FAQ & Troubleshooting

Common Questions

How do I reset my password?

Your password is managed through Firebase Authentication. Click the "Forgot Password" link on the login page and enter your registered email address. You will receive a password-reset email within a few minutes. Follow the link in the email to set a new password. If the email does not arrive, check your spam folder or ask your administrator to verify your account.

Can I delete a client that has projects linked to it?

The system protects referential integrity, so you may need to unlink or delete associated records first. Remove or reassign any projects, invoices, or proposals tied to the client, then try the deletion again. This prevents orphaned records and keeps your financial data consistent.

How do I change the currency on an existing invoice?

Open the invoice, click the edit action, and change the currency field to the desired ISO 4217 code. Each record stores its own currency independently, so changing one invoice does not affect any other records. The available currencies are configured by your administrator under Settings > Preferences.

Why can't I see certain menu items or buttons?

Visibility of menu items, buttons, and actions is controlled by your user role's permission matrix. If an item is missing, your role likely does not have the required permission. Contact your administrator and ask them to review your role under Settings > Roles.

How many users can I add?

There is no built-in user limit. Add as many team members as your organization needs. Each user is assigned a role that determines what they can view and modify across the platform.

Can I export my data?

Yes. A full database export is available from the Settings page. Invoice PDFs can be exported individually using the "Invoice PDF" action inside the invoice drawer. For employee payment records, use the dedicated PDF export option in the employee payments section.

How do recurring invoices work?

Mark a project as recurring and set a billing interval (monthly, quarterly, etc.). The system computes all upcoming invoice periods, including any overdue ones. You then review each period in the Upcoming Invoices panel and choose to approve it (which creates the invoice) or skip it (which advances the schedule without creating an invoice). This is a user-driven approval workflow - invoices are never generated automatically without your action.

Can I convert a proposal back from a project?

No, the conversion from proposal to project is one-way. Once a proposal is converted, it is automatically marked as approved and a new project is created with the proposal's values pre-filled. The original proposal remains linked to the project for reference, so you can always trace back to the original terms.

How do I track which referral brought in a client?

When creating or editing a client, use the Client Reference field to link them to a Referral record. Once linked, you can open any referral and use the "View Clients" action to see all clients that came through that referral source.

Is my data backed up?

Yes. Automated daily backups run to cloud storage with a 60-day retention policy. This means you can recover data from any point within the last two months. If you need to restore from a backup, contact your system administrator.

Troubleshooting

I got logged out unexpectedly

For security, sessions are regenerated every 30 minutes. If you were idle for an extended period, your session may have expired. Simply log in again. The application automatically retries authentication when it receives a 401 response, so in most cases you will be re-authenticated transparently without losing your work.

Changes I made aren't showing in the table

The application uses 60-second client-side caching to keep the interface fast. Any create, update, or delete action automatically invalidates the cache, but if you are looking at data changed by another user, there may be a brief delay. Navigate away from the page and back, or wait a moment for the cache to refresh.

File upload failed

Check the following:

• The file must be under 5 MB.
• Accepted formats: PDF, DOC, DOCX, JPG, JPEG, PNG, GIF, WEBP.
• If the field already has the maximum number of files, you will need to remove one first.

You can upload files by dragging them onto any open drawer (view or edit), clicking the "click to browse" link in the documents section, or using the upload field in the edit form.

Invoice PDF looks wrong or won't generate

PDF generation uses Gotenberg, a headless browser engine. Make sure the invoice has all required fields filled in, including client details, line items, and amounts. If the PDF still looks incorrect, try selecting a different invoice template under Settings > Invoice Templates. You can regenerate the PDF at any time using the "Invoice PDF" action in the invoice drawer.

I can't delete a record

There are a few things to check. First, verify that your role has delete permission for that entity type. Second, check whether the record has dependent records (such as payments linked to an invoice) that need to be removed first. Third, for document and file deletions, the system uses a double-confirmation flow - make sure you confirm both prompts.

The AI assistant isn't responding

The built-in AI assistant has a rate limit of 10 requests per minute. If you have been sending messages rapidly, wait a moment before trying again. If the issue persists after waiting, the AI service may be temporarily unavailable. The assistant uses multiple AI models with automatic failover, so availability issues are typically short-lived.

Table columns are missing

You may have toggled them off. Look for the column visibility icon near the table header - clicking it reveals a checklist of all available columns. Tick the ones you want to display. Column visibility preferences are per-entity, so adjusting one table does not affect others.

Employee payments aren't being generated

Automatic payment generation runs daily at 9 AM. For payments to be generated, the employee must have an active status and a salaried compensation type (Monthly Salary, Weekly, Bi-weekly, or Semi-monthly). Employees with a "Per-Work" compensation type are excluded from automatic generation. Also verify that the employee has a pay day configured.

Error Messages

Below are common error messages you may encounter and what they mean.

Session expired

Your login session has timed out due to inactivity or the 30-minute regeneration cycle. Log in again to continue. Any unsaved changes in open forms may be lost.

Permission denied

Your user role does not have access to the action you attempted. This could be a view, create, edit, or delete operation. Contact your administrator to review your role's permissions under Settings > Roles.

Record not found

The item you tried to access may have been deleted by another user, or the ID in the URL is invalid. Refresh the page or navigate back to the entity list to verify the record still exists.

Upload failed

The file you tried to upload either exceeded the server's size limit or is in an unsupported format. Reduce the file size or convert it to a supported format and try again.

Rate limit exceeded

You have sent too many requests in a short period. This most commonly applies to the AI chatbot, which allows 10 requests per minute. Wait a moment and try your request again.

Validation error

One or more required fields are missing or contain invalid data. Check all steps of the form for highlighted fields. The form uses submit-time validation across all steps, so errors may appear on a step you have already passed through. Look for the red error indicators on the step pills at the top of the form.