuration>Sy...
How Do Subscriptions Work?
In Xagle, Subscriptions are recurring schedules that create invoices for you on a repeating pattern (for example every month). They work like invoice templates: you do not email the subscription itself to the client. Xagle generates normal invoices from the sc...
Creating a Subscription
Click Subscriptions in the left menu, then use New (or the plus next to the menu) to open Create Subscription. The first screen is a modal. You choose the client, payment terms, start date, how often the subscription runs, and an optional stop date. You also...
Copying a Subscription
Open Subscriptions in the left menu. On the row for the subscription, open the actions menu and choose Make a Copy. A dialog asks for client, company profile, payment terms, next date, frequency, and optional stop date. This action starts from the subscriptio...
Entering a Payment
Related: For entering a payment while you are already inside an invoice (with notes on credit memos and pre-payments), see Entering a Payment. Payments you record manually (not through the client's online payment link) can be applied to an invoice from the In...
Enabling Online Payments
When online payments are enabled and configured, clients can pay from the invoice Public Link using your chosen payment processor. To configure online payments, click the gear icon (top right) → Configuration → System Settings. In the left sidebar, choose Onl...
Getting Your PayPal REST API keys
Xagle uses PayPal’s REST API (not the legacy NVP/SOAP integration). You need a Client ID and Secret from the PayPal Developer portal. Log in to the PayPal Developer portal with your PayPal account. Open Apps & Credentials (wording may vary slightly in the ...
How Do Clients Pay Their Invoice Online?
After you enable gateways under System Settings → Online Payments → Online Payment Processors, clients can pay using the invoice Public Link. When you email an invoice, the message can include a link to the online invoice. On that page, your client sees Pay w...
Credit Memos and Pre-Payments
Credit Memos and Pre-Payments are document types you choose when you create a new invoice (alongside a standard invoice). Credit Memos reduce what a client owes or document a return or adjustment, depending on how your team uses them. Pre-Payments record mon...
Entering an Expense
Open Expenses in the sidebar (under Payments). Stay on the Expenses tab and click New. Set Expense Type, Company Profile, and Date as needed for the transaction. Choose Category and Vendor (required). Select existing entries or type to add new ones. Enter...
Billing an Expense to the Client
On Expenses, find a billable expense that is not yet billed. Open the row Options menu and choose Bill This Expense. In the modal, choose Existing Invoice and select an open invoice, or choose New Invoice to create a draft invoice for the client. Enter Ite...
Copying an Expense
From the expense list, open the row Options menu and choose Make a Copy. When editing an expense, use the Other menu (top right) and choose Make a Copy. A new expense opens with the same details so you can change amounts, dates, or descriptions before saving....
How to See Your Profit and Loss
In the sidebar, open Reports, then choose Profit and Loss. Use the Options card to pick a Company Profile (if you use more than one), a Revenue Model, and a Date Range. Run the report as HTML preview, print, PDF, or CSV depending on the buttons shown.
Creating a New User
Users can be created by going to the System menu, clicking "User Accounts", then clicking on the "New" button. There are two types of users you can create. You can also disable a user account by switching the status button on the list of users. Note: The Sys...
Types of Users
Xagle offers the following user types: Admin - This user has all rights. Standard User - these users can be assigned access to specific portions of all major modules and reports through the permissions system. Client - These users do not have access to th...
Permissions
Xagle offers a full-featured permissions system. You can grant each standard user specific rights to view, create, and/or delete on every module and every report. To edit a user's permissions: Open gear → Configuration → User Accounts. Locate the Options ...
Importing Files
Importing Data The Xagle Import Tool will allow you to easily import data from another software (or an older version of Xagle). How to Use the Import Tool Create CSV file using the template file found on the relevant page of the importer and the the dat...
File Requirements and Templates
CSV file requirements and templates Use this page as a quick checklist before you import. For full column lists (required and optional fields for each record type), open Importing Files. For the import steps themselves, see Utilities and Logs (Import Data). ...