In-app help

The most important term in the app is Active company. Everything you see (documents, contacts, stock, dashboards) belongs to that company.

What this means in practice:

• Switching company switches all operational data.
• If data is missing, wrong company is usually selected.
• Exports and e-mails always use active company context.

Accounts and companies: There can be several user accounts (each logs in with their own e-mail and password). An account is not automatically linked to every company – a user only sees companies they are assigned to. You will not see a company in the switcher if you have no access – that is usually intentional. More in Users & access.

Where you are: This help is public — you can read it without an account or signing in, even before registering. A short service overview with a documentation hub lives at `/doc`; developers integrating with OmniFlow want the API documentation at `/api/docs`.

Recommended first setup flow:

• Open Company settings and complete company/billing details.
• Configure numbering and basic invoicing defaults.
• Add Contacts (customers/suppliers).
• If you track inventory, prepare Stock items.
• Then work with documents (typically Quote → Issued invoice).

Key repeated terms:

• Document state = lifecycle phase (see Document states).
• Customer account = who is billed for the OmniFlow subscription (see Customer account).
• Company = entity for which you issue operational documents (see Company settings).

Dashboard is the first overview of the active company. It highlights what needs attention now: open receivables, payables, due dates, notifications, and quick links.

What you see:

• amount/count summaries,
• overdue highlights,
• notifications,
• quick links to core modules.

For VAT payers, a control on the period panel can switch headline figures between with VAT and without VAT (toggle next to the headline totals).

Legislation notice (Czechia, typically non-VAT payers): A banner may compare issued invoice totals excluding VAT for the calendar year with thresholds maintained by OmniFlow (rules change over time). This is informational only. Consult your accountant when judging VAT registration, related duties, or similar obligations — OmniFlow is not legal or tax advice.

How to use it:

• use it as a navigation and control panel,
• open detailed work in the target module,
• if numbers look off, first verify active company and date period.

Search always runs in the context of the active company and looks across documents – including sales orders – plus contacts, products, and suppliers using document numbers, names, VAT IDs, e-mails, and similar fields depending on record type.

Minimum query: enter at least 2 characters, or pick tags (you can combine both).

Record type filters: tick specific categories to narrow results (for example issued invoices only). If you leave everything unchecked, all supported types are searched.

Tags: pick one or more tags. OR means a record matches if it has any of the selected tags. AND means it must have all selected tags at once.

Rate limiting: after many queries in a short time, the app may temporarily slow searches down – this protects the service from abuse.

Type-ahead: in the header and on the Search page, after at least two characters you may see a short preview (fewer hits per category than the full results page). Use Show all results to open the complete search with filters.

An organisation can contain multiple companies and multiple users. Each user has their own login (e-mail + password + mandatory 2FA — see Two-factor sign-in (2FA)).

What “access only to some companies” means:

• The company switcher lists only companies your account is assigned to.
• You cannot open a company that is not in the list – that is usually missing permission, not a display bug.
• After switching active company, all modules show that company’s data.

Roles within a company (typically managed by the owner under Settings → Users):

• Owner – user management and invitations, company settings, and broader permissions including sensitive document actions where the app requires it.
• Accountant – accounting-focused work; some operations on received invoices are restricted to owner or accountant.
• Editor – day-to-day documents and master data, subject to document state and module rules.

How someone gets access:

• E-mail invitation from Settings → Users (owner sends a link; colleague completes registration or logs in and accepts).
• After acceptance, the user appears on the company with the assigned role.

If something fails:

• Missing company in the list → contact your organisation owner.
• Missing action on a document → check Document states and Tips & blockers (role, state, linked follow-up document).

Profile manages your sign-in account (not company details on invoices): personal data, password, two-factor sign-in, time zone, notifications, and active sessions.

What you can do:

• update your account details,
• manage 2FA — see Two-factor sign-in (2FA),
• change password (with current password check; you are signed out everywhere afterwards),
• set your time zone (world regions; some timestamps such as bank notification times are shown in your zone),
• adjust notification channels per event type (in-app and, where available, e-mail — e.g. bank payment matched),
• revoke specific sessions/devices,
• view companies you can access.

The Password & security tab groups 2FA, password, and the optional e-mail when signing in from a new device.

Default channels for new company members are configured by the owner under Company settings → Notifications — that template applies to users who join later; everyone still tunes their own preferences in Profile.

Important:

• profile changes do not change company identity on invoices,
• company identity is managed in Company settings,
• company access is managed by owners via invitations (Users & access),
• company roles (owner, accountant, editor) do not control your personal password or 2FA.

Two-factor sign-in is mandatory for every account — after a correct e-mail and password you always complete a second verification step. 2FA cannot be turned off entirely.

Default — e-mail code

• After password sign-in you receive a 6-digit code by e-mail (time-limited).
• On the verification screen you can request a new code (with resend limits).
• Back to sign-in cancels the pending sign-in and returns to the login form.

Optional — Authenticator app

• Instead of e-mail you can use a mobile app (Google Authenticator, Authy, Apple Passwords, …).
• Once active, no e-mail code is sent at sign-in — you enter the app code.
• Setup: Profile → Password & security → Set up Authenticator (password required first).

Turning on Authenticator

• 1) Confirm your current password.
• 2) Scan the QR code (or enter the secret manually).
• 3) Enter the 6-digit app code and activate.
• 4) Save backup codes — shown only once; each code works once at sign-in.

Setup in progress

• If you start but do not finish, the profile shows an “in progress” notice — e-mail still applies until activation.
• Continue via Continue setup, or cancel (password + confirmation) — the app removes the pending QR/secret and signs you out on all devices; sign in again (e-mail codes still apply).

Password for sensitive changes

• Turning Authenticator on/off or regenerating backup codes requires your current password — same idea as changing your password (protects against someone with an open session).

Turning off Authenticator

• Profile → password → Turn off Authenticator — sign-in returns to e-mail codes.

Lost phone or app

• At sign-in use a backup code (if you saved them when activating).
• Otherwise write to OmniFlow support at podpora@omniflow.cz.
• If you lose access, support can help restore sign-in (including switching back to e-mail codes).

Not tied to company role

• 2FA and password are always personal — every team member manages their own sign-in. Company roles (Users & access) control documents and company settings, not a colleague’s password.

Use Issued invoices to bill customers and manage the full lifecycle of outgoing invoices.

What you typically have in the module:

• listing with filters (status, period, customer),
• create new / edit existing invoice,
• document number, issue date, tax date, due date,
• customer from Contacts or manually entered details,
• line items (quantity, unit, price, discount, VAT),
• notes, payment instructions, attachment,
• PDF (preview/print),
• e-mail to customer (when SMTP is configured),
• payment records and automatic status updates from due date and payments,
• export according to current filters,
• links: convert from Quote, link to deposit, create credit note,
• Recurring invoices — monthly repetition from a draft template; see Recurring invoices.

Prerequisites for reliable work:

• Company profile completed under Company settings (IDs, address, data shown on PDF),
• numbering series and defaults under Settings → Invoicing,
• customer ideally as a Contact,
• SMTP under Settings → SMTP for outgoing mail.

More detail is split into subsections in the sidebar under this chapter (lifecycle, portal in e-mails, checks and exports).

What happens when you create a document:

• The app stores the header and line items and assigns or proposes a number from the series.
• Saving as draft usually allows continued editing.
• Moving to a stricter state (e.g. sent) often limits what can be changed.
• For stock-tracked lines, stock out may run when the workflow confirms the issue (see Stock).

Where data is visible / reused:

• Status and amounts appear in lists, dashboard, and exports.
• PDF matches what is saved on the document when you download or send it.
• Actions are recorded in Activity history; payments sit in payment records.
• A credit note changes amounts relative to the original; the original invoice may then have fewer allowed actions.

States in short (see Document states):

• Draft – preparation, edits usually allowed.
• Sent – document treated as issued to the customer.
• Overdue / Paid – driven by due date and registered payments.
• Cancelled – closed with no further use.

Cancelling a paid invoice: a paid invoice cannot be cancelled or deleted directly. If it was paid from the bank, use Unmatch payment on the detail (danger zone) — the bank transaction returns to unmatched and the invoice goes back to *Sent*. You can then cancel it and, as Owner, permanently delete it. When you later issue a new invoice, such an unmatched payment can be matched automatically if the VS, amount and currency agree.

When your company has a portal slug under Settings → Company, outgoing e-mails (invoice send, reminders, payment thank-you) can include links without login to the invoice preview and the customer document overview. For manual send, the dialog can append links when enabled under Settings → Invoicing.

Each customer contact needs a portal secret — generate it on the contact detail; for bulk backfill follow Customer invoice portal and Invoicing settings.

Default e-mail templates under Settings → E-mail templates include `{{portal_odstavce}}` for reminders and payment confirmation. If you customised templates earlier, add that placeholder manually or use Restore defaults for the given type.

Full portal behaviour for customers, security, and link regeneration: Customer invoice portal.

Unreliable VAT payer (CZ)

• For customers flagged as VAT payers, the app may show a warning before you issue or send an invoice if the national register lists them as an unreliable VAT payer. This is advisory only — the decision to issue remains yours.

Possible duplicate documents

• When saving a new issued invoice, quote, deposit, received invoice, or credit note from draft, the app may find similar documents already on file (dates, amounts, partner, lines) and show links to review them. Confirm on the form if the new document is intentional. Editing an invoice that was already issued does not run this check.

ISDOC and PDF

• For issued invoices and deposits, after issue you can download ISDOC (XML) and, when e-mailing the customer, attach ISDOC along with PDF. PDF may follow a layout suited for accounting import (embedded ISDOC where applicable).

• For draft documents, standalone PDF/ISDOC actions in the toolbar are usually not available the same way as after issue — complete issue/send first, then use exports.

Payment QR (SPD)

• Quick-pay QR uses the Czech SPD payload. A QR is added only for a Czech IBAN on the selected account under Settings → Bank accounts and when the invoice currency is CZK; otherwise payment details remain as text and no QR is shown. Non-Czech IBAN rows explain this in bank settings.

If a button is missing, check document state, your role (Users & access), and any credit note or other blocking link.

Recurring invoices repeat the same invoice every month (rent, subscription, regular service).

How to start

1. Create an invoice draft (customer, lines, notes). In a service line name add a placeholder, e.g. `ICT admin {{billing_yyyy_mm}}`.

2. On `/invoices/create` or `/edit`, switch to Recurring invoice — set the calendar on the right and save with Save recurring invoice.

3. Alternatively: on a draft use Set as recurring; on an issued invoice Copy and set as recurring.

Where to manage them

• `/invoices/recurrence` — series list, schedule, and history; Recurring invoices button in the `/invoices` header,
• Recurring filter on `/invoices` — templates (number Recurring, status Template) and monthly drafts for review (number Draft + icon, status For review),
• Recurring tab on the contact detail.

Template

• The template is a saved draft the system uses each month. Saving the template updates the existing series — it does not create a new invoice.
• The template detail hides variable symbol, due date, and tax point — those are filled on each generated document.
• Edit via Edit full template (`?regular=1`) — same form as when creating.

Modes

• Prepare for review — a draft each month for manual issuing,
• Fully automatic — the system issues and can email (PDF / ISDOC). You remain responsible for document accuracy.

Template notes can use Insert billing period buttons; full automation is not available with stock goods (non-service products) — services and free-text lines are fine. You can pause a series.

The customer invoice portal is a public part of the OmniFlow service: your customer without an OmniFlow account opens a link and sees an issued invoice preview, a list of their documents with your company, and can download PDF, plus ISDOC or a delivery note when the document state allows. The portal uses a separate public address (not the same URL as signing in to the app).

Where you control it in the app:

• Contacts – for customer or both types, on the detail page under Customer invoice portal: Generate link, Copy, Regenerate (old links stop working; links in already sent e-mails will no longer reach documents),
• Settings → Invoicing – whether outgoing e-mails (invoice, reminders, payment thank-you) should append portal paragraphs and defaults for manual send,
• Settings → Company – public company path segment for portal URLs (without it, links cannot be built consistently),
• Settings → E-mail templates – default templates use `{{portal_odstavce}}` for reminders and payment confirmation; add it manually to customised templates or use Restore defaults,
• after enabling the feature for existing contacts you may need a one-off token backfill (contact detail or bulk options under Invoicing — see Customer view and security).

Continue with Customer view and security for the customer view and security.

What the customer sees:

• clear amounts, lines, and payment status,
• UI language from the browser (Accept-Language) where supported,
• invalid, expired, or regenerated links behave like random guesses — redirect to the app login with no specific reason (anti-enumeration).

Security and practice:

• do not publish secret links on public sites or forums,
• on a leak, use Regenerate on the contact,
• OmniFlow may rate-limit abusive scanning from one network,
• if the portal cannot be used for your company, you see a generic notice and OmniFlow support contact (podpora@omniflow.cz).

Use Received invoices for supplier liabilities: what arrived, how much to pay, due dates, and what is already paid.

What the module usually provides:

• listing and filters (status, supplier, period),
• create new received invoice,
• supplier reference, variable symbol, dates, currency,
• supplier (often from Contacts),
• line items (quantity, prices, VAT),
• attachment (supplier PDF must pass type/size checks),
• payments and status updates after payment,
• export with current filters,
• optional stock link – goods receipt can trigger stock in.

Prerequisites:

• correct active company,
• supplier details consistent with their PDF,
• permissions: some accounting-sensitive actions may require owner or accountant (see Users & access).

Document flow, terms, and import: use the subsections (Flow and terms, Import and bank).

Creating a document:

• After saving, the document is stored with header, lines, and initial state.
• Recording a payment updates balance / paid and usually status.
• If stock-linked lines are confirmed, a stock movement increases on-hand quantity.

Where it flows:

• liability summaries and dashboard widgets,
• accounting exports,
• Activity history entries on changes,
• stock movements when stock is used.

Terms:

• Liability – amount you owe the supplier.
• Tax date – tax point date on the document.

Line VAT and the supplier’s VAT ID: input VAT can only be claimed from a VAT payer, so line VAT rates stay locked at 0 % until the supplier’s VAT ID is filled in. Enter the VAT ID manually or via ARES and the rates unlock; the form explains this with a note below the line items.

If the document carries VAT but the supplier is marked as a non-payer in your contacts, or their VAT ID is not in the VAT payer registry, a note appears below the line items. It is informational only – it neither rewrites the rates nor blocks saving, because the supplier’s document is what counts and the contact flag or the registry may lag behind. Check the document and, if needed, fix the VAT payer flag on the supplier in the Suppliers module — received invoices look at that record, not at a same-named contact in Contacts; that is why the note links straight to the supplier’s edit form. A supplier the app creates for you when saving a document (e.g. from an ISDOC import) gets the flag from the document itself — a document with a VAT ID that carries VAT is saved as a VAT payer.

Editing an already recorded invoice and stock: header changes (payment reference, dates, notes) never move stock. If you change line items on an invoice that already has a confirmed receipt, the app will not recalculate stock automatically – it warns you, and you adjust the quantity with a stock document so the correction stays traceable. A real cancellation or deletion of the invoice reverses stock on its own.

If figures mismatch, reconcile line by line with the supplier’s PDF.

On the new received-invoice form you can pre-fill from a standalone ISDOC file or PDF with embedded ISDOC.

Payment matching against bank lines is done under Account movements after inbound mail is enabled for the account — see that chapter and its subsections.

Use Quotes as the sales step before a binding invoice: price, scope, and validity before you issue an invoice.

Module capabilities:

• quote listing and statuses,
• new quote as draft with lines (quantity, price, VAT, discount),
• valid until date (after which the quote may show as expired),
• PDF and e-mail to the customer,
• copy quote for a price variant,
• convert to issued invoice – creates a new document under Issued invoices with copied lines,
• where the UI allows, convert the quote into a sales order and then prepare an issued invoice draft (Customer orders in the menu),
• export from the filtered list.

Prerequisites:

• customer in Contacts (or manual header fields),
• numbering ready for the resulting invoice,
• optional SMTP for e-mail.

Lifecycle:

• Saving a draft keeps the document on file; state controls editing.
• After sending to the customer, further steps are business-meaningful.
• Conversion hands off to Issued invoices (status, payments, accounting impact).

Side effects:

• Audit log entries,
• after conversion, operations continue in Issued invoices,
• stock impact, if any, follows invoice rules, not the quote.

After send and expiry: After send and expiry.

After sending to the customer

• In Sent status you can approve (accept commercially) or reject the quote. Rejection requires a reason — the text is stored in the quote’s internal note.

Expired quote – after the validity date you may need to revise or create a new quote before converting.

Orders are separate documents with line items, a status and PDF output. They track an agreed delivery from confirmation to fulfilment and connect quotes with invoicing.

How an order is created

• manually via Orders → New order,
• from a quote — the “create order” action on the quote detail (lines are carried over),
• as a copy of an existing order (Copy action on the detail).

Order statuses

• Draft – work in progress, freely editable,
• Open – confirmed, awaiting fulfilment,
• Partially delivered – part of the delivery has happened,
• Delivered – the customer received everything ordered,
• Cancelled – voided (stays on record).

Statuses follow delivery, not invoicing. An order is an agreement about a delivery and ends when the goods leave for the customer; whether it is invoiced is the invoice's own life. How much has been shipped and invoiced is shown by the Progress (qty) column in the list. An order that is fully shipped but not yet fully invoiced also carries an amber Delivered — to invoice marker; the same entry in the status dropdown filters those orders out. You can create the invoice straight from the list (document icon on the row) or from the detail. Voiding the invoice releases the invoiced quantity back to the order, which returns to the to-invoice queue.

What you can do from the order detail

• download the PDF or send the order by e-mail to the customer,
• create an invoice draft with the lines carried over (action on the detail) — finish and issue the invoice in Issued invoices; a delivered order can be invoiced too,
• ship the goods with an issue document (Issues) — a confirmed issue can then be turned into an invoice for what was actually delivered,
• add tags for filtering in the list.

Tip: for the “enquiry → delivery” sales process, use the chain quote → order → invoice (Quotes).

Use Deposits & DDPP when the customer pays in advance and you must document the tax treatment of the payment.

Typical actions on a deposit document:

• create and edit while in draft,
• change status following the document steps in this module (send, cancel, etc.),
• mark paid after money is received,
• generate PDF of the deposit,
• issue DDPP (tax document for payment received) and its PDF,
• delete DDPP where rules and state allow,
• prepare/create final settlement invoice (buttons on the detail such as final invoice / settle),
• copy deposit for a new proposal,
• link onward to issued invoice (deposit offset in a later step).

Prerequisites:

• correct numbering series for deposits, DDPP, and final invoice,
• known customer and agreed deposit amount,
• SMTP if you e-mail PDFs.

Typical chain and effects: Chain and effects.

Typical chain:

• 1) deposit invoice (draft → sent),
• 2) payment received → mark paid,
• 3) DDPP only after money is actually received,
• 4) after delivery, final invoice with deposit deduction (Issued invoices),
• 5) the deposit is fully closed once it is settled against the final invoice.

Where it is reflected:

• deposit summaries and dashboard,
• PDF in archive or e-mail,
• Audit log,
• DDPP dates and numbers must match accounting – fix mismatches before period close.

Deposit flows have more steps than a simple invoice; always read the status on the detail (see Document states).

Payment QR (SPD) on PDF/detail follows Issued invoices: only Czech IBAN and CZK on the document (see Issued invoices and Company settings).

Use Credit notes to correct issued invoices that are already in circulation (returns, retrospective discount, VAT/amount fixes, partial cancellation).

Module features:

• credit note list and filters,
• create from invoice (action on the original invoice detail),
• own number and status steps,
• lines like an invoice (quantity, prices, VAT),
• PDF and e-mail send,
• status changes (send/close per rules),
• copy for a new draft,
• list export.

Prerequisites:

• original invoice in a state that allows a credit note,
• permission mix of role and state (some actions owner only),
• for stock items, a credit note may trigger return to stock depending on item setup.

Process:

• New document is stored with a link to the original invoice number.
• After saving, line items and the initial state are stored.
• After send/lock, actions on original vs corrective side may change.

Effects on documents and stock: Effects on documents.

Where it propagates:

• amounts in listings and on the original invoice relationship,
• accounting via exports,
• Audit log,
• stock via return movement when applicable (see Stock).

The original invoice often cannot be freely edited afterward – further fixes only if the process allows another credit note.

These modules are type-specific partner lists (customers, suppliers). In many teams they coexist with the more general Contacts module.

What they support:

• type-specific lists and detail pages,
• create/edit/delete flows,
• quick search,
• supplier data prefill via ARES where available.

When to use vs Contacts:

• use them when you want one partner type only,
• use them if you prefer separate lists from an older habit,
• keep long-term data consistency in Contacts and select from there in documents.

Contacts is the shared partner directory for all documents in the active company.

What you store:

• relationship type (customer / supplier / both),
• name, company ID, VAT ID, VAT payer flag,
• billing and optional shipping address,
• contact person, e-mail, phone,
• notes.

What the module does:

• search, sort, filters,
• add / edit / delete (subject to permissions and dependencies),
• duplicate detection (especially by company ID) with optional confirmation,
• quick fill of customer/supplier on documents,
• in some cases links to internal records (e.g. customer firm mirrored as contact).

Minimum for smooth invoicing:

• at least header fields needed on the PDF,
• consistent VAT ID for VAT payers.

Behaviour when you pick a contact:

• Values are copied into the document at selection time – later edits to the contact do not automatically rewrite old documents.
• Exports use what is stored on each document.

Portal on contacts and subscription limits: Portal and limits.

Customer invoice portal for customer or both contact types: on the detail page generate a secret link to the public document preview, copy it, and regenerate it after a leak (old URLs stop working). Links work when Settings → Company has the public company identifier for the portal; a token may also be filled when sending invoice e-mails per Settings → Invoicing and templates. Full behaviour, e-mail integration, and security: Customer invoice portal.

Subscription limits may cap active contacts – check Customer account.

The Products module is your item catalog used by documents and stock.

What you set here:

• name, code, unit,
• category (manage the category tree under Company settings → Product categories),
• stock-tracked vs non-stock behavior,
• default prices,
• optional serial-number behavior and related flags.

Downstream behavior:

• selecting a product pre-fills line values in documents,
• stock products trigger stock movement when the document reaches a step that affects stock,
• changing product setup does not automatically rewrite older documents.

Stock tracks quantities, prices, and movements for the active company. This overview links to focused topics below.

Product catalogue: name, code, unit, stock vs non-stock, minimum quantity in units (not a money amount), purchase and selling price, optional serial numbers (SN), movement history, listings and export. For SN items you pick specific units in the form.

Typical document links: a received invoice usually stocks in purchased goods; an issued invoice stocks out sold goods; a credit note may return quantity; cancellation or correction may create an opposite movement. Exact timing depends on document state and line setup.

Where to read next: receipts, issues, and transfers (including “same invoice twice”) are split into subsections in the sidebar — one long page would be hard to scan. Run inventory sheets (controlled count), inventory count, and movement list from the Stock module navigation next to the documents.

Receipts record stock in using your own receipt document (under Stock → receipts list). The document usually has preparation and confirmation; after confirmation you get a receipt movement and on-hand quantity increases.

Received invoice vs receipt: When you issue a received invoice, lines with a selected product trigger a one-time stock receipt. A receipt document is a separate flow; you can optionally link a received invoice so the tie appears in movement history.

Double receipt: Do not book the same physical receipt twice (e.g. automatic receipt from an issued invoice plus a receipt document for the same invoice) — quantities would add. Lines without a product are not auto-received; fix the line or use a receipt document if you need stock.

If figures disagree: open the item → movement history → last document that changed quantity.

E-mail: a confirmed receipt can be sent by e-mail with the PDF attached (the *Send by e-mail* action on the detail). The recipient is prefilled from the supplier; subject and text are editable before sending. Requires configured SMTP (otherwise the button leads to *Settings → SMTP*); the send is recorded in activity history.

Issues record stock out using your own issue document (under Stock → issues list). After confirmation the movement reduces on-hand quantity.

Sales link: You often pick product and quantity like on an invoice. For issued invoices, stock-out timing follows document state and module rules — see Issued invoices and this Stock overview.

When debugging, use movement history on the item and activity history on the document.

Warehouse on the document: the warehouse decides where the goods are written off from and also the issue number series (the number starts with the warehouse code). When you create an issue from an order or an issued invoice, the app first shows a confirmation with warehouse selection (with a single warehouse it is preselected) and creates the document only after you confirm. While the document is a draft, you can still change the warehouse in the side panel — the document is then renumbered from the new warehouse's series. On a confirmed document the warehouse can no longer be changed. The same applies to receipts.

Invoice void and the issue: if the invoice was created from an issue (invoicing delivered goods), voiding the invoice only detaches the issue — the goods remain issued and the delivery can be invoiced again. An issue created from an invoice is cancelled together with the void and the stock is returned.

E-mail: a confirmed issue can be sent by e-mail with the PDF attached (the *Send by e-mail* action on the detail). The recipient is prefilled from the customer; subject and text are editable. Requires configured SMTP; the send is recorded in activity history.

Transfers move goods between warehouses (or locations, if your company is set up that way) using a transfer document. You enter product lines and quantities, then confirm — balances update on both source and destination.

Same rules as elsewhere: watch document state, role permissions, and linked follow-up documents. If unsure, verify the latest change in the item’s movement history.

E-mail: a confirmed transfer can be sent by e-mail with the PDF attached (the *Send by e-mail* action on the detail). A transfer has no contact link, so you enter the recipient manually. Requires configured SMTP; the send is recorded in activity history.

The Settings menu groups everything for running a specific company – unlike Customer account, which is only about the OmniFlow subscription.

Screens and purpose:

• Company – identity on documents (name, IDs, address, logo, colours). Some fields may be locked or restricted after issued documents exist.
• Invoicing – numbering series, default due days, currency, PDF language, PDF line-table behaviour, bank block linkage.
• Bank accounts – accounts printed on documents, default account. Payment QR (SPD) on PDF and on issued invoice or deposit detail is added only for a Czech IBAN and document currency CZK; for a foreign IBAN the bank account screen shows a note that QR is not added until we confirm readability for that bank.
• SMTP – outgoing mail; without it, PDF e-mails will not send.
• E-mail templates – bodies sent with PDFs (per language where configured).
• Users – who has access to this company, roles, invitations (see Users & access).
• Notifications (owner only) – default in-app / e-mail channels per event type for new company members; each user refines their own preferences in Profile & account.
• Product categories – category tree for catalog organisation.
• Links to organisation subscription billing point at the same areas as the Customer account help section.

Before first invoice and effects of changes: Before first invoice.

Minimum before first invoice:

• saved Company + Invoicing (series),
• SMTP if you send by e-mail.

Effects of changes:

• new documents use updated numbering,
• PDF immediately follows saved logo/colours,
• invited colleagues appear only after they accept the invitation.

OmniFlow has a REST API for external systems (e-shop, accounting software, reporting) to read company data. Full technical documentation with a test console is publicly available at /api/docs (in English).

Creating a key (company owner only, in Settings → API keys):

• enter a name after the system that connects (e.g. “E-shop integration”),
• choose permissions: “Read-only (everything)” covers most integrations; “Custom…” limits access per module (Contacts / Products & stock / Issued invoices),
• choose validity (30/90/365 days, 90 recommended) — “Unlimited” only deliberately: the key then works until you revoke it manually,
• optionally restrict the key to specific IP addresses (greatly reduces the impact of a leak).

The key is shown only once — copy it right away. We store only a hash; nobody can display it again (not even support). If you lose it, use Rotate: a new key with the same settings is created and the old one stops working in 7 days.

The key list shows the masked key, permissions, who created it and when, expiration (approaching expiry is highlighted) and the last use (when + from which IP) — revoke unused keys. Revocation is immediate and cannot be undone.

Security:

• a key belongs to the company (a user leaving does not break the integration); its permissions are defined solely by the selected scopes,
• all owners are notified about key creation and revocation (bell + e-mail per preferences, “API key events” channel),
• an accountant sees the list read-only, an editor does not see the section at all,
• the API is rate-limited to 60 requests/minute and 5,000/day per key.

The user menu has Customer account. The same topic appears under Company settings on tabs Subscription (customer account) and Subscription invoices. All of this manages the OmniFlow subscription, not your own sales invoices to customers.

What you manage:

• billing details of the service subscriber (who pays OmniFlow, OmniSys s.r.o., for the subscription),
• current plan, licence, and limits (e.g. companies, contacts, document volume depending on your plan),
• subscription invoice history and payment status.

Relation to operational data:

• Data here is not printed on your customer-facing invoice PDF.
• Limits can still block creating another contact or an action when the plan is exceeded – then you upgrade or adjust subscription.

Permissions and data flow: Permissions and data flow.

Who can change what:

• some fields only for the subscription owner,
• regular company users may have read-only access.

Data flow:

• payer address changes are stored at organisation level and may update related subscription billing details (e.g. contact on the OmniFlow invoice),
• operational documents stay in Issued invoices and other document modules.

Activity history is a timeline of what happened in your company.

Use it to:

• verify who changed document status,
• track document sends and automated steps,
• resolve “who changed this” questions.

Typical record fields:

• timestamp,
• action type,
• user,
• affected module/document.

When something looks wrong, this is usually the first place to check the order of events.

Exports and e-mails are available per document module as actions on the list or detail.

Formats:

• PDF – matches print layout (invoice, quote, deposit, credit note, received invoice, etc.); for issued invoices and deposits, PDF may follow an accounting-friendly format (embedded ISDOC where applicable).
• ISDOC – standalone XML for issued invoices and deposits (download on the detail after issue).
• CSV / XML / ZIP – other outputs suited to accounting tools (exact buttons depend on module and list).

What an export contains:

• always the active company,
• current list filters (date, status, partner…),
• only rows the user may view.

E-mail:

• uses SMTP from Settings → SMTP,
• usually attaches the same PDF as a manual download; for invoices and deposits you can also attach ISDOC,
• success/failure appears as a short banner on the page and in Activity history where sends are logged.

Activity history (in the user menu) also shows who changed states or sent documents.

The Account movements module receives e-mails from your bank (e.g. account notifications), keeps them in the app, and for supported banks can turn the message text into payment rows (transactions). It is not meant for uploading a classic bank-statement file — it works from the text of the e-mail the bank sends you. You then match payments to issued or received invoices and deposit invoices using the variable symbol and amount (with a small rounding tolerance). Partial payments post to the document and it can stay open; an overpayment with a single candidate becomes a suggestion to review.

Supported banks are added over time: look under this chapter for your institution (Air Bank and ČSOB today). More banks are planned — a dedicated help page appears once e-mail parsing is available for that bank.

Row states and matching flow: Row states and matching. Bank setup, message profile, and retention: Bank setup and messages. Bank-specific pages: Air Bank, ČSOB. Inbound address security: Security and inbound mail.

Transaction row states

• Unmatched – the payment exists in the app but no document is linked yet.
• Suggested – several documents share the same VS and amount; pick the right one with the radio buttons and click Confirm suggestion. Confirmation without a selection will not succeed.
• Matched – the document is marked paid from the bank; Activity history on the document shows a record. Undo match reverts the document and row (for an issued invoice this is blocked if a credit note is already issued or sent — same idea as other accounting links).
• Ignored – you deliberately skip matching (e.g. internal transfer).

Typical flow on the movements page

• Parse pending files – builds rows from new e-mails (supported bank + correct profile).
• Auto-match – applies a unique VS+amount match automatically; multiple candidates create a suggestion.
• Manual match – search for an unpaid document by number, VS, or name when automation is not enough.
• Incoming payments usually pair with issued or deposit invoices; outgoing with received invoices (subject to document state rules).
• Under Account movements in the help sidebar you will find a page for your bank (e.g. Air Bank) and Security and inbound mail.

How the app detects the bank

• From a Czech account number in the form prefix-number/bank code (four digits after the slash).
• Or from a Czech IBAN (the bank code is encoded the same way).

The movements screen then shows whether the app can read amounts and details from the e-mail text for this bank, or only stores the message for now. Supported banks each have their own help page under this chapter.

Where to enable inbound mail

• Under Settings → Bank accounts, open the account edit dialog and use Receiving bank messages to show or create an inbound address when your account and company setup offer it.
• Configure internet banking to send notifications or messages to that address. Do not publish the address unnecessarily — see Security and inbound mail.

What the inbound address alone does not do

• A delivered message alone does not always create rows in the movements table. Transaction rows appear only after the correct e-mail pattern profile is set (where required) and you click Parse pending files.

Where the “Bank e-mail pattern profile” field is

• Settings → Bank accounts (under Company settings). Only the company owner can edit accounts.
• The field is in the left-hand form, in the Receiving bank messages box. The card on the right links Open selector in left form.
• The warning on the movements page can jump straight to this field.

Profile in the company

• Pick the dropdown entry that matches your bank — see that bank’s help page (e.g. Air Bank).

Retention of inbound mail

• Delivered messages and related data may be removed automatically after a period if no document was matched to them. Files tied to a matched payment are usually kept. Always keep your own archive (e.g. PDF from the bank).

This page is only for Air Bank (code 3030). General account movements, suggested / matched / undo match, and security are described in Account movements and Security and inbound mail.

Air Bank supports reading Czech plain-text notifications (typically movements with amount and variable symbol). If several of your documents share the same VS and amount, the app creates a suggestion and you must pick the correct invoice or deposit — see Row states and matching.

Checklist in order

• Inbound address — under Settings → Bank accounts for the 3030 / Air Bank IBAN account; configure the bank to send to that address. *(If mail already arrives, the message is stored but you may not see a row in movements until you pick a profile and run Parse pending files.)*
• E-mail pattern profile — same tab, left-hand form, Receiving bank messages box: in the dropdown choose the entry for Air Bank (bank name in the list). Headers-only detection is usually not enough — to read amount and variable symbol from the message body, pick the specific bank profile.
• Parse pending files — after mail is delivered.
• Auto-match, Confirm suggestion, or manual match.

Where to click (company owner)

• Settings → Bank accounts → Edit → left column, blue box Bank e-mail pattern profile, or Open selector in left form on the card.

If no transactions appear

• Check the selected pattern profile, the bank e-mail body format (typically a Czech plain-text notification), and run Parse pending files.

If your bank is missing from the profile list

• OmniFlow support adds e-mail templates and enables more banks. Write to podpora@omniflow.cz.

This page is only for ČSOB (code 0300). General movements, matching, and security: Account movements, Row states and matching, Security and inbound mail.

ČSOB usually sends HTML e-mails with a Payment parameters table (account, counterparty, amount with + / −, variable symbol, message to payee). The app reads one movement per message. For an accepted payment order (“we have received the following order”), the parser uses the outgoing amount and due date.

Checklist

• Inbound address — Settings → Bank accounts for account 0300; configure ČSOB to send notifications (sender is often @csob.cz).
• E-mail pattern profile — choose ČSOB (slug csob) in the account form. The app can often resolve the body parser from the account number alone — the profile is still recommended for header matching.
• Parse pending files on Account movements.
• Auto-match or manual matching by VS and amount.

If no transactions appear

• Confirm the e-mail contains a Amount row (+ or − and CZK).
• Run Parse pending files again; files that failed with “missing profile” before ČSOB was enabled need reprocessing after you set the profile.

If your bank is missing from the profile list

• OmniFlow support adds e-mail templates and enables more banks. Write to podpora@omniflow.cz.

Your inbound address looks like a normal e-mail with a long random name before `@` — treat it as a private mailbox for bank messages. Anyone who knows it can send mail there, just like the bank, so protect it like a password.

What you should do

• Do not publish the address on websites, forums, or public guides.
• Share it only with people who need it; ideally enter it only in internet banking.
• If you suspect it leaked, revoke it under Settings → Bank accounts and create a new one.
• A fake payment message does not by itself mean someone accessed your login — the main risk is mail reaching the app and someone confirming a wrong match. Always verify suggestions against the real invoice.

How the app recognises bank mail

• Mail must arrive at a valid address tied to your OmniFlow account.
• The app checks sender and subject against trusted patterns for real banks — that cuts mistakes but is not a perfect guarantee every message is genuine.
• OmniFlow may also reject messages that do not look like trustworthy bank mail (for example missing the usual electronic “seals” banks use). Those never get stored in your company.

Practical rule

• Private address + always review suggestions + care with unknown amounts = reasonable protection. If in doubt, use manual match or mark the row ignored.

Document state tells you which phase the document is in (for example draft, issued, paid). It drives which buttons you see and which edits are still allowed.

General rules:

• Each document type (invoice, quote, deposit, credit note, received invoice…) has its own set of states.
• Moving between states is allowed only when conditions are met (required fields, payment present, no conflicting document).
• Role may forbid a step entirely (e.g. only the owner may run a sensitive cancel).
• Some changes are indirect: payment posted, quote converted, quote expired, tax document (DDPP) created.

What often happens when the state changes:

• the document status and last change time are updated,
• a row is added to Activity history,
• stock movement is created or reversed for stock lines,
• header or lines become read-only,
• dashboard summaries and receivable/payable totals refresh.

How to read “why is this blocked”:

• open the detail and read the current status badge,
• check for linked documents (credit note, DDPP, final invoice from deposit),
• verify role under Users & access.

Why add OmniFlow to your home screen? One tap puts invoices, payables, and stock at your fingertips like a “real” app — full-screen in the browser, without distracting toolbars or tabs, yet no app-store install. You always run the same up-to-date version as on your desktop; nothing to update manually.

How it works: OmniFlow is a modern web app — data stays securely online, and every device shows the same state after you sign in. The shortcut simply opens that same app in a comfortable standalone-style window.

You still need internet after adding the shortcut. Without connectivity you cannot browse documents — there is no full offline mode for this app.

Android (Chrome)

• Open OmniFlow in Chrome on a secure (https) address.
• From the browser menu choose Install app / Add to Home screen (wording varies).
• The icon launches OmniFlow in a window similar to a standalone app.

iPhone / iPad (Safari)

• Add to Home Screen is under Share (square with an up arrow) → Add to Home Screen. You can edit the icon name before saving.
• Important from Apple: no website link can automatically open the Add to Home Screen sheet — you always choose it in Safari (by design, for safety).
• To get the shortcut, open OmniFlow in Safari. In-app previews inside mail, chat, or social apps often hide Add to Home Screen — use Open in Safari from the page menu, or copy the link and paste it into Safari.

Name and icon

• The browser supplies the name, colours, and icon — no extra setup.

Launch image (iPhone / iPad)

• When launched from the home screen, Safari may briefly show a simple splash image depending on device type. It may change with app updates; it does not affect document work.

Tip: add the shortcut after you sign in if you want the dashboard immediately — otherwise the browser sends you to login first.

Checklist when something fails:

• Wrong company – active company in the switcher is not the one where you created the document.
• No company – account has no company assignment; owner fixes via invitation (Users & access).
• Role – e.g. received-invoice operations need owner or accountant.
• Document state – action not allowed in this phase (see Document states).
• Linked document – credit note, DDPP, or open conversion blocks the next step.
• Missing field – company, series, customer, or VAT data incomplete.
• Subscription limit – you exceeded contacts, documents, or another limit in your OmniFlow plan (see Customer account).
• SMTP – mail cannot send without working server (Settings → SMTP).
• Movement inbox address – do not publish it; if it leaks, revoke and generate a new one (Security and inbound mail).

Resolution order:

• 1) Confirm active company.
• 2) Read the red/yellow message above the form.
• 3) Open Activity history for conflicting changes.
• 4) Refresh and retry.
• 5) Note document number and exact error text for support or a colleague.