Getting started
Discover the home screen
The first page after sign-in: it opens with “To do” (today's actions, on-site visits, this month's figures), then sums up your activity with key metrics and highlights what needs your attention.
Check your key metrics
The “To do” block opens the page: overdue invoices and unanswered quotes to follow up, quotes to invoice, snags to clear, documents to sign, reminders and messages to handle. Each line has a single button, and “Later” sets it aside.
Deal with priorities
Next to it, “Today” lists the day's appointments, with their times and the progress of their steps, and “This month” shows what has been collected and invoiced. One click opens the item.
Getting started
Find your way around the app
The home page leads with what needs doing today, menus are grouped by theme and a search box finds any setting.
Start with “To do”
At the top of the home page, the “To do” block ranks the day’s actions: overdue invoices, still-valid quotes with no reply or reminder for 7 days, balances to invoice after a signed handover, reservations to clear, reminders and messages to handle. Each line opens the item. Next to it, “On site” lists today’s visits and “This month” sums up your figures.
Find every screen in a short menu
The menu has eight entries: Home, Messages, Quotes & invoices, Jobs, Contacts, Money, Assistant and Settings. The open section unfolds its sub-entries: quotes, invoices, payments received and received documents under “Quotes & invoices”; calendar and maintenance under “Jobs”; letters under “Contacts”; expenses, bank and taxes under “Money”. The catalogue, the shopping list and the invoices to process open from the screen that uses them; the command palette (Ctrl+K) finds everything.
Search settings by name
Settings are grouped in five: four for every day — My company, My quotes and invoices, Mail and calendar, My account — and “Advanced settings” (members, roles, automations, e-invoicing, referral). “Search settings” sits on the right: type “iban”, “logo” or “reminders” and the app offers the page and the exact setting. On the phone, tap the magnifying glass.
Choose a Simple or Full profile
“How do you want to work?” is offered once at the top of the home page. Simple keeps the essentials — quotes, invoices, jobs, email — and tucks advanced settings away; Full shows everything: progress invoices, retention, margin, cash flow, bank reconciliation, roles. Nothing is deleted: a tucked setting comes back as soon as a quote uses it, and the palette always opens a tucked screen. Each member picks their own, and it can be changed in Settings › My account › Preferences.
Five tabs on the phone
The mobile app has six tabs: Home, Voice, Inbox, Jobs, Quotes and More. Voice opens the assistant by voice, one tap from every screen, when your plan includes it. Jobs and Quotes open on sections (calendar and maintenance; invoices, received documents and materials). The “+” of the top bar, on every screen, opens the “Create” sheet: new quote, new expense, new contact, new job, new appointment, new message, and the import of the phone’s contacts. On a second-level page, the back arrow (“‹ Jobs”) takes the place of the logo in that bar. More groups the rest by theme — Money, Address book, Account — with your identity, the app version and sign-out.
Find the essentials on the phone’s home page
The phone’s home page starts with your first steps — usage profile, company profile to complete, “Getting started” — then “To do”, the day’s summary and the calendar.
Getting started
Set up your company
Your company profile feeds every quote and every invoice. As long as a mandatory item is missing, the app tells you which one and issues nothing.
Complete your company's identity
At first sign-in, a three-step wizard (identity, contact details, confirmation) sets the minimum, VAT regime and VAT number included if you know them. Then open Settings › My company › Company (on mobile: Settings › My company › Company profile) to complete the profile: name, legal form, address, contact details, logo. Only the Owner and Admins can edit it.
Enter your registration and VAT regime
The “Registration & VAT” section holds the SIRET, the VAT regime, the VAT number and, depending on your legal form, the registration number and share capital. These are the items checked on issue, along with at least one means of contact (email or phone). If one is missing, the fields concerned turn red on the quote, with a link that opens the right section of the profile directly, on desktop as on mobile.
Getting started
Connect your mailbox
Your mailboxes are the source of everything: once connected, messages land in the app's single inbox.
Pick your provider
In Settings › Mail and calendar › Mailboxes, choose “Connect Gmail”, “Connect Outlook” or “Other (IMAP)” for any other mail service (covered in the next tutorial). For Gmail and Outlook, you grant access at the provider itself: Claudiassist never sees your password.
Choose who sees the mailbox's messages
Under each mailbox, “Messages visible to” shows who reads it. The owner or an administrator can keep it to some roles or some people on the team. The person who connected it always sees it, and personal messages stay theirs alone. Administrators always see every mailbox here, so they can manage them.
Getting started
Connect a mail service over IMAP with an app password
For a mail service other than Gmail or Outlook, Claudiassist connects over IMAP with an app password: a dedicated password, created at your provider, that you can revoke at any time without touching your usual password.
Create an app password at your provider
In your mail service's customer area or security settings, look for “app passwords” (or “application passwords”), create one, name it “Claudiassist” and copy it: many providers only show it once. It is mandatory with Orange; with Gmail, you first need to turn on 2-Step Verification for the Google account, and a Google Workspace account may not offer this option depending on how its administrator has configured it (then use “Connect Gmail”). With Free, SFR, La Poste and OVH, Claudiassist does not require one; if your provider offers one, prefer it.
Open “Other (IMAP)” and choose your provider
In Settings › Mail and calendar › Mailboxes, click “Other (IMAP)”. Choose Orange, Free, SFR, La Poste, OVH or Gmail: servers and ports fill in on their own, and a reminder tells you when an app password is needed. If you enter your address first, the provider is recognised from its domain. For a company address with another host, choose “Other / company address”.
Enter the address and the app password
Enter your email address, a display name if you wish, your username (most often the full address) and paste the app password in place of your usual password. “Connect mailbox” saves it: the password is stored encrypted and never shown again.
Company address: enter the servers
With “Other / company address”, you enter the servers yourself: those of your email host, given in its help pages or in a mail client's settings. Use port 993 for IMAP (receiving) and port 465 for SMTP (sending your replies from this mailbox): Claudiassist connects over direct TLS.
Check that the mailbox is active
The mailbox appears in the list with its status. If the provider rejects the credentials, the status changes to “Error” with “Sign-in rejected”: click “Reconnect” and enter the app password again. “Server unreachable” prompts you to check the server address and port, with “Fix settings”. Once the mailbox is active, its messages arrive in the inbox.
Getting started
After connecting a mailbox: handle everything in one go
When you connect a Gmail or Outlook mailbox, Claudiassist retrieves your last days of email ( days for another provider, 500 messages at most). The assistant sorts them and spots contacts, documents to sign and suggestions, without drafting replies or notifying you about these older messages. Once the import is finished, a summary lets you handle everything in a few actions rather than thread by thread.
Follow the import
In Settings › Mail and calendar › Mailboxes, the mailbox shows “Importing history…”, then “Imported on …”. The import runs in the background: you can close the app. A single notification tells you when it is finished and the assistant is done sorting. These older messages do not use your plan's AI credits.
Open the import summary
The Messages page shows, at the top, the imported mailbox's summary: unread threads, spotted contacts, documents to sign, other suggestions, unsorted threads, old threads to archive and threads to follow up. Each line opens the screen that handles it in one go. “Close” removes the summary once you are done.
Mark everything as read
In Messages, tick a thread: the bar that appears offers “Mark all as read”, which applies to the threads shown by the current filter: filter on the imported mailbox or on “Unread” to target exactly. The confirmation gives the number of threads, and the action can be undone for a few seconds. For a Gmail or Outlook mailbox you own, the messages are also marked as read in your email account. You can also tick threads, or “Select all”, to mark them read or unread, archive them or sort them as Business or Personal.
Import spotted contacts in one go
“Contacts spotted in your emails” (top of Messages, or “From your emails” in Contacts) gathers the people the assistant suggests adding, one line per person even if they appear in several threads. Correct the name, email or phone, choose the role (customer, supplier, other) and add tags, including a new one created on the fly. Tick the lines you want (“Select all”, the same button then reading “Deselect all”), then “Import” or “Dismiss”. Only people with an email or a phone number are suggested. A person who already has a record (same email or same SIRET) is linked to it instead of being duplicated, and their threads are attached to it. Lines marked “To check” (a phone number shared by several people) stay unticked: nothing is created without your consent.
Archive the old, follow up what is waiting
“Old threads and threads to follow up” lists, under “To archive”, threads with no activity for more than 30 days and nothing pending: no suggestion, draft, document to sign or ongoing job, and no sent quote or unpaid invoice for the contact. Untick the ones you keep and archive the rest; they remain available with the “Archived” status and come back to the inbox if the customer writes again. The “To follow up” section shows threads where your last message has been waiting for a reply for 7 to 90 days: this action never archives them, open them to follow up.
Sort threads as Business or Personal
“Unsorted threads” groups the threads the assistant has not sorted, by sending company or, for a consumer email service such as Gmail or Orange, by address. “All as Business” or “All as Personal” sorts a sender at once; you can also tick threads one by one. Only the mailbox owner sorts their threads, and a personal thread stays visible to them alone.
From your phone
On mobile, the summary appears at the top of the Inbox tab and each line opens the same screen, full screen. “Mark all as read” is in the message list menu, and “Select all” in the selection bar.
Getting started
Bring over your documents from other software
Leaving another quoting and invoicing tool? Instead of retyping everything, drop your quotes, invoices, credit notes and payments received: Claudiassist reads the files, you review the result, then you confirm. Nothing reaches your records before that step. The import is done on a computer (not on mobile), it is reserved for the owner and administrators, from the Solo plan upward, and it is not included in the free trial. Claudiassist reads the files you give it: it does not claim to be compatible with any particular software. Keep your original PDFs and exports before cancelling the old subscription.
Open an import
On the home screen, the “To do” line about your previous software leads to the import (“Later” sets it aside for a month); it also stays available in Settings, under the “Import” tab. “Start an import” opens a draft, one at a time; the name of your previous software is optional and only there for your own reference, and the “Prefix for imported numbers” can stay empty to keep numbers as your customers received them. Nothing forces you to choose your start date with Claudiassist right away: until you do, you are trying Claudiassist alongside your previous software, and your imported invoices and payments stay on hold (see “Switch to claudiassist”). Your customers and your services catalogue are imported from their own screen: the import screen leads there with “import contacts” and “import the catalogue”.
Drop a register (CSV)
A register is the file your previous tool can export, or cells copied from a spreadsheet: one row per quote, invoice, credit note or payment received. In “Drop a register (CSV)”, say what the file contains (“Invoices”, “Quotes”, “Credit notes” or “Payments received”), then choose it or paste your cells. Claudiassist recognises the columns from their titles and lets you correct each match (number, issue date, customer, totals excl. VAT, VAT, incl. VAT…). It tells you what is still missing, then reports the rows read and the rows set aside, with the reason: an unreadable row is set aside, never guessed. The file is read on your device and is not kept; “Send N rows” adds them to the draft. One file at a time.
Drop your PDFs and electronic invoices
“Drop documents (PDF or XML)” takes up to 25 files at a time, 10 MB at most each. An XML electronic invoice (Factur-X, UBL or CII) is read without artificial intelligence. A PDF is first read by a layout Claudiassist already knows, without AI; otherwise it can only be read by AI with your consent, given in the “Artificial intelligence analysis” box. What is sent: the content of the document, which may include your customers' names, addresses and amounts, goes to an AI provider that is a processor of Claudiassist (Amazon Web Services Bedrock or Mistral AI, hosted in the European Union), solely to extract the amounts and lines; only the descriptions of the lines read, with no customer or amount, are also sent to group your usual services (see “Fill your catalogue”). What is masked: bank account numbers (IBAN) in the text of a document are replaced before sending; a scanned document is sent as is, bank details included if they appear on it. What is kept: after review by the team, only the layout of the document — never its content, nor the name of your company or of your customers — joins a shared registry used to recognise documents from the same software faster for other customers. Without consent, these PDFs stay “To fix”. You can withdraw your consent at any time with “Withdraw my consent”: no further document is sent. “Read failed documents again” restarts a reading that failed.
Review before confirming
The “Review” lists every document read with its nature (quote, invoice, credit note, payment), number, date, customer, total and status: “Waiting to be read”, “Being read”, “Ready”, “To fix”, “Set aside” or “Imported”. The “Show” filter isolates one status, “Show more” loads the rest. Warnings are written as sentences: number already in Claudiassist or present twice in the import (the document is then set aside automatically; another prefix lets you restore it — this is also what prevents importing the same document twice), total different from the sum of the lines, customer not identified, no lines read (the document is imported with its totals only). As long as your start date is not chosen, an invoice or payment is “Waiting for your start date”: neither archived nor counted for now. Once the date is chosen, what precedes it is “archived, outside the annual file”: kept and available to consult, but outside the annual file, reminders and bank reconciliation. A “To fix” document says why: unreadable file, consent required, VAT rate other than 0, 5.5, 10 or 20%, currency other than the euro, or issuer not recognised — neither the SIRET, the VAT number nor the issuer name match your company; check your profile then “Read again”, and add an invoice received from a supplier to your expenses instead. A document issued under another SIREN than the one in your profile names it: if it is actually your current company, correct your profile then “Read again”; if it is your previous company (sole proprietorship turned company, takeover), “Include” imports it — or all documents of that SIREN — once you have certified your link with that SIREN: archived and viewable, without a customer record, outside your accounts and your numbering, its payments being tracked outside Claudiassist. “Set aside” puts a document aside, “Restore” brings it back; “Read again” restarts a failed reading. Limit: a document's row does not show its full detail (lines, customer address); compare with your original if in doubt.
Fill your catalogue
The lines of your old quotes and invoices say what you sell, and at what price. As soon as a document read carries some, the “Services from your old documents” card appears on the import screen and in the catalogue (Quotes, “Catalogue”); “See the services” opens the review. Each service is suggested at the price excl. VAT of its most recent sale, with its VAT rate (to check: a reduced rate depends on the job), the prices seen, the number of documents and customers and the date of the last sale. Everything is ticked: untick what you no longer do, click a description to correct it, filter (“Often invoiced”, “Only once”) or search, then “Add N to the catalogue”. An unticked service is no longer suggested. Never suggested: a discount, a progress-billing line, a line naming a customer or carrying an amount, a service already in the catalogue. With your consent to artificial intelligence analysis, as long as no document of the import has been confirmed, the different spellings of the same service (“Repl. sink mixer tap”, “Mixer tap replacement”) are grouped — check the description kept; two descriptions whose numbers differ (200 L tank, 270 L tank) stay separate. Without consent, only identical spellings are grouped. Nothing enters the catalogue before “Add”.
Confirm: it is final
“Confirm N documents” saves the ready documents, in batches of 100, with a progress bar; a confirmation window recalls what this implies, and “Confirm the import” is irreversible (as long as nothing is confirmed, “Abandon this import” deletes the draft without touching your records). It needs a complete legal profile for the company. A document that fails does not block the others: it becomes “To fix” with its reason. What happens to each document: an imported quote or invoice keeps its original number (preceded by the prefix you chose) and its amounts, a credit note is attached to its invoice, a payment is attached to its invoice; customers become contact records. Invoices and payments are filed according to your start date, or stay on hold until it is chosen. The original is the reference: Claudiassist generates no electronic invoice and no new PDF, transmits nothing, and neither sends nor chases an imported document — to send it again, send the original file yourself. Deposit invoices, progress invoices and retention are imported as plain invoices, as read; only the full credit note of an invoice is imported (a partial credit note stays “To fix”). You can import new documents later, as many times as needed.
Switch to claudiassist
On the day you invoice with Claudiassist rather than your previous software, “Switch to claudiassist” (the “Start date with claudiassist” card on the import screen, or the “To do” line about still invoicing with your previous software, on the home screen) has you choose your start date — suggested on the first day of your filing month or quarter (VAT or URSSAF); any past date remains possible, with a warning if it splits a filing period or goes back into a year already filed — and the last quote, invoice and credit note number of the year in your previous software: Claudiassist suggests them from your imported documents, to be checked, and shows the next number. If your start date is later than January 1, you can also enter the revenue excluding tax actually collected in your previous software since January 1, by this company only: it completes this year's thresholds (micro-enterprise, VAT franchise), and Accounting shows your revenue with and without it. A confirmation recalls that this choice is final: imported invoices and payments dated before the date are archived, those from it onwards count in your annual file, and your next quotes, invoices and credit notes continue from your last numbers. Until you have switched, Claudiassist does not issue invoices: the first issue first offers to choose your start date, and the annual file shows itself as incomplete.
Messages and customers
Handle your messages
All your customer conversations in one inbox, sorted by the assistant. Nothing is sent to a customer without your approval.
Browse the inbox
Mail conversations are gathered in a single list: unread messages first, from most to least urgent, then read messages, newest first — or by date only, with “Sort by”. Filter on unread messages, by type, priority or status, or search for a word, to find a conversation; your filters are remembered from one visit to the next. The time your mailboxes were last checked shows next to “Refresh”.
Open a conversation
The thread appears with its messages. At the top you set the priority, the job the conversation belongs to and the contact concerned; the reply field is below.
Approve, edit or reject a draft
When a message calls for a reply, the assistant prepares a draft. You read it, edit it if needed, then “Approve and send”: the message only goes out at that point.
Accept or ignore suggestions
The assistant may also suggest creating a contact, a job, a quote or an appointment from a message. Nothing is created until you click “Accept”.
Messages and customers
Sign a document received by email
A customer, a main contractor or a supplier sends you a contract, a purchase order or a handover report to sign and return? No more printing and scanning: the assistant spots the request when the email arrives, you sign in one click with your saved signature, and you send the signed document back with a second click. Nothing is signed or sent without you.
Spot the documents to sign
When an email asks you to sign and return the attached PDF, a “Documents to sign” card appears below the thread's messages, with the document title and where your signature will go (under “The subcontractor”, “The company”… or, failing that, at the bottom of the last page). If the assistant missed it, the “To sign” button on a PDF attachment adds it. A document to be signed on a platform (DocuSign, Yousign…) is shown as “To sign online”: open the link in the email, then “Done”.
Sign in one click
“Sign” adds your signature, your name and job title, “Fait à …, le …” (“Done at …, on …”) and, if the document asks for them, the “Lu et approuvé” (“read and approved”) or “Bon pour accord” (“approved for agreement”) notes and your initials; the company stamp is added if one is saved (untick the box if needed). “View the signed document” opens it so you can check it. If no spot was found, choose the page and position, then “Sign again”. A password-protected PDF or one already signed electronically is left untouched: the card says so.
Send it back signed
The reply to the sender is already written, with the signed document attached: review or edit the text, then “Send the reply”. It goes from your mailbox, in the same thread, like a reply you wrote yourself. Signing and returning a document commits the company: by default only the owner and administrators can do it, and the “Sign received documents” permission is given to a role in Settings › Roles.
Find them on the home screen
On the home screen, on the computer as on mobile, a “To do” line counts the documents waiting for your signature or your reply and names their senders: “Sign” opens the thread (your messages when there are several). A notification also tells you when a document to sign arrives.
From your phone
On mobile, the same card appears at the bottom of the thread (Messages, then the thread): sign, review the signed document and send the reply, without going back to the computer.
Or ask the assistant
Say “I received a contract from Bâti Rénov', I want to sign it”: the assistant reads you the document and the reply it will send, then signs and sends it after your “yes”. “Do I have any documents to sign?” lists the ones waiting; answer “the first two” or “all of them” and it prepares the signature and a reply for each sender (up to five documents at once), which you confirm in one word. When the signature spot was not found, the document has other fields to fill in or its sender could not be verified, it asks you to check and sign it in the thread.
Save your signature first
The signature used is the one you saved in “My signature” (Settings, or More › Settings on mobile), the same as for your letters and certificates: drawn on screen or photographed on paper, only you can use it. Without it, the card and the assistant take you straight there. It is an image of your signature, with the date and the document fingerprints kept as proof: not an advanced or qualified electronic signature.
Messages and customers
Managing your contacts and customers
Each contact is a single record, found again by your messages, quotes, invoices and jobs. Its role (“Customer”, “Supplier”) tells what it is for.
Find or create a contact
The Contacts page lists your contacts, with a search on name, email and phone and a filter by role and by tag (“Customer”, “Supplier” or your own). “New contact”, at the top right next to the title (the command palette, Ctrl+K, opens the same window), opens quick entry: the record's role (customer, supplier or other), a name (required), an email, a phone number and an address. To avoid retyping, “Read a business card” (a photo of the card, read on your device) or “Paste text” (email signature, message) fills these fields, to review before creating; the company search (SIRET, SIREN or name) fills in the name, the address and the SIRET. “Import contacts” brings over a file or a spreadsheet (see “Save typing time”), “Import from phone” your address book on mobile, and a contact is also created by accepting the assistant's suggestion from a message.
Open the record: the customer's history
The record holds the contact details (address, SIRET, VAT number, notes, tags) and, read-only, this customer's jobs, quotes, invoices and conversations. A conversation is attached to it when the sender's address is the contact's. “VAT-registered business customer” is a box you tick yourself: it is never inferred from the SIRET.
Merge duplicates
From the record you keep, “Merge a duplicate” lets you choose the record to absorb: its conversations, quotes, invoices, jobs and expenses move onto the kept record, which keeps its own values and fills in its empty fields. The absorbed record is deleted and the operation cannot be undone. Documents already issued keep the customer's identity as it was when they were issued.
Bring over the contacts from your phone
On mobile, tap the “+” of the top bar, then “Import contacts from your phone” (the same gesture is offered by “Import from phone” when the More › Address book › Contacts list is empty). The introduction says what is read and what is sent: the system asks for your permission, and nothing is sent before “Import” — only the name, company, phone number, email and address of the contacts you tick are sent then. All the contacts offered are ticked in advance: untick the ones you don't want to bring over, or tap “Deselect all” to tick only yours. Choose their role, customer, supplier or other, then “Import”. If some contacts are already in the app or share the number of an existing record, they are flagged (the former are removed from the selection): review the marked rows, then tap “Import” again. Only add contacts from your professional activity. You can withdraw the permission at any time in the phone's settings.
Spot the actions on the contact's sheet
On mobile, the header of a contact's sheet carries three icons: “Create a quote for this contact” starts a quote for them, “Edit this contact” opens the edit and “More actions” keeps the rest: “Write an email” (the contact's latest email thread, or a new message; greyed out while the sheet has no address, with “Add an email address” just under the header), merging a duplicate and deleting the contact.
Sort your contacts with tags
On mobile, a contact's sheet has a “Tags” section: tap it to open the sheet for setting tags. “Customer” and “Supplier” are built in; the company's tags are ticked with one tap, and “New tag” creates one on the fly, set on that contact right away. A contact carries 20 tags at most. Don't enter any sensitive data (health, disputes, opinions…).
Merge a duplicate from your phone
On a contact's sheet, a “Possible duplicate” banner flags a record that looks like it: the same phone number, otherwise the same email, otherwise the same name. “Review and merge” opens the merge screen; with no banner, “More” then “Merge with a duplicate” lets you search for the record by name. The screen shows the record kept and the record absorbed, then deleted; “Swap” exchanges them. The conversations, quotes, invoices, jobs and expenses of the absorbed record move onto the record you keep, and the operation cannot be undone. The app spots duplicates on a best-effort basis, so a duplicate may not be flagged. Reserved for members who manage jobs.
Delete a contact
“More” then “Delete contact” removes the record from your address book, after a confirmation; its conversations, quotes and invoices stay in the app. When the contact's jobs hold photos or documents, the app offers to remove them along with the contact — useful if they ask you to erase their data — or to keep them. Removing the files is permanent, including for a document that could prove a guarantee: read the choice carefully before confirming. Reserved for members who manage jobs.
Spot a business client in difficulty
For a client with a SIRET or a French VAT number, the app reads in the BODACC (the public legal notices) the latest insolvency proceedings published: safeguard, receivership or liquidation. They show on the client’s record, quotes and invoices, with the deadline to file your claim, and you are alerted when proceedings open. Information only, never a block. On the record, “Alert me if this customer goes into safeguard, receivership or liquidation” excludes this client from the reading.
Messages and customers
Write to a contact
Write a first message to a contact in your address book, without waiting for them to write to you. The message is an email: it goes to the address on the contact's sheet, from one of your connected mailboxes, and you send it yourself.
Choose the contact
In Inbox, “New message” (to the right of the search; the “+” of the top bar offers it too) lists the contacts in your address book who have an email address, with a search. On desktop, “New message” (+ icon) is in the header of the Inbox. A contact without an address stays greyed out, with “Add” to enter one. From a contact's sheet, “Write an email” (in “More actions”) opens the message directly, or the contact's latest email thread.
Choose the mailbox to send from
The recipient is fixed: the message goes to the email address on the contact's sheet, never to an address typed by hand. For the mailbox, the app suggests the one the contact last wrote to, or the one you last used to write to them. With no history, it asks which one will send the message. A mailbox that cannot send, for instance because its connection is broken, is flagged with the reason; reconnect it in Settings › Mail and calendar › Mailboxes.
Write and send
Fill in the subject, then the message: “Templates” inserts one of your team's message templates and “Attach a file” adds an attachment. “Send” sends the message from the chosen mailbox and creates the conversation in Inbox. Nothing goes out before that, and leaving the screen discards what you wrote, after a confirmation. This screen needs a connection.
Quotes and invoices
Make a quote
From draft to customer-accepted quote, without leaving the app.
Create a new quote
The Quotes page (Quotes & invoices menu) lists your quotes by status. First complete your company profile (Settings › My company › Company): this information appears on every quote, and as long as a mandatory item is missing the app tells you which one before sending. “New quote”, at the top right, offers three ways to start: “By speaking”, “By hand” or “From a document”. The ⋯ menu next to it holds the Catalog and the Shopping list. The tabs under the title (Quotes, Invoices, Payments received, Received documents) lead to the neighbouring screens.
Fill in the lines
Add your services and supplies: each line shows its description, quantity, unit and price; type “water heater 1 x 890” and the line fills in, reuse a line from your past quotes or from your service catalog (which you can also manage from the mobile app), or describe the quote in writing or by voice to get a draft to review. The VAT rate, kind, discount, section and option are set in the line's “More settings” panel (“Discount, VAT, type” on mobile): a section groups lines under a title, and the customer ticks, or not, an optional line when accepting. “Have it reviewed”, under “More actions”, asks the assistant to spot an omission or a quantity that doesn't add up. The terms (validity, payment, deposit, conclusion context) are suggested from your habits and folded below the lines (the Simple profile tucks away advanced fields, such as the retention, until the quote needs them). The draft saves itself. Totals excl. VAT, VAT and incl. VAT stay in view on the right, and “Send to client” issues and sends the quote in one gesture: if something is missing, the “Before sending” list says so first.
Set up your service catalog
In Quotes & invoices › Catalogue (or via the “Catalog” button in the header of the Quotes page), “New service” (top right) opens the card where you store your usual lines: description, unit, price excl. VAT, VAT and kind (goods or service); a search finds a service in the list. To get started, the “Your usual services” list offers, for your trade, services to add in one gesture. In the editor, “From catalog” pulls in a line, and the assistant uses it to price a dictated quote without ever guessing a price. The catalog is filled in by hand or from the lines of a validated supplier document, up to 1,000 services. The catalog also helps you keep your prices right: on a service's line, “Purchase” recalls the last price you paid your suppliers, read from your validated documents (only for those who can see purchase prices); the “prices over 6 months old to update” notice and its “Update” button offer to move those prices with the Insee building indices, with the rounding of your choice and a button to restore the old prices; finally, a benchmark shows the range of selling prices excl. VAT that other Claudiassist companies charge for the same type of service, from five companies up and never the price of a named company. The benchmark is indicative: it never replaces your price. The “Share my selling prices” setting (at the bottom of the catalog, owner and administrators) is on by default: your prices excl. VAT, rounded to the euro and without your name, feed these benchmarks; turning it off deletes your contributions and removes the other companies' benchmarks from your screen.
Set your usual terms
In Settings › My quotes and invoices › Quotes (owner and administrators), you set what the editor suggests up front on each new quote: validity period, payment terms, conclusion context and usual deposit. They are suggestions you review and change quote by quote, never applied automatically. Without a setting, the editor falls back on your last issued quote or the same customer's last quote.
Set your usual terms from your phone
On mobile, Settings › My quotes and invoices › “Usual quote terms” has the same four fields as the desktop: payment terms, validity period, usual conclusion context and usual deposit. A “What does this choice change?” help says what the conclusion context changes (withdrawal period, first payment) before you change it. As on a computer, these are suggestions that the quote editor shows and that you review quote by quote. Only the owner and administrators can save; other members can read.
Issue the quote
To freeze the quote without sending it, “More actions” offers “Issue without sending”: the quote gets its final number and its PDF, with the mandatory legal information, is available. You send it later.
Send the quote to your customer
“Send to client”, in the editor or on the row of an issued quote: the quote goes out from your connected mailbox, with its PDF and the acceptance link. “Copy the link”, in the quote's ⋮ menu, copies this link to paste elsewhere. On the Pro and Team plans, it can also go out from the computer by text message, to the mobile of the quote's contact: the text contains only the acceptance link. In the mobile app, the text goes out from your phone, on every plan. A quote with no customer record can go out too: a name and a mobile number (or an email address) are enough, and the record is created on sending. A quote created from a job takes that job's customer; if the job has other reachable contacts (the job's customer, contacts whose messages are linked to it), the app asks you to choose the recipient before sending: only the quote's contact gets the link to accept it, any other contact receives the quote for information. You can also copy that link and send it yourself. The customer views the quote and accepts it online; the quote then becomes “accepted” and you can invoice the deposit or the balance.
See what your customer sees
The acceptance link opens a dedicated page, with no account to create: your customer reads the quote again, with its lines, totals and terms, then accepts or declines it online. If the quote offers options, they tick the ones they take and the total updates; if their record has no address and they accept for themselves, the page asks for it (it will appear on the invoice). As soon as they accept, the quote moves to “Accepted” and you can invoice the deposit or the balance. The link is specific to this quote: only pass it on to the person concerned.
Quotes and invoices
Get quotes done faster
Lines cut down to the essentials, sections and options the client chooses, a review by the assistant and quotes built from a document: quote fast without losing precision.
Organise the quote in sections, with options
Group lines in titled sections: each shows its subtotal excluding VAT, in the editor, on the PDF and on the acceptance page. An “optional” line keeps its price, in brackets, outside the total: the client ticks the ones they keep when accepting (or you tick them from their agreement), and the totals become those of what they chose. Invoices and follow-up only count what was kept.
See only the essentials of each line
A line shows description, quantity, unit, price and total. VAT, nature (goods or service), percentage discount, section and option are set in “Line settings”, in its ⋯ menu. The VAT rate is chosen once for the quote: a badge flags the line that differs. The same menu duplicates it, computes a measurement, adds it to the catalog or removes it, and Enter on the price creates the next line. A global discount can also apply to the whole quote.
Let the assistant ask what is missing
A dictated quote that leaves out a quantity does not guess it: the assistant asks at most three questions, about quantities only, and never suggests a price. Answer by keyboard, by voice or with the line’s quantity calculator. “Skip” leaves the line at 1, flagged “Quantity to fill in” in the editor.
Have the quote reviewed before issuing it
“Have it reviewed” asks the assistant for at most five remarks: a usual service left out, a quantity that does not match another line. It sees neither your prices nor your client and changes nothing without you: each remark is followed in one gesture (“Add…”, “Correct…”) or ignored. On the phone, “Have the assistant review it” is in the editor's ⋮ menu and in the “Before sending” list.
Start from a document
In Quotes & invoices › Quotes, “From a document” (in the “New quote” menu, next to “By speaking” and “By hand”) turns a supplier quote or invoice already read, an old quote or a quantity table (CSV or pasted cells) into a draft client quote. Set a markup on the purchase price and, if needed, a time line: purchase prices stay visible to you alone. The client is then chosen in the editor.
Start with the services of your trade
An empty catalogue offers “Your usual services”: a starting list chosen from your company’s activity code, without prices. Tick the ones you provide, then fill in their prices; hourly services use your hourly rate.
Send a quote before creating the contact record
A quote can go out without a contact record: a name and a mobile number (or an email address) are enough, the record is created automatically and marked “Client to complete” in the computer's quote list. The client gives their address when accepting; you link the quote to a job whenever you like. On the phone, when you dictate a quote, the assistant finds the client in the phone’s address book and shows them to you, never linking them without you seeing it.
Quotes and invoices
Prepare the supplies order
The supplies of your accepted quotes, added up and grouped by supplier, ready to send.
Choose the quotes and lines
The Shopping list opens, on the computer, from the ⋯ menu of the Quotes page or from a job's sheet; on mobile, from the sheet of an accepted quote or of a job. It lists your latest accepted quotes: tick one or more, then the lines to order. The app adds up quantities by description and files each line under the supplier of the latest received document that carries it; “Change” picks another one.
Send each list to its supplier
Each list can be copied, shared or emailed from your own mail app, with the purchase total excluding VAT when prices are known. Nothing is saved or ordered by the app itself.
Quotes and invoices
Customize the look of your quotes and invoices
Choose the template, the color and a few texts that dress your quotes and invoices as PDFs. The presentation changes and your texts are added around the legal content: the legal information, the table and the totals stay the same, and nothing can be removed. This setting is reserved for the owner and administrators, on a computer.
Open Settings › My quotes and invoices › Appearance
In Settings › My documents, open “Appearance”. It only appears for the workspace owner and administrators. The setting is made once, from a computer (it does not exist in the mobile app), and applies to all your quotes and invoices.
Choose a template
Four templates are offered. “Classic” is plain: it is the original look. “Modern” adds a colored band at the top and a colored table header. “Minimal” is light, with a single rule under the table header. “Bold” sets the title large, with the table header and the “Total incl. VAT” line in solid color.
Choose the accent color
Eight shades are offered. “Default” adds no shade, which suits the Classic and Minimal templates. You can also enter a custom color in #rrggbb format. A shade too light to stay legible on the document is rejected, with a message telling you so.
Add your texts
Three free fields. “Quote introduction” is printed under the title and “Quote conclusion” before the legal information: 600 characters at most each, for quotes only. “Footer” (1,500 characters at most) appears at the bottom of quotes and invoices: it is the place for your terms of sale, your guarantees or any detail specific to your business (late-payment penalties and the recovery indemnity are already printed on your invoices between businesses). These texts are added around the legal content and never replace it, and you remain responsible for what you write in them.
Download a preview, then save
“Download a preview” downloads a sample PDF, a fictitious quote “DEV-EXEMPLE” marked “PREVIEW”, with your company's identity and logo, rendered with the style you are currently entering. Nothing is saved at this stage: adjust until you are happy with the result, then click “Save”.
Documents already issued
The new style applies to your drafts and to documents issued after you save. A quote already sent or an invoice already issued keeps the look it had when issued: it is archived as is. Whatever the template, the legal information, the table columns, the totals and the VAT breakdown are the same; the PDF of your electronic invoices also follows this style.
The logo is set under “My company”
The logo is not set in “Appearance”: you upload it in Settings › My company › Company, with the company profile (“Identity” section). It is printed in the header of your documents, whatever template you choose.
Quotes and invoices
Follow up on quotes and set the assistant's limits
Two settings decide what the assistant does on its own: quote reminders, and a short list of internal actions. Nothing is active until you tick it, and each authorisation is withdrawn with one click.
Set up quote reminders
In Settings › My quotes and invoices › Reminders: turn on automatic reminders, enter the days after sending (7 then 15 by default) and, if you want, a reminder a few days before the quote expires. Turning them on is your authorisation: the reminder goes out from your connected mailbox, with the acceptance link, during the company's business hours. The delays are counted from the quote's first transmission (sent by email from the app, or “Mark as given to the customer”), and reminders stop when the customer replies, accepts, declines or the quote expires. Available from the Essential plan.
Choose what the assistant does on its own
In Settings › Advanced settings › Automations, three internal actions, never a message to a customer: attach a conversation to a job, create the deposit invoice when a quote is accepted, create an expense from a received supplier invoice. For the last two, the result is a draft by default; “Already validated” is confirmed when you turn it on and comes with conditions (an issued invoice is final; an expense is only validated automatically for a VAT-exempt business and an verified sender). Each authorisation is logged and revoked by unticking it.
Stop monitoring clients in difficulty
On the same page, “Customers in difficulty” stops reading the BODACC for the whole company (director and administrators): what had been read is erased at once. A single client is excluded from their record.
Quotes and invoices
Invoice and track payments
Invoices usually come from accepted quotes; a call-out can also be invoiced without a quote, from its job sheet. Payments are tracked in the same place.
Find your invoices
In Quotes & invoices › Invoices, the page lists your deposits, final invoices, progress invoices and credit notes with their status. “New invoice”, at the top right, first asks which accepted quote to invoice, then the kind of invoice (deposit, balance or progress). From an accepted quote, “Invoice the deposit” or “Invoice the balance” creates the matching invoice; to invoice as the work progresses, use “Create a progress invoice” (see “Invoice as the work progresses”).
Remind an overdue invoice
On the Invoices page, an invoice past its due date shows an “overdue” badge and a “Remind” button. The first step is a friendly reminder; if the invoice has already been reminded, the app suggests a firm one. You pick the channel: email (invoice attached) or text message — from the computer, texts are sent by the platform and reserved for the Pro and Team plans; on mobile, they go out from your phone, with every plan; “More options…” opens the reminders screen, with the formal notice. Two reminders for the same invoice are never sent less than 24 hours apart, and a text only contains the link to the invoice, never the amount.
Remind from your phone
In the mobile app, an overdue invoice shows how many days late it is and a “Remind” button. Choose email or text: for a text, your phone's messaging app opens with the message ready (the invoice link, no amount) and the text goes out on your own plan. Back in the app, you confirm it was really sent: only then is it recorded in the invoice log.
Record a payment
In Quotes & invoices › Payments, “New payment” (top right) opens the window where you record a payment when a customer has paid you — or confirm it in one click (“Paid today”) when it is already proposed. A search finds a payment by invoice, reference, amount, date or payment method. The invoice becomes “paid” and your unpaid tracking updates. In front of the customer, “Take payment now” (on an issued invoice's page on mobile, in the call-out invoice on desktop) shows a bank transfer QR code and records a cheque, cash or a transfer received in one tap.
Invite your clients to leave a review
Enter the link to your review page (Google, for example) in Settings › My company › Company: the email of the final invoice offers it to the client, in a neutral sentence, the same for everyone, promising nothing in return.
Quotes and invoices
Invoice as the work progresses
On an accepted quote, you invoice as the project moves along rather than in one go: at each progress invoice, you record the progress reached and the app works out what it bills, with the deposits already paid and any retention taken into account. The same gesture is available on the phone.
Set the retention and deposits on the quote
Two quote settings drive what follows and are set in the quote editor, with “Edit” on the “Terms” card, before the quote is issued: “Retention (%)” (0 if none, 5% at most) and “Deposit deduction” (“Pro rata to progress” or “First progress invoices first”). With the Simple usage profile, these two settings only appear when the customer is a business or the quote already uses them; the Full profile is chosen in Settings › My account › Preferences (on mobile: Settings screen, “Usage profile”).
Open the progress invoice of an accepted quote
On an accepted quote, tap “Invoice” on its row, then choose “A progress invoice” and “Continue” (the same gesture from a job's page, from “New invoice” or, on mobile, from the quote's page or from “New invoice” in the Invoices list). A quote that is not accepted cannot be invoiced in stages.
Record the progress, line by line
For each line of the quote, enter the cumulative progress reached since the start, not only since the last progress invoice: it bills the difference from the previous one. Under “Enter as”, choose Percentage, Quantity done or Amount done excl. VAT, or use the “Same progress everywhere” mode for a single common value; “Set all to 100%” takes every line to 100%. “Progress as of” is the date on which you recorded the progress (today by default, never in the future nor before the previous progress invoice or the quote's acceptance): it is printed on the invoice. A line can go back below what is already invoiced: that is an adjustment, allowed as long as the invoice stays positive. You can also dictate the progress to the assistant (“the mock-up is at 80%, the development at 30%”): it prepares the progress invoice, reads it back to you, and the draft is only created once you confirm; it never prepares a decrease, which is entered on screen.
Check the summary
As you type, the summary works out what the progress invoice bills: “Progress invoice excl. VAT”, “VAT” and “Progress invoice incl. VAT”, then the “Deposits deducted” (according to the mode chosen on the quote), any “Retention” and the “Net payable”. Deposits already issued are deducted automatically, and the exact remainder is deducted on the last progress invoice. “Create the progress invoice” saves a draft “Progress invoice no. N”.
Read it over, then issue it
While the progress invoice is a draft, “Edit progress” recalculates it; only one progress invoice draft exists at a time per quote. “Issue” (after confirmation) gives it its legal number in your invoice series, and it can no longer be edited: if the quote's deposits or progress invoices have changed in the meantime, the app asks you to re-check the progress before issuing. Its PDF recalls the contract and its accepted amendments, the progress line by line and the progress date; it is then sent like any other invoice. To correct it once issued, the next progress invoice can make up for it with an adjustment, or a credit note cancels it in full, provided it is the last progress invoice issued.
Collect the retention
The retention is deducted from the net payable of each progress invoice, but your customer still owes it: it is tracked as a receivable to collect (invoice page, annual file), even when the invoice is “Paid”. When the customer pays it, open the quote, then “More actions”, and choose “Collect the retention”, pick the payment method then “Record the payment”: a payment is recorded on each invoice that carries it. The payment of the invoices' net must have been recorded first. The app handles neither a substitute bank guarantee nor escrow: the retention is released by hand.
Close it, even before 100%
When every line is at 100%, the progress invoice settles the quote: no final invoice follows. If the project stops earlier, choose “Settle the quote as it stands” on the last progress invoice and give a “Reason” of at least 10 characters, printed on the invoice: unfinished lines are no longer invoiced and the whole remaining deposit is deducted. If the issued progress invoices have already deducted everything, “Close invoicing” (quote menu) closes the quote without a new invoice, the reason being kept in the log. After that, no further invoice is issued from the quote, unless you cancel one of its progress invoices with a credit note: invoicing then reopens so it can be redone.
Quotes and invoices
Connect to e-invoicing
French regulations are rolling out the obligation to receive, then to issue, invoices between businesses through a platform approved by the tax authorities. Claudiassist connects you from within the app: you complete your profile, confirm, and the registration happens on its own. The connection is available from the Essential plan and is reserved for the company's head and administrators.
Complete what is missing from your profile
In Settings › Advanced settings › E-invoicing, the app lists what must appear on an electronic invoice and in the opening of your account: SIRET, address in France, NAF code, business activity, VAT regime and filing frequency, contact email. Each gap comes with the gesture to fix it (“Complete the company profile”). As long as one point is blocking, the connect button stays greyed out: nothing goes out half-done.
Already on another platform? Say so
You are free to choose your receiving platform. If you already receive your invoices elsewhere (for instance at your accountant's request), open “My company already receives its invoices through another platform”, optionally enter its name, then “Declare this platform”: you can change your mind later. If your company is already registered elsewhere and you want to join Claudiassist's platform, the “My company is already registered with another platform” section takes the migration code your previous platform gives you: it lets the registration be transferred.
Request the connection
Once your profile is complete, “Connect my company” becomes active: a single gesture, with no account to create and no form to retype, your company's account is opened from your profile with the approved partner platform. The button is reserved for the company's head and administrators, because it commits the company with a third party.
Read and confirm
Before sending the request, the app shows what will be declared on your behalf: your company size and VAT regime (correct them first in your profile if they are wrong), the data sent to open the account, and what will then go out for you (your invoices to business customers and their payments, your responses to your suppliers' invoices, the summary of sales to private customers). By confirming, you declare that you are the company's legal representative or authorised to commit it.
Follow the registration
The screen shows where the request stands. “Registration in progress”: your account is being opened and registration in the central directory runs overnight; your company will be reachable by tomorrow morning at the latest, with nothing to do on your side. Once published, the screen shows “Connected … since …”. If the request is refused, it gives the reason and offers “Resubmit the request” when possible.
Receive your suppliers' invoices
Once connected, your suppliers' electronic invoices arrive in Money › Obligations, “Received invoices” tab (on mobile: More › Money › Obligations): amounts are read from the document, not guessed, and you approve or refuse them with a reason, on computer or mobile. When issuing, your invoices to business customers go out through the platform in Factur-X format and you follow their status (filed, rejected, paid…); a customer who is not yet connected receives it by email. What the reform requires of your company today (receiving, issuing) is recalled on the connection screen, under “What applies to you today”.
Quotes and invoices
Handle your suppliers' quotes and invoices
The assistant reads your suppliers' documents; you check them before they count. An invoice or a till receipt goes to the list of invoices to process, from which the expense is created.
Import a received document
In Quotes & invoices › Received documents, “Import a document” accepts a PDF, a photo (JPEG, PNG or WebP) or a Factur-X, UBL or CII electronic invoice, 10 MB at most; on mobile (Quotes tab, Received section), “Take a photo” opens the camera. An electronic invoice is read without AI; a PDF or a photo is read by the AI, which uses credits. The assistant can also spot an invoice attached to a received message, but not in every case: if it does not show up, import it.
Check what the assistant read
“Check” opens what was read: supplier, subject, IBAN and BIC, and the total incl. VAT stated on the document compared with the one recalculated from the lines, with the gap if there is one. Correct it, then “Confirm these details”. Always compare the bank details with the ones the supplier has already given you: a change of IBAN announced by email is the classic pattern of bank transfer fraud. Confirmation is done on a computer, or on mobile from the correction of the lines (next step).
Correct the lines read, from your phone
On mobile, a received document's sheet lists the lines that were read, and “Correct the lines” opens their correction: a quantity, price or VAT rate read wrongly is fixed in the line's sheet, a missed line is added, an extra line is removed after confirmation. The total of the lines is compared with the one written on the document, and a gap beyond rounding is flagged. “Save the lines” confirms the reading of the document, as on a computer: while a field that was read is still waiting for your decision (bank details, amount), saving is refused — confirm it, correct it or ignore it first. As on a computer, a bank account number that was read is never applied without you having looked at it. Reserved for members who manage supplier quotes.
Process invoices and create the expense
In Money › Invoices to process (Owner, Admin and Office roles; on mobile, More › Money › Expenses, “To handle” chip), the list shows the invoices and till receipts that were read. “To process” gathers likely duplicates and invoices without an expense; “Create the expense” prepares a draft to confirm. Faced with an invoice that resembles one already received, the app merges nothing on its own: you decide “It's the same invoice” or “It's a different invoice”.
Quotes and invoices
On mobile: price and issue a quote
On the phone, the quote editor (“Price the quote”) saves by itself. You add lines from a single phrase, you see at a glance what is missing before issuing, and you issue from the list when the draft is ready. Issuing numbers and freezes the quote; it does not send it.
Add lines in one go
In “Price the quote”, the “Add a line in one go” field reads a phrase such as “water heater 1 x 890” or “call-out fee 35 €”: description, quantity and price. As soon as you type, it suggests the services in your catalogue and the lines already written in your past quotes: tapping one adds it in a single tap, with its unit, price and VAT (quantity 1). The field's enter button (or the keyboard's “OK”) adds what you typed; text that isn't recognised becomes a line “to be priced” (the text as the description, price at €0), and the app says so: tap the line to set its price. Below, a single row holds the other routes: Describe (in writing or by voice), Catalogue, the ＋ button (a detailed line) and the ⋮ menu (Quote templates, Paste lines). Tap a line to correct it, move it up or down, duplicate it or delete it. In the line's sheet, “Discount, VAT, type” unfolds the discount, VAT, kind, section and the “Optional” choice (the customer ticks it when accepting).
See what's left to complete
The bottom of the screen holds the total and a single button, “Send”. It is never greyed out for what the quote is missing: it then opens the “Before sending” list, which counts what is left to do. The ⋮ menu at the top keeps the rarer actions: “Issue without sending” and “Have the assistant review it”. The draft saves itself.
Go through the list of items
The “Before sending” list gathers everything that is missing, on the page and elsewhere: the customer type, where the quote is signed, the price of a line left at €0, a detail of your company profile… A simple field is filled in on the spot with “Fill in”; a line at €0 is priced, or kept as it is with “Keep at €0”. As soon as the list is empty, “Send” becomes available.
Complete it elsewhere, then go back to the quote
An item fixed elsewhere, such as a detail of your company profile, leads to its screen after saving the draft. In the top bar, in place of the logo, “Back to the quote” takes you back to the quote. The customer's address does not block sending: if the record has none, the customer can give it on the acceptance page, and it is required before the invoice.
See what's missing from the list
In the quote list, a long press on an incomplete draft opens a “To complete before issuing” sheet: it lists the items to fix, and tapping one opens the editor at the right place. It also offers “Edit quote”, “Open the quote” and “Delete”.
Issue a ready draft from the list
On a complete draft, the long press says “Ready to issue” and offers “Send” and “Issue without sending”. “Issue without sending” numbers and freezes the quote without sending it; “Send” issues it then emails it to your customer — or sends it by text message from your phone when they only have a mobile number — after a “Send to …” sheet that names the recipient and serves as confirmation. A quote entirely at €0 asks for one more confirmation. For a text message, your messages app opens with the text and link ready: you send it from your own number, then confirm “Yes, sent”; until you confirm, nothing is recorded and the quote stays issued. The long press is never the only route: the editor and the quote's sheet carry the same actions.
Quotes and invoices
On mobile: delete, withdraw and restore a quote
A quote is deleted without being destroyed: it leaves the list and is restored from the “Deleted” filter. For an issued quote that has gone unanswered, “Withdraw the quote” is a separate action, and your customer is informed.
Swipe a quote's card
In the quote list, swipe a card to the left: the “Delete” button appears, and a tap opens the confirmation. Swiping is never the only route: “Delete” is also in the long press on the card and, for a draft, a declined or expired quote, in “More actions” on its sheet. A draft can be deleted, and so can an issued, sent, accepted, declined, expired or withdrawn quote.
Read what deleting changes
The confirmation says what happens depending on the quote's state. For a sent quote, the acceptance link stops working for your customer. For an accepted quote, linked invoices and deposits are kept and your customer keeps read access to their contract. In every case, the quote can be restored afterwards. The app refuses the deletion while a draft invoice comes from the quote or an accepted amendment completes it, and says so.
Prefer “Withdraw the quote” to correct an offer
To correct an amount, or to withdraw an offer your customer already knows about, open “More actions” then “Withdraw the quote”: the acceptance link stops working, and the quote keeps its number, with the “Withdrawn” status. It isn't a deletion: a withdrawn quote can be taken up again as a new draft. Only an issued quote can be withdrawn.
Find and restore a deleted quote
The “Deleted” chip, at the end of the filter row, opens the deleted quotes, each with the status it had and its deletion date; a row of status chips helps you find one, and the “✕” at the start of the row closes the view. “Restore” puts a quote back in the list, with its previous status. “Delete permanently” destroys a deleted quote: irreversible, reserved for the owner and administrators, refused while a document depends on it, and never possible for an accepted quote.
Quotes and invoices
On mobile: invoice and get paid
From a quote, you send the acceptance link, invoice the deposit or the balance, send the invoice to the customer and record the payments, without going back to the computer.
Open the quote's actions
On a quote's sheet, “More actions” sorts the actions by theme: Send (by email or, for a customer who only has a mobile number, by text message from your phone; including “Copy the acceptance link”, the online acceptance link to paste into the messaging app of your choice), Customer agreement and Document (including “Duplicate”, “Withdraw the quote” and, for a draft, a declined or expired quote, “Delete”). An accepted quote is invoiced with the “Invoice” button at the bottom of its sheet. Only the actions that the quote's state and your role allow appear, and a greyed-out action says why.
Invoice, and request early execution
On an accepted quote, “Invoice”, at the bottom of the sheet, asks what you are invoicing: a deposit, the balance or a progress invoice, each with its amount. For a private customer who has the 14-day withdrawal period (a contract concluded at a distance, for example), “The customer asks to start before the 14 days are up”, in “More actions”, records their express request to start before that period ends.
Find the acceptance proof
On an accepted quote's sheet, “view the proof” opens a read-only sheet listing the proofs of agreement that were kept, most recent first. Each one says how the customer accepted (online through the link, typed name, signed quote uploaded, agreement recorded on site, customer's signature on site, agreement received by email), when, and who. A warning appears when the quote was accepted on behalf of the buyer, and the reduced-rate certification appears when it was collected. These items are kept as they are and can no longer be changed; the proof document itself cannot be downloaded again from this screen.
Create the deposit or balance invoice
After “Invoice”, a deposit offers the amount planned in the quote, which you can adjust if you agreed otherwise, and recalls what is already invoiced; the balance takes the quote total and deducts the deposits already invoiced. Choose the due date (if left empty, the statutory period for a business customer, or payable on receipt for a private one), then “Create the invoice”: it is born as a draft, on its sheet, where you review it before issuing. For a contract signed at the customer's home, no payment can be received before the 7-day period ends: the due date is pushed back accordingly. From the Invoices list, “New invoice” (to the right of the search) leads to the same result: the “Which quote to invoice?” sheet has you pick the accepted quote, then the kind of invoice (deposit, progress or balance).
Send or share the invoice
On an issued invoice's sheet, “Send / Share” opens two groups. “Send to the customer”: “By email” (the PDF attached, from your mailbox, recipient shown) or “By text message” (a link to the invoice, without the PDF: your phone's messages app opens with the text ready, you send it from your own number, then confirm “Yes, sent”). “Share a file”: the PDF, or the Factur-X (the electronic invoice) once it has been sent through the approved platform, with the app of your choice. While the invoice is due, “Record a payment” stays the main action.
Record the expected payments
Issuing an invoice plans a payment. On the home screen, a “To do” row counts the expected payments and their total; “View” opens the list. For each one, “Received” records it and “Reject” discards it (the invoice stays due). “Confirm all” and “Reject all” process the whole list, after a confirmation. Careful: each amount is the invoice's remaining balance, recorded as received today, including a payment planned on a later date. A contract signed at the customer's home, within 7 days of signing, is confirmed separately, line by line.
Browse the payments received
In the Quotes tab, Invoices section, the “Payments” chip, at the end of the filter row, switches to the journal of payments received, most recent first. Each card gives the customer, the amount (a refund is flagged), the date, the payment method, the invoice number and the revenue category. When a missing category matters for your tax regime (micro-enterprise, thresholds), the card says “Revenue category to set”. A search filters the journal. Tapping a payment tied to an invoice opens that invoice. Deleting, confirming or re-categorising a payment is done on a computer.
Record a payment without an invoice
“New payment”, to the right of the search in the payments journal, records without an invoice a payment received before any invoice (a deposit taken on site, a balance paid in advance) by linking it to a job. Choose the job (required), the amount, the date (never in the future), the payment method (the last one used is kept) and the revenue category, suggested from your tax profile and required for a micro-enterprise. It is saved straight away and needs a connection: it is never queued. For a contract concluded at the customer's home, during the 7 days after signing, the app reminds you that no payment may be received and asks for explicit confirmation.
Jobs, calendar and mobile
Follow your jobs
A job gathers everything about one piece of work: conversations, quotes, invoices, notes and appointments. Its appointments are scheduled in the calendar.
Create a job
In Jobs & calendar › Jobs, the list shows your work by state. “New job”, at the top right next to the title (the command palette, Ctrl+K, opens the same window), asks for a title; optionally choose the client (their address is suggested as the job address) then the address, and confirm with “Create job”. In that window, “Read a business card” and “Paste a text” suggest the title and the client from a signature or a message; “Dictate”, next to the button, opens the assistant (from the Solo plan). The assistant can also suggest a job from a message (see “Handle your messages”).
Open the job sheet
The sheet gathers the customer, the address, the linked quotes and invoices, the attached conversations and the scheduled appointments.
Attach photos and documents
On the job sheet, “File” (and “Photo” on mobile) attaches photos, PDFs, Word or Excel documents, 20 MB at most per file. The type is checked against the content, and the GPS location of photos is removed. Closing a job erases nothing: files go when you remove them, or when the job is deleted. On mobile, when offline, they are kept on the phone and sent when the network returns.
Jobs, calendar and mobile
Follow a project’s progress
Steps taken from the accepted quote, ticked on site — even offline — and a link so your client can follow progress without an account.
Prepare the follow-up from the quote
On a job’s page, open “Steps”: “Prepare tracking” offers one step per line of the accepted quote — supplies attached to their installation, handover last: untick what you don’t follow, rename, add. “Order with the assistant” suggests an order and the missing steps, flagged and untickable; only the descriptions are sent to it. The job moves to in progress at the first step done.
Tick steps on site
On the phone, in the job sheet’s “More details”, the follow-up recalls today’s visit and highlights the next step. Tick as you go: offline, ticks and added steps are sent when the connection is back.
Document each step
A step opens on its photos (before and after, filed in the job’s files), a typed or dictated note and its reservations, dated then cleared.
Share progress with your client
“Share” creates a link valid for 90 days. No photo is shown without your choice: tick those the client may see, and current reservations if you wish. The link goes by text message, email or copy, and “Stop sharing” closes it at any time. “Progress report (PDF)” turns it into a document to attach.
Your client follows without an account
Your client opens the page from the link: the job’s title, the steps done and to come, the photos you chose. They see nothing else of your workspace.
Jobs, calendar and mobile
Get the handover signed
At the end of a project, the handover report is signed on screen, with or without reservations, and the next steps are suggested.
Have the report signed on site
Under the job’s follow-up, “Handover” (the app’s label) takes up the job: tick or note reservations, have the client read the statement — never pre-ticked — and sign with a finger. One report per job; clearing the reservations is signed the same way later.
Find the documents and the next steps
Signed documents are archived as PDFs, to download or send to the client. “What next?” suggests the follow-up: invoice the balance, track the retention, clear reservations, ask a satisfied client for a review.
Jobs, calendar and mobile
Get a job sheet signed and invoice on the spot
For a one-off visit: a job sheet signed the same day, an invoice without a quote and immediate payment.
Fill in the job sheet on the day of the visit
Under the job’s visits, the job sheet is written the same day or within 30 days: day and hours taken from the calendar, signed-in worker, work typed or dictated, parts fitted, photos of the day, then the client’s signature — or “client absent”. The job sheet carries no price; it needs the network.
Send the job sheet, then invoice
Completed job sheets can be downloaded as PDFs or sent to the client. “Invoice” prepares the call-out invoice, without going through a quote.
Issue the call-out invoice
The invoice takes the job sheet’s lines at your catalogue prices; an unknown line must be completed before issuing. At a private client’s home, unless the client asked for urgent help, no payment can be requested for 7 days: the app reminds you and takes it into account.
Take payment on the spot
On the issued invoice, “Take payment now” shows a transfer QR code — IBAN and amount prefilled, scanned by the client with their banking app — and records a cheque or cash received. There is no online payment. The QR code needs your IBAN in the company profile.
Jobs, calendar and mobile
Track maintenance contracts
The periodic visits agreed with your clients, announced before they are due, and a link for the client to pick a slot.
Start with what needs doing
Jobs & calendar › Maintenance contracts opens on “To do”: the visits due within 45 days and the overdue ones, with a colour cue per stage. “All” sorts the other contracts by stage (waiting for the client, appointment booked, later) and “Ended” keeps the stopped contracts. Each card carries its own actions: “Offer slots”, and “Call” when the client has a number.
Create a contract in a few taps
“New contract” (top right): the client, then the appliance type in one tap (gas boiler, heat pump, air conditioning…) that you complete with the make and model, and the frequency. The first visit is worked out from today; “Change” opens the dates. The price of your last contract for the same type is carried over, to confirm. From a job, the “+” opens the contract on that job’s client.
Offer slots before the due date
A contract’s page shows the date by which the next visit is due and when the last one took place. You are alerted 45 days before the due date; “Offer slots” looks for free slots in your calendar around that date.
The client picks their slot
The chosen slots go out by link (text message, email or copy): the client picks one without an account and the visit joins your calendar. A link can be revoked at any time. As the contract’s term approaches, the renewal notice is offered to you.
Find contracts on the phone
On the phone, contracts are in the Jobs tab, Maintenance section, with the same views and the same actions: a search and “New” on the same row.
Jobs, calendar and mobile
Write and send a letter or a certificate
Work, leak-detection or completion certificates, visit notices, information letters: write them from a dictation, a blank page or a template. Your company letterhead, the recipient, the date, the greeting and closing lines and your signature are filled in for you, and the letter gets a number and is archived when you first send it.
Find your letters
In Quotes & invoices › Letters (on mobile: More › Address book › Letters, with the Templates tab next to it), the list shows your letters with their number, recipient, job and latest delivery. An incomplete draft shows how many fields are still empty. Job and contact pages list their letters too.
Start from your own words or a template
“New letter” (at the top right of the page on desktop; to the right of the search on mobile) offers three starting points: describe or dictate what you want to write, a blank page, or a template. The AI puts your words into shape and adds nothing: a number, a date or a contact detail you did not give is left out and pointed out to you, as is anything it could not place. It cannot check a fact written in words: review it: you are the one certifying it. Six templates are provided, including work, leak-detection and completion certificates. Regulated documents (CERFA forms, Consuel, chimney sweeping, boiler servicing) are not among them.
Fill in and review
On the left, the letter's fields: those taken from the contact or the job (name, address, date of the last visit) fill themselves. On the right, the page, as a guide. In French, the greeting becomes “Madame,” or “Monsieur,” when the contact's first name makes it unambiguous, otherwise “Madame, Monsieur,”; you can change it at any time. The PDF preview shows the exact document.
Send it
Pick the channel: email with the PDF attached, from the company mailbox (it appears in your inbox), text message with a link to the PDF (from the computer: Pro and Team plans; from the mobile app: every plan), or hand delivery (the PDF downloads). When you first send it, the letter receives its number, your signature and an archived PDF: it can no longer be changed. To correct it, “Duplicate and correct” creates a new draft.
Build your templates
In the “Templates” tab (next to “Letters”), install a provided template, write your own with “New template” (top right) by turning a passage of text into a field, or import an old letter (PDF, photo or pasted text): the AI suggests a template for you to review. Names, addresses and findings read in that document are never kept in the template, and the imported document is erased when you save, or automatically a few days after upload.
Save your signature
In Settings › My company › My signature, draw it on screen or photograph it on paper, then add your name and position. It is only used for your own letters: nobody else in the team can see or use it. It is an image of your signature, not an advanced or qualified electronic signature.
Do it on site
In the mobile app, a job page offers “Create a certificate”: dictate what you found, review, then send by email, by text message or from your own phone. You can also ask the assistant: “write a completion certificate for Ms Martin”; it prepares the letter, you review it, and it only sends it once you have confirmed the recipient and the channel.
Jobs, calendar and mobile
Schedule in the calendar
The calendar gathers your jobs' appointments, alone or with your team, and checks that they do not overlap with your Google or Outlook calendar. Nothing is ever confirmed to your customer without your approval.
Browse your week
In Jobs & calendar › Calendar, the page shows your appointments by month, by week or as a list, with a colour code per status (planned, in progress, done, after-sales). A click opens the job sheet. When an appointment overlaps a slot already busy in your connected calendar, a notice appears: it warns you without stopping you from scheduling, because you know your own ground.
Book an appointment
“New appointment” asks for the job, the start and the end. Type times the way you would say them (“tomorrow 2pm”) and pick a ready-made duration (30 min, 1 h, 2 h, half-day, full day) to set the end. Busy slots are checked on demand and again on save, since they may have changed in the meantime. An appointment's ⋮ menu then lets you move or cancel it. The “Assigned to” field says who takes care of it: you, by default.
See the team's calendar
The “Calendar of” selector changes what the screen shows: “Me” (default), “Whole team” or, if your role allows scheduling for a colleague, a specific member's calendar. The team view adds up everyone's appointments, each with the name of the person it is assigned to (or “Unassigned”) and a colour per member explained by the legend: colour never carries the information alone. A field worker without that right only schedules for themselves.
Set your availability
In Settings › Mail and calendar › Calendar, the “My availability” block sets what the assistant is allowed to offer on your behalf when it works out a slot: time zone, travel buffer between two appointments, default job duration, minimum notice (no appointment is ever offered before that delay), Alsace-Moselle public holidays, and your own hours if you are not on the company's. Appointment suggestions remain drafts that you approve.
Set your availability from your phone
On mobile, Settings › Mail and calendar › Connected calendar: the “Availability” section opens a sheet with seven lines. For each day, a box and an opening range, an optional lunch break, and the choice between your own hours and the company's (“I have my own hours”). The rules are those of the company's hours on a computer. The time zone, travel buffer, default duration, minimum notice and Alsace-Moselle public holidays are kept as they are: they are set on a computer. Saving requires being able to manage jobs; without that right, the sheet is read-only.
Connect your Google or Outlook calendar
In Settings › Mail and calendar › Calendar: “Connect Google Calendar” or “Connect Outlook”. The connection is personal. Claudiassist only reads your busy slots, without the title or details of your events, to suggest time slots and flag conflicts; it writes to your calendar the appointments assigned to you, with their label only by default. An appointment with nobody assigned is pushed to no calendar. The connection is made on a computer or from the mobile app (next step).
Connect your calendar from your phone
On the same page, “Connect Google Calendar” or “Connect Outlook”: the consent opens in the phone's browser, then the app takes over again on this screen. Same rules as on a computer: the connection is personal, each member connects their own calendars within the limit of their plan, and Claudiassist only reads your busy slots. This consent is separate from your mailbox's. What is pushed to the external calendar (the customer's details) is set on a computer.
Jobs, calendar and mobile
On mobile: home, voice and messages
The mobile app (iPhone on the App Store, Android on Google Play) is built for when you are on the move: the essentials of your day, and voice when your hands are busy. Here is what it looks like.
Check your day
The home screen sums up the day: “To do” comes first (follow-ups, quotes to invoice, snags, reminders, messages), then the day summary, which “Listen to your day” reads aloud, the calendar (today's and upcoming appointments) and the payments expected. When payments are expected, a banner counts them (see “On mobile: invoice and get paid”).
Speak, then approve in one word
Tap the Voice tab in the bottom bar: the Voice screen opens. Say what you want done, like “Create the contact Jean Durand, 06 12 34 56 78”. Tap the mic to talk, then tap it again to finish. The assistant prepares the action and reads it back: say “yes” or tap “Yes”, and the app carries it out. To send something to a customer, record a payment, change a contact's phone number, email or company ID (SIRET), change a job's customer or link a message to a contact, say “confirm” or tap “Confirm”. On either side of the mic, the speaker icon (“Spoken replies”) turns spoken replies off or back on, and “New conversation” (once the exchange has started) starts again from a blank thread.
Answer your messages
Messages are there too, in the Inbox tab, with the same assistant drafts to approve. Each conversation fits on a three-line card: the subject and time, a snippet, then its markers (priority, “Personal”, “Unsorted”, an assistant suggestion); a colour strip on the left edge shows the priority (red for urgent, orange for high, pale blue for normal). By default, unread messages come first, from most to least urgent, then, after the “Already read” marker, read messages, newest first. At the top, a row of three chips: “Unread”, “Type: …” (the type of conversation) and “Filters” (priority, status and order, to sort by date instead), which shows how many filters are set. A new phone opens on unread work conversations, and the type chip shows a dot when conversations are waiting to be sorted; after that, your filters are remembered from one visit to the next. Swipe a card right to mark it read, left to archive it: the card follows your finger and the action only happens when you let go, once the card has slid far enough; “Undo”, in the message confirming the archiving, puts it back. A single ⋮ menu on each card does the same without swiping (“Mark as read” or “Mark as unread”, “Archive”) and offers “Select”. A long press on a card, or “Select”, starts selecting several conversations: tap the other cards to tick them, then mark them read or unread, or archive them all at once. Pull the list down to check your mailboxes: the time of the last check shows in small print. “New message”, to the right of the search, writes to a contact from your address book (see “Write to a contact”). You stay in control of what goes out.
Delegate the re-triage of a mailbox
A colleague can re-triage the personal mails of a mailbox without reading them. In the message list, the ⋮ menu to the right of the search, then “Delegate a mailbox’s re-triage…” (reserved for the mailbox's owner): choose the mailbox and the team member, for anything from a few days to three months, or with no limit after a confirmation. The chosen person sees the sender, the subject and the date of these mails, never their content, and can reclassify them as professional. The same sheet lists the current delegations and removes them at any time.
Keep a reply as a template
“Reply”, below the conversation, opens the reply area. Once your reply is written, the “Templates” icon then “Save as template” opens a sheet where you name the template and review its text. The template is shared with the whole team: it only reuses what you wrote, never the customer's message, without your personal signature, and the contact's name and the job's title become variables again, replaced each time it is used. Review it and remove any name, address or amount specific to a customer. Templates are created, edited and deleted on a computer (see “Save typing time”): the phone only does this saving.
Jobs, calendar and mobile
On mobile: quotes, jobs, calendar and expenses
In the field, the mobile app also covers the rest of the day: find a quote, open a job, see and book appointments, find your expenses. It uses the same data as on the computer. Its windows open as a sheet from the bottom of the screen: the main action is at the bottom right, an action that deletes or cancels (cancel an appointment, reject all) at the bottom left, and the content scrolls above. A form in progress is not closed by tapping beside it.
Find your quotes
In the Quotes tab, the Quotes section (next to Invoices and Received) lists your quotes, each on two lines: the title and the amount, then the client, the number and the status; two icons flag a quote “to send” or whose “client is to complete”. Search by name, or filter with one tap on the row of chips, which scrolls (To send, Awaiting reply, Accepted, Declined, Expired, Withdrawn, Deleted), then tap a quote to open it. A swipe to the left offers “Delete” and a long press opens the quote's actions (send a ready draft, see what is missing, edit, delete); “Duplicate” and “Delete” are also in “More actions” on the quote's sheet. Create a quote with “New quote”, to the right of the search: on the New quote page, describe it by voice, or enter it by hand with “Enter by hand” (the instructions are folded behind the ⓘ “Help” button).
Open a job on site
A job's sheet goes straight to the point. On the title line: the status (“Work in progress ▾”, tap it to pick another one), then the ⋮ menu, which reads the job summary aloud (“Summarise this job”) and edits the job (title, customer, address, notes). The customer card opens their record and offers “Call”, “Text” and “Directions”. Right after, the capture bar keeps three actions under your thumb: “Photo” attaches a photo to the job (its GPS position is removed before sending), “Note” adds a dated note, typed or dictated, and “Time” logs time spent in one tap (½ h, 1 h, 2 h, 4 h, full day, or “Other” with the keyboard) then “Save”. Upcoming appointments come first, past ones are folded; tapping an appointment opens its sheet (start, end, person, slot flagged free or busy, cancelling the appointment). “Internal notes” shows the latest one, “Read all” unfolds them all; the history, folded at the bottom, does not repeat them.
Find the documents linked to a job
Further down the sheet, “Linked documents” shows one chip per family attached to the job: Quotes and Invoices with their count, Messages, Letters. Each chip opens the list for that family, filtered on this job: a “Job: …” banner says so, and “Show all” brings the full list back. A family your role cannot read has no chip. The “+” of the block opens “Add to this job”: a new quote, a new expense, a new appointment, a new letter (a certificate, attached to the job and its customer) or “Link a supplier”, depending on what your role allows.
Check your appointments
In the Jobs tab, the Calendar section shows your appointments in three views, chosen under the title: Day, Week (the opening view, seven days grouped by day) and Month. The arrows move the period by a day, a week or a month, and the “Today” icon, to the right of the view chips, brings you back. From an appointment, open the job, postpone it or cancel it. The “Calendar of” selector chooses which calendar is shown: yours by default, the team's or, depending on your role, a colleague's; it applies to all three views.
See the month at a glance
The Month view shows a grid of full weeks, Monday first, with one dot under each day for each appointment (three at most; the exact number is announced to screen readers). Tap a day: its appointments are listed below, in order, with their address. The tapped day is filled in, today is circled.
Book an appointment on site
“New appointment”, to the right of the period shown at the top of the Calendar (the “+” of the top bar offers it too), opens a sheet: choose the job (search is done in the list), add a label if you like, set the start, then the length with one tap (30 min, 1 h, 2 h, half day, full day): the end is worked out. The app says whether the slot is free or busy; a busy slot can still be booked. If your role lets you plan for the team, “Assigned to” picks the person.
Find your expenses
The Expenses screen (More › Money › Expenses) is browsed by two chips: “List” (every expense entered, with the search and, under “Filter”, the filters by status and category; tap one to correct it, or delete it while it is a draft), “To handle” (drafts to confirm, receipts kept on the phone, supplier invoices, with their count on the chip). The ⋮ menu next to them opens “Templates” (your recurring expenses, with a search and “New template”) and “Annual”, which opens the year's file (see “On mobile: cash flow, annual file and obligations”). Correcting an expense that is already confirmed first asks you to accept that the totals of your tax file will move. “New expense”, to the right of the search, opens the entry; entering one is detailed in “On mobile: record an expense”.
Assistant and time savers
Ask the assistant
The assistant answers your questions about your business, from your own data. It is included in the free trial and in the Solo, Pro and Team plans, within the month's AI credits.
Type or dictate your request
On the Assistant page, write a request in plain language, like “Give me an update on my pending quotes”, or dictate it: click the microphone, speak, click again to send (Escape cancels without sending anything). The answer to a dictated request can be read aloud: turn on “Spoken replies”, off by default on a computer, and replay any answer with one click. It can also chain steps: with “Send the Dupont quote”, it prepares sending it to the quote's contact, asks which contact to send it to if there are several, and reads the recipient back before you approve — in one word, “yes” or “confirm”, or with a click. Below its answer, the assistant often suggests next steps: one click and you carry on. Your conversation follows you from page to page until you sign out. The example alongside is illustrative: answers depend on your data.
Ask it specific questions
Beyond “Give me an update on my pending quotes”, it answers targeted requests: “Where do I stand?” (messages to handle, pending quotes, the amount still to collect), “Which messages are unread?” (your business messages), “What do I have on Thursday?” (the appointments of a day or a week), “Show me the Garnier job sheet” (customer, notes, appointments, suppliers, time spent, quotes and invoices), “Where is the Durand quote?” (status, deposit, validity date), or the quotes and messages of a given contact. It also explains where to change a setting (“Where do I set my VAT regime?”): under its answer, up to three buttons open the screen concerned directly, changing nothing. It reads your data at the moment you ask, changes nothing, and suggests useful next steps under its answer. Lists are limited to a few items, the most recent.
Hand it the small everyday tasks
“Add 3 hours to the Garnier job”: the time spent is added to the job sheet (24 hours at most per entry). “The VAT on the diesel expense is 14 euros”: on an expense that is still a draft, it fills in the VAT and works out the amount excluding tax. “Link this message to Camille Roux”: the message is filed under the right contact, who becomes the default contact for the quotes and jobs created from that message (your replies always go to the sender of the last message received). “Mark this message urgent”: the message's priority changes. It can also change a job's customer or fill in a contact's SIRET (14 digits, checked). Each time, it reads back what it is about to do: “yes” is enough for time spent, VAT or priority; linking a message, changing a job's customer or a SIRET, which then steer your quotes, jobs and invoices, requires saying “confirm” (or tapping “Confirm”).
Assistant and time savers
Save typing time
Rather than retyping everything, bring in what you already have: your address book, your price list, your standard quotes and your usual replies. Every import can be previewed before it is done, and nothing is written until you confirm.
Import your contacts
In Contacts, “Import contacts” accepts a CSV, TSV or vCard file, or cells copied and pasted from a spreadsheet. The app recognises the columns (name, email, phone, address) and lets you correct them, then shows a row-by-row preview: new contacts on one side, duplicates on the other (“Already in your contacts (same email)”). Add a tag to the whole import, then “Import N contact(s)”. A contact that only shares a phone number with an existing one (a switchboard, a couple…) is only imported if you ask for it. On mobile, “Import contacts from your phone”, in the “+” of the top bar, brings over, the same way, the contacts you tick in your address book.
Import your service catalog
In the service catalog, “Import services” reads your price list from a file or pasted cells: designation, unit, price excl. VAT, VAT rate. If your prices are purchase prices, enter the margin to add; otherwise leave 0%. For a service already in the catalog, you choose what happens to it (it is left as it is by default). The preview separates what will be added from what already exists before anything is written.
Reuse your standard quotes
In the quote editor, “Catalog or template” then “Quote templates” inserts a package of lines and standard terms from your team: the template is copied into the quote, you read it over and edit it freely without touching the template. “Save the quote as a template” creates a template from the quote in progress, and a bin removes the ones you no longer need.
Reuse your usual replies
In the inbox, the composer's “Templates” inserts a standard reply (an appointment confirmation, sending documents…) that you adjust before sending. “Manage templates and signature” opens their settings: you create your templates there and set the signature added to your messages. Your replies stay for you to approve: nothing goes out to a customer without your agreement.
Assistant and time savers
Move faster: shortcuts and preferences
A few settings that save clicks every day: a command palette to reach anything from the keyboard, and a home page that suits you.
Open the command palette
Press Ctrl+K (⌘+K on Mac), or click the magnifier in the top bar: the palette opens any screen, creates a quote, a contact, a job or an expense, and, from two letters typed, offers “New quote for…” a customer or their sheet, or a job. Arrows choose, Enter confirms, Escape closes. Nothing is keyboard-only: every action can still be done with a mouse or touch.
Choose your home page and usage profile
In Settings › My account › Preferences, choose the page opened at every login: the home screen by default, or straight to the inbox, quotes, jobs or accounting. Further down, display density tightens buttons, menus and tables to show more lines on screen (comfortable, compact or dense). These settings belong to the device: you can have a different home page on the office computer and on the tablet. The page also holds the usage profile, Simple or Full: Simple tucks away advanced features (retention, deposit deduction, Cash flow, Reconciliation…) without deleting anything, Full shows everything. It belongs to each member, not to the device (on mobile, it is set on the Settings screen).
Accounting
Prepare your accounts
Your accounts build up as you go, ready to be validated by your accountant. The yearly file is available from the Essential plan.
Enter your expenses
“New expense” (at the top of the page) opens the entry form: category, label, amount, VAT where applicable, payment date, or a template drawn from your expense catalogue. Attach its receipt: a photo of the till receipt taken with your phone, or a PDF. You can also describe the expense by voice or in writing: “Fill in the form” pre-fills the fields, which you review before saving. “Save and add another” chains entries without closing the window. An expense the AI prepared from a received supplier invoice is a draft: it waits for your “Confirm” before it is counted, unless you chose “Already validated” in the automations.
Keep a catalogue of your recurring expenses
In “Expense catalogue”, “New template” (top right) opens the card where you save the expenses that come back (fuel, subscription, supplies…) with their label, category, default amount excl. VAT and VAT rate. A search finds a template. When you enter an expense, you start from the template instead of retyping everything.
Download the yearly file
The year's file gathers income, expenses and VAT. The “Export file” menu offers its PDF to hand to your accountant, who checks and validates it.
Send the file to your accountant
The file can also be sent by email: “Send to my accountant” (in the same “Export file” menu) asks for your accountant's address and the connected mailbox that will send the message. The PDF is attached, the subject and message are pre-filled and editable, and the sending stays traced in your inbox. If the current year is not closed, the app warns you that the file is not final. Your accountant checks and validates it: the app prepares your accounting, it does not replace their review.
Accounting
On mobile: record an expense
An expense takes a few seconds to record, from the job site or the road: a photo of the receipt, a file, or a few dictated words. Nothing is saved until “Save”.
Choose how to record it
“New expense” (to the right of the search on the Expenses screen) opens on the photo: “Take a photo of the receipt” starts the rear camera, and the amount, date and supplier are read for you. Next to it: “File” (an image from the gallery or a PDF), “Dictate” (describe the expense) and “By hand”. Below, “From a template” offers the first templates of your recurring-expense catalogue (“All” lists them). The form only appears once you have started, already filled with what was read: the amount paid incl. VAT, the category, the label, the VAT rate (except under the VAT exemption) and the date (“Today”, “Yesterday” or another date).
Or describe the expense
“Dictate” opens “Describe the expense”: type or say a sentence, like “diesel at Total, €74.50 incl. VAT, yesterday” (tap the microphone to speak), then “Fill in the form”. The label, the category to check, the amount incl. VAT, the VAT rate you said and the date are suggested: review and correct. The assistant only uses what you say, nothing is worked out or guessed, nothing is saved until “Save”, and the audio recording is not kept.
Save, or keep as a draft
“More options” unfolds what is used less: “Billable to customer” (when the expense is linked to a job) and “Save as template”. The bottom of the screen stays stuck to the bottom: “Keep as draft” leaves the expense to be confirmed later (“To handle” tab), “Save” confirms it. Keep the paper original too: a photo does not replace it in every case.
Accounting
On mobile: cash flow, the annual file and filings
Managing your money fits in your pocket too: the cash flow of the next three months, the year's file to read, share or send to your accountant, and the filing deadlines to follow and confirm. The spreadsheet exports (CSV) and the prepared entries (FEC) stay on the desktop.
Follow your cash flow
The More › Money › Cash flow screen (tucked at the bottom of More with the Simple profile) puts the figure first: your estimated balance today, the day you recorded it, then a plain verdict — above your alert threshold over 90 days, or the week it drops below — with the lowest point and a curve. The weeks follow in a table: the first four, and always those below the threshold; “Show all weeks” unfolds the rest. To set the balance of your account read on your statement, its date and your alert threshold, tap the cog or “Update”: a sheet opens, with the date already set to today. Every field is optional; an emptied field removes the setting. The hourly labor cost is set in Settings › Quotes.
Read the year's file
In More › Money › Expenses, the “Annual” chip (after List, To handle and Templates) opens the annual file, which shows the essentials of the financial year: income, expenses, result or estimated taxable base, VAT balance, and the threshold alerts (micro business, VAT exemption). The year chips switch years. It is an indicative document, to be validated by your accountant. “Share the PDF” opens the phone's share sheet; while the year is not closed, the app warns you that the file is not final.
Send it to your accountant
“Send to my accountant” opens a sheet: the sending mailbox, the recipient's address and name, the subject and the message are pre-filled or to complete, and editable. The PDF is attached. If the year is not closed, a confirmation says so first. Nothing goes out without your “Send”: never an automatic sending. An accountant invited with read-only access does not see this button.
Follow your deadlines and confirm your figures
The More › Money › Obligations screen (depending on your role) is read and confirmed on the phone but files nothing: a line says so, and the computation and the box-by-box transfer stay on a computer. Three cards: “Next deadline” (kind, period, date and step: to compute, to confirm, confirmed to file…), “Figures to confirm” with the key amounts as the app computed them (VAT collected, deductible VAT, amount due or credit; for a micro-enterprise, the turnover by category), and “Reported to the tax office”, the automatic e-reporting. “Confirm the figures” confirms they come only from the documents recorded in Claudiassist; nothing is filed, and filing on the tax authority's website remains yours. On the home screen, a line reminds you of the deadline when it is past or less than two weeks away.
Accounting
Reconcile your bank accounts
Before handing over your books, check your receipts and expenses against your bank statements for the period of your choice. Bank reconciliation comes with the annual file, from the Essential plan. Your statements are read on your device and cleared at the end of the session.
Add your statements
In Money › Reconciliation (the “Bank reconciliation” page; on mobile, More › Money › Bank reconciliation), choose the period (last year, a quarter…) and add the statements exported from your online bank, one per business account: OFX, QIF, CAMT.053 or CSV. The file is read on your device; only the transactions, with account numbers masked, are used for the check. A statement without its balances? Enter them: they prove no transaction is missing. With the Simple profile, this entry is tucked out of the menu: open it from the Accounting page or with the command palette (Ctrl+K).
Confirm the invoices that were paid
When a transfer matches what an invoice still owes, Claudiassist spots it: the invoice number or the client's name in the label, or the sum of several invoices from the same client. Each suggestion shows its clues and its confidence level; nothing is recorded without your approval. Confirm them one by one, or in one step for the surest ones. You also find them on the home screen, in the invoice list and on an invoice's page.
Fix the differences
Run the reconciliation: each transaction finds its receipt or expense, including a deposit of several cheques. What remains is sorted by severity. A difference is fixed in one step — record the missing expense, record an invoice payment — or explained when there is nothing to record: a transfer between your accounts, a contribution, money taken out for yourself. Run it again until nothing is left.
Download the reconciliation statement
The PDF brings together the period summary, the bridge from bank to books, the remaining differences and your explanations, with a box for your accountant, who checks and approves it. "Finish and clear" then removes the statements from the app; your decisions on discrepancies stay.
Team and security
Manage your team and your data
Invite your colleagues and stay in control of your data.
Invite a colleague
In Settings › Advanced settings › Members, enter the email address and choose a role. The number of seats depends on your plan.
Get all your data back
In Settings › My account › Subscription, the “Your data” block prepares a .zip archive of your whole workspace, downloadable for 7 days. Only the owner and administrators can request it.
Free up storage space
In Settings › My account › Subscription, “Storage space” shows the space used by the whole business (a total, not a monthly amount) and the largest files. “Delete” removes an attachment or a job file and frees its space right away; the attachment stays in your mailbox. Files that must be kept, such as the receipt of an expense or a customer's acceptance, stay with the reason.
Team and security
Set your team's roles and permissions
The four base roles (owner, administrator, office, field worker) suit many companies. When they are not enough, create your own roles: “Team leader”, “Bookkeeping secretary”, “Read-only apprentice”… and decide, box by box, what each one can do. Custom roles are included in the Team plan (see the pricing).
Find your roles
In Settings › Advanced settings › Roles, the “Custom roles” page shows your custom roles, what each one allows in a sentence and how many people hold it. The owner and administrators always keep all permissions. A role can only be deleted once nobody holds it any more.
Create a role from a template
“New role”, at the top right of the page header, opens the editor: name the role, then start from a template (secretary, bookkeeping secretary, team leader, sales / estimator, technician who invoices, read-only apprentice) or from an empty role. A template is a copy: editing it does not affect any other role. Choose the profile (field worker or office) then tick what the role can do, by group: customer conversations, quotes, invoices and payments, accounting, jobs and calendar, company administration. The ticked boxes replace the profile's base permissions. Each box opens all the data of the domain concerned, not only the person's own.
Assign the role to a member
In Settings › Advanced settings › Members, each member holds a base role (owner, administrator, office or field worker) and, if you have created any, a custom role that replaces the permissions of their profile. Choose it in the second list on the member's row: it applies from the next request, with no need to log back in. The server always checks permissions: a button hidden on screen is only a convenience, never the sole protection.
Team and security
Secure your account
Two-factor authentication is optional. It is set up in Settings › My account › Security, on a computer as on the phone (the page is titled “Account security” there).
Turn on a second factor
Choose an authenticator app (a 6-digit code that changes every 30 seconds): “Set up” shows a QR code to scan with the app (or, without a camera, the key to enter by hand), then a first code confirms the activation. The alternative is a code sent by email at each sign-in. You can turn on one, the other or both.
Keep your backup codes and watch your devices
Once a factor is active, generate ten single-use backup codes: they are shown only once, so write them down. The “Connected devices” list shows where your account is open, and each session can be signed out with one click. Forgot your password? The link on the sign-in page sends a reset link valid for one hour, which signs out all devices.
Set up security on the phone
On mobile, Settings › My account › Security (the “Account security” page, open to every member) gives one line per topic: password, second factor, backup codes, connected devices, each with its state. Any change asks you to confirm it is really you (password then second factor, or an email code) and is done online: your other devices are signed out as soon as the change is made.
Turn on the second factor on the phone
“Second factor” offers the authenticator app (“Set up”) or an email code (“Activate by email”). For the app, a QR code makes no sense on the screen you are holding: “Open my app” opens it with one tap on the same phone, or the key can be copied; a first 6-digit code confirms the activation. Backup codes are shown only once (copy and share): you close their screen by ticking “I have put these codes somewhere safe”. Keep them off the phone, on paper or in a password manager.
Watch your connected devices
“Connected devices” lists the sessions open on your account, with their last activity; “Sign out” closes the one you do not recognise. If you sign out the device you are using, the screen tells you first: you will be signed out right away.
