Acendae

↗ Open Invoices in Acendae

How to create and send an invoice

1. Click Create Invoice (top right of the list).
2. Pick the client — their saved currency and tax rate fill in automatically.
3. Add line items (description, quantity, unit price); switch currency if needed and existing amounts convert automatically.
4. Review the total, then click Create & send to email it immediately, or save it as a Draft to finish later.
5. Once paid, open the invoice and click Mark as Paid, entering the amount actually received.

The master list of every invoice you've raised. Each one moves through a lifecycle:

What you can do with an invoice

• Send — emails the invoice using the matching Email Template.
• Download PDF / Print — the client-facing document.
• Mark as Paid — opens an amount entry; you record what was actually received (useful for part-payments).
• Cancel — voids the invoice, with a confirmation step first.
• Delete — removes it entirely (confirmation required).

Currency & Stripe fees

• Each invoice can be raised in any currency enabled on Currency & Tax. Switch the currency after entering line items and amounts convert automatically, using the exchange rate for the invoice's issue date.
• When a client pays by card via Stripe, the processing fee Stripe actually charged is shown as its own line below the total — it's informational, it doesn't change what the client owes.

↗ Open Billing Operations in Acendae

How to work through the worklist

1. Pick a workspace tab: Client contracts, Company contracts, or Invoices.
2. Pick a queue (e.g. Expiring, Overdue) to narrow it down to what needs attention right now.
3. On a contract, choose the button that matches what's actually happening — see the three-button breakdown below before clicking.
4. Confirm in the dialog that appears — read it, since renewing can't be undone.
5. The item drops off the queue once handled; use the refresh icon to re-pull the list.

Think of this as a worklist, not a report: it collects everything that currently needs a decision from three separate workspaces and, within each, a set of filtered queues.

Workspaces & queues

Above the queues, page-level buttons let you jump straight to creating something: Bulk Invoice (raise several invoices from selected contracts at once), Create Contract, Create Company Contract, Create Invoice, and a refresh icon to re-pull the worklist.

The three renewal buttons, explained

This is the most commonly misunderstood part of the dashboard. When a client contract needs attention, up to three separate buttons appear — each is an independent action, not a step in a wizard:

Two more buttons round out a contract card: Edit contract, always available, and — only when a renewal is actually due — Renewal reminder (opens a pre-filled email to nudge the client before you commit to renewing).

↗ Open Incoming Invoices in Acendae

How to process a vendor bill

1. Click Process invoice emails from helpdesk@acendae.com to pull in anything forwarded to that inbox automatically, or
2. Add one by hand: click Create, enter the vendor, amount, and due date, then save.
3. Once you've actually paid it, open the bill and click Mark as Paid.

Not to be confused with Invoices — this page tracks money flowing out: what your vendors bill you (hosting, tools, contractors). These feed directly into the Expenses figure on the Reports page once marked Paid.

• Process invoice emails from helpdesk@acendae.com — automatically imports vendor bills that were forwarded to that inbox, instead of typing them in by hand.
• Mark as Paid / Mark as Pending — flip status once you've paid a bill.
• Statuses shown: Paid, Pending, Overdue, Cancelled.
• Manual entry, edit, and delete are also available for bills that don't arrive by email.

↗ Open Reconciliation in Acendae

How to work through an audit

1. Open the page — the audit runs and lists any issues found, grouped by category and severity.
2. Investigate a flagged issue, then click Accept & ignore (or Dismiss issue) once you've confirmed it's fine — or Restore one you dismissed by mistake.
3. Switch to the Stripe Payouts tab and click Sync Payouts to pull in recent bank transfers.
4. For any payout tagged Unmatched, click Link Invoice and search for the right one.
5. Only when you can justify it, open Adjust invoice for payout and follow the confirmation prompts.

Runs an audit comparing your invoice/payment records against Stripe, so mismatches don't sit hidden. Every issue found is grouped and rated:

Categories

• Payment & Amount Integrity — e.g. an invoice marked Paid for less (Underpaid) or more (Overpaid) than Stripe actually received, Zero Amount Paid, or No Payment Record.
• Stripe ↔ Database Sync — e.g. Stripe PI Not Found, Stripe Payment Missing from DB, Payout Not Linked, or a Test Payment in Production.
• VAT & Tax Compliance — tax calculation issues on an invoice.
• Status & Record Anomalies — in practice, a suspicious Bulk Status Change.

Each issue also carries a severity — Critical, High, or Medium today — so you know what to look at first. You can Accept & ignore (or Dismiss issue for issue types that can't be marked resolved) an issue you've already investigated and confirmed is fine, and Restore it back to active later if needed. Filters and search narrow the list down; nothing on this tab changes your actual invoices — it only reports discrepancies for you to act on.

Second tab: Stripe Payouts

A separate tab on the same page for matching each bank payout Stripe sends you against the invoice payments that make it up.

• Sync Payouts — pulls your recent Stripe bank transfers and automatically links them to invoice payments where it can.
• Each payout is tagged Matched, Mismatch, or Unmatched at a glance.
• Link Invoice — when auto-matching misses one, search by invoice number, client, or Stripe payment ID and link it manually.

↗ Open Client Contracts in Acendae

How to create a contract and link it

1. Click Create Contract, fill in the client, service, price and billing cycle, then save — it's Active immediately.
2. If a banner offers Suggest links for N unlinked contract(s), click it, then use Link all now or Link selected to connect contracts to their real company costs.
3. To manage an existing contract, use Edit, Archive/Unarchive, or Delete on its card.

Every recurring service you've agreed with a client. Statuses: Active, Expiring, Expired, Cancelled, Archived. Create Contract adds a new one; each existing contract offers Edit, Archive / Unarchive, and Delete, plus a Remind Now button once it's Expiring or Expired (opens a pre-filled renewal email).

Linking to a company contract (margin tracking)

A client contract can be linked to the matching company contract — e.g. the domain you sell a client is linked to the actual GoDaddy bill you pay for it — so you can see true margin, not just what you charge.

• Each contract shows a green Linked to company contract: {name} pill, or an amber Not linked to a company contract pill.
• When contracts are unlinked, a banner offers Suggest links for N unlinked contract(s) — the system matches by domain name and service type and groups results:

Linking never creates, deletes, or invoices anything — it only connects two existing records so margin can be calculated. If the linked company contract expires before the client contract does, the card shows a red "Warning: provider ends before this client contract" notice — a sign your own cost may lapse before the client's service does.

↗ Open Company Contracts in Acendae

How to add and manage a subscription

1. Click Add Subscription, fill in the provider, cost and billing cycle, then save.
2. On a Trial one, click Activate when you're ready to convert it to Active.
3. To stop paying, click Manage → Cancel Subscription and confirm.

The flip side of Client Contracts: your company's own recurring costs. Statuses: Active, Trial, Cancelled, Expired. Filter by whether each one is linked to a client contract.

• Add Subscription — record a new recurring cost.
• Activate — on a Trial subscription, converts it to Active in one click.
• Manage → Edit Details, or Cancel Subscription (confirms with "Keep Active" / "Cancel Subscription" — stops auto-renewal).
• Reactivate — brings a cancelled one back.
• Delete Subscription — permanent, separate from Cancel.
• Optional email reminder N days before it renews.

↗ Open Subscription Plans in Acendae

How to change your plan

1. Toggle Monthly / Yearly to see pricing either way.
2. Click the plan card you want — a paid plan opens checkout; the Free plan activates immediately.
3. To leave a paid plan, click Cancel Subscription and confirm.

You can switch plans (Monthly/Yearly) or Cancel Subscription — cancelling keeps your current plan usable until the paid period ends, after which your access to paid features ends. There's no create/edit control for plans themselves on this page — that's managed at the platform level.

↗ Open Client Achievements in Acendae

How to set one up

1. Click Add Achievement and set a title, category, target value, and Target Type — type exactly TOTAL_PAYMENTS or TOTAL_SPENT, nothing else.
2. Save — from then on it unlocks automatically as clients hit the target.
3. To reward someone who unlocked it, click Unlocked by: N clients → View, then assign a reward from your library.

A gamification layer clients see in their own portal. Achievements unlock automatically — the moment a client's payment is confirmed, their lifetime totals are checked against every achievement's target, and any newly-earned one unlocks instantly with an XP reward and an in-app note to you.

• Add Achievement — set a title, category, rarity (cosmetic only), target value, and Target Type.
• Rewards & Discounts — manage the reward library and discount codes clients can redeem.
• Each card shows Unlocked by: N clients → View to see who.

↗ Open Reports in Acendae

How to pull a report

1. Pick a tab — Revenue, Recurring, Clients, or Invoices.
2. Pick a date range: Week, Month, Quarter, or Year.
3. Click Export as PDF (or Excel, on Recurring) to download it.

Five tabs, each filterable by Week / Month / Quarter / Year:

Export as PDF works from any of the four specific tabs (Excel is also offered on Recurring); on Overview it just prompts you to pick a tab first, since Overview is a combination view rather than one exportable report.

How the money is actually calculated

• Revenue only counts Sent/Pending/Overdue/Paid invoices — never Draft, Cancelled, Refunded, or deleted ones.
• Expenses = your paid vendor bills (from Incoming Invoices) plus your Company Contracts costs for that period — not just subscriptions.
• Net Profit = Revenue − Expenses.
• Everything is shown in your company's reporting currency. On the Revenue, Clients and Invoices tabs, foreign-currency invoices are converted using the rate captured at the moment the invoice was created, falling back to that day's historical rate if no snapshot exists — today's live rate is only ever a last resort. This keeps a report for a past month from drifting just because currency markets moved since.
• The Recurring (MRR/ARR) tab works differently: since it's projecting from ongoing contracts rather than dated invoices, it always converts foreign amounts using today's live rate, not a historical one.

↗ Open Exports in Acendae

How to build a custom export

1. Tick which record types you need (Clients, Invoices, etc.), then expand each and tick the exact columns.
2. Click Download Excel (.xlsx), Download CSV, or Download JSON for an instant file — or Save to Google Sheets (connecting your Google account first if you haven't).
3. To automate it, set a frequency under Scheduled Exports and click Create Schedule.

Pick from 8 record types — Clients, Mailing List, Client Contracts, Company Contracts, Invoices, Incoming Invoices, Products & Services, Payments — then tick exactly which columns you want.

• Download Excel (.xlsx) / Download CSV / Download JSON — instant file download.
• Save to Google Sheets — pushes the same selection into a Google Sheet (needs Connect Google account first).
• Scheduled Exports — set a frequency (Daily/Weekly/Monthly) and it re-runs automatically to Google Sheets; cancel anytime from the list.

Exports always reflect live data at the moment you run them — there's no historical "as of" date here.

↗ Open Currency & Tax in Acendae

How to add a currency or tax regime

1. Click Add currency, fill in code, name, symbol, decimals, locale and supported payment methods, then Save currency.
2. Click Add regime for a new country's tax scheme, add one or more rates, mark one Default, then Save regime.

Not "pick my currency" — this defines which currencies and tax regimes exist as options across the whole app.

• Currencies: code, name, symbol, decimal places, locale, which payment methods it supports (card, iDEAL, Bancontact), and whether it's Stripe-supported and active. Turning a currency off removes it as a choice elsewhere.
• Tax regimes: a named scheme per country (e.g. Dutch BTW) with a description and one or more rates, one marked Default.

Your company's own default reporting currency and tax rate are set on Company Settings — this page only controls what's available to choose from.

↗ Open Profit Game in Acendae

How to set your goals

1. Click Goals and enter your yearly targets for revenue, profit, invoice count and margin.
2. Click Admin to add or edit the badges and monthly challenges everyone sees.

Turns performance into levels, XP, streaks, badges and monthly challenges, across three tabs: Year Goals, Achievements, Challenges. The figures behind it are intentionally simplified — all-time totals in EUR, with no date filtering and no currency conversion — so the calculation differs from Reports. Treat Profit Game as a motivational view, not the official figures.

The Admin button lets you create/edit the badges and monthly challenges everyone sees; Goals sets the yearly targets (revenue, profit, invoice count, margin) the progress bars track against; Help opens an in-app explainer of how levels, XP and streaks work.

↗ Open Clients in Acendae

How to add a client

1. Click Add Client, fill in company/contact details and banking info if relevant, then save — their portal login is created and emailed automatically.
2. To credit their wallet, click the wallet top-up icon on their row.
3. To reset their login, click Reset Password, type a new one, and it's emailed to them.

Filter by Active / Inactive and country. The table itself shows each client's current wallet balance. Opening a client (View) shows Outstanding Balance, Last Invoice Date, Total Paid (YTD), recent invoices, and active contracts.

• Add Client — capped by your plan's new-clients-per-month allowance (Free: 5, Professional: 50, Enterprise: unlimited); it resets each month rather than capping your total client count.
• Reset Password — you type a new password for their client-portal login yourself (not system-generated), and it's emailed to them.
• Delete — soft-deletes the client and deactivates their portal login.
• Wallet top-up icon — credit a client's wallet balance directly.
• Export — downloads your mailing list as Excel.

↗ Open Products in Acendae

How to add a product

1. Click Add Product, fill in title, code, price and VAT rate, then save.
2. It's now selectable when you're building an invoice's line items.

Title, name, code, price, discount, VAT rate, description, and Active/Inactive status. It exists purely to speed up building an invoice — products aren't pulled onto invoices automatically, and there's no "recurring" flag here (that belongs to Client Contracts instead).

↗ Open Support Tickets in Acendae

How to raise or answer a ticket

1. To raise one yourself: click Create Ticket, fill in subject, category and priority, attach files if needed, then submit — it's escalated to the platform's support team automatically.
2. To answer one: open it and add a comment in the thread.

Toggle between Received and Sent, filter by Open, In Progress, Resolved (a ticket can also carry an On Hold status, shown on the ticket itself though not in the filter list). A ticket can link back to a specific invoice or contract, and supports threaded comments with file attachments. You can also raise your own ticket with Create Ticket — it's automatically escalated to the platform's support team.

↗ Open Email Templates in Acendae

How to create or edit a template

1. Click Create Template, choose a category, and write the subject/body using placeholders like {{client_name}}.
2. Save, keeping the name close to its category so automatic sends can find it (see the warning below).
3. Click Preview Template to see how it renders before relying on it.

Categories: Invoice, Reminder, Overdue reminder, Follow-up reminder, Payment, Renewal, Contract, Cancellation, Custom. Each supports placeholders like {{client_name}}, {{invoice_number}}, {{payment_link}} that get filled in automatically when sent, and templates are auto-translated between English and Dutch based on each client's language.

• Preview Template and Create Template are labeled buttons; edit, copy and delete on each card are icon-only (no text label).

↗ Open Company Settings in Acendae

How to update your business profile

1. Edit any field — logo, name, address, currencies, tax regime, language.
2. Click Save Settings once it's enabled.
3. To add a team member, scroll down to Co-Admins — see Team below.

Logo, Company Name, Email, Phone, Address, Business Registration Number, VAT Number, Website, which currencies you accept, your default tax regime, and your company's language. Save Settings only enables once something's actually changed; Export downloads a CSV of Company Name, Email, Phone, Address, BR Number, VAT Number and Language — not every field on the page (Logo, Website, currencies and tax regime aren't included).

↗ Open Profile Settings in Acendae

How to update your account

1. Edit your name, phone, or picture, then click Save Changes.
2. Toggle notification preferences — each one saves instantly, no separate save step.
3. Scroll down to Security to change your password or set up 2FA — see Security below.

Your name, phone and profile picture (email is locked) are genuinely personal. Notification toggles for invoices/payments/reminders/subscriptions each save instantly. This page also hosts Security (see below) and a Danger Zone Delete Account.

↗ Open Profile Settings in Acendae

Not a separate menu item — this is a section partway down Profile Settings, between Notifications and Preferences.

How to enable 2FA and manage sessions

1. Next to Two-Factor Authentication, click Enable, scan the QR code in your authenticator app, then enter the 6-digit code to confirm.
2. Save your 8 backup codes somewhere safe — they're shown only once.
3. Under Active Sessions, click Revoke next to any device you don't recognize.

• Password — change it with your current password plus a new one.
• Two-Factor Authentication — scan a QR code in an authenticator app, confirm a 6-digit code, then save your 8 one-time backup codes (shown only once — store them somewhere safe; each can be used in place of a code if you lose access to your authenticator app). Disabling 2FA requires re-entering your current password to confirm.
• Active Sessions — every device currently logged in, with browser, IP, and how long ago it started. Revoke signs that device out immediately. If you don't recognise a session, revoke it and change your password right away.

↗ Open Company Settings in Acendae

Found inside Company Settings. Only the account owner can add or manage team members.

How to add or remove a co-admin

1. Click Add Co-Admin, enter their name and email, and set a password for them.
2. Share that email/password with them yourself — there's no invite email to wait for.
3. To block access without deleting them, untick Account active (can sign in). To remove them entirely, click Delete.

• Unticking Account active (can sign in), or setting them a new password, immediately signs them out of every device.
• Delete soft-deletes them — that email address can never be used to add a co-admin again afterward, so confirm before removing.