What is LedgerSwiftly - Professional Control, Made Effortless?

Accounting made swift for trades, contractors and businesses

How do I add an expense?

Go to Expenses → tap +. Enter the date, supplier, gross amount, net and tax amounts, category, and payment method. Optionally attach a receipt photo, tag it, and mark it as billed to a client.

How does AI receipt scanning work?

Silver and Gold plan users can capture a photo of a receipt and select the AI scan button. The app reads the vendor, amount, tax and date automatically. Silver includes 100 AI scans per month and Gold includes 250. Always check the values before saving, as AI can make mistakes.

How does batch receipt scanning work?

Silver and Gold users can upload up to 8 receipt photos at once from the Expenses page. They're scanned in a single AI pass and saved as drafts you can review and finalize. Each receipt uses one of your monthly AI scans (100 on Silver, 250 on Gold). Once you've used all your AI scans for the month, you can still batch upload. The receipts are saved as drafts with the photo attached but without AI-extracted data, so you'll need to fill in the details manually. Your AI scan allowance resets at the start of each month.

What does 'Charged to Client' mean?

Mark an expense as billed to a client to track what you can recover. Enter the client charge amount and the date you charged it. This feeds into your profit calculations and client billing reports.

What is 'Charged in Invoice #'?

This field links an expense to a specific invoice you've sent to a client. Use it to track which receipts were billed in which invoice, so nothing slips through the cracks.

Can I track cost to company separately?

Yes. The 'Cost to Company' field records what the expense actually cost you, separate from what you charge the client. Useful for tracking markup and margin.

How do categories and tags work?

Categories (e.g. Materials, Labour) group expenses for reports. Tags are free-form labels for extra filtering. Manage your custom categories in Settings.

How do I create an invoice?

Go to Invoices → tap +. Select a client and optionally a property, set issue and due dates, add line items with quantities and prices, apply a tax rate, and add a disclaimer. The subtotal, tax and total calculate automatically.

How do I send an invoice to my client?

Silver and Gold plan users can send invoices. Select 'Send to client' in the invoice form and LedgerSwiftly emails the client a professional invoice email with a secure link to view and download the invoice online. The invoice is marked as sent, the invoice number is assigned and locked, and the due date and overdue tracking start automatically. You do not need to download or attach anything.

What does 'Send to client' do?

'Send to client' emails the client a professional invoice with a secure online link to view and download it. It marks the invoice as sent, assigns and locks the invoice number (drafts do not have one until this point), and starts the due date and overdue tracking. Available on Silver and Gold.

How do invoice numbers work?

Invoice numbers are assigned automatically when you mark an invoice as sent. Drafts do not have a number. Once sent, the number is locked and cannot be changed.

Can I carry on my invoice numbering from another platform?

Yes. If you are switching to LedgerSwiftly from another invoicing tool, the last thing you want is your invoice numbers resetting to 1. In Settings → Invoicing & Payments → Starting Number, the workspace owner or an admin can enter the last invoice number used on the old platform (for example, 1200) and lock it. Your first invoice in LedgerSwiftly will then be numbered 1201, and every invoice after continues in sequence, 1202, 1203 and so on, as though you never switched. This is a one-time kickstart, not a permanent override. The system reads your starting number once, jumps the sequence forward to it, and then immediately goes back to its normal behaviour of always using the next number after your highest existing invoice. Once your real invoice numbers have passed the figure you entered, the starting number is quietly ignored. If you change the starting number later, the system re-reads it once: it kicks the sequence forward to your new figure (or ignores it if you are already past it), then forgets it again until the next time you edit. You can edit or clear the starting number at any time. Only the workspace owner or a workspace admin can set it, and it applies to the whole workspace so every team member's invoices share the same sequence. Available on Silver and Gold, since invoices are a Silver and Gold feature.

Can I convert a quote into an invoice?

Yes, on Silver and Gold. Open an accepted quote and select 'Convert to Invoice'. The line items, client and property details carry over, so you do not re-enter anything.

How do I chase overdue invoices?

There are two ways to remind clients about overdue invoices: Manual (Silver and Gold): Open an overdue invoice and select 'Reminder'. This opens a draft reminder email in your own email client with a pre-filled template. Remember to attach the invoice PDF before sending. The reminder date is recorded so you know when you last followed up. Automatic (Gold only): In Settings → Invoicing & Payments → Overdue Reminders, Gold users can switch on automatic mode. The system then emails the client after the due date (you choose: 1, 3, 5, or 7 days) using your custom reminder template, flags the invoice as 'Overdue emailed' with a timestamp, and only ever sends one automatic email per invoice. You can switch between automatic and manual at any time. In manual mode the system will not email clients automatically, and in automatic mode it handles it for you.

Can I customise the terms & conditions on invoices?

Yes. Each invoice has an editable terms & conditions section with a sensible default. You can also set a default from the Invoices page (select 'Add terms & conditions') that pre-fills new invoices, and reset to the default at any time.

What invoice statuses are available?

Draft, Sent, Paid, Not Paid, Overdue, Deferred, and Other. Use these to track where each invoice stands in its lifecycle.

How do clients pay me online?

If you connect your own PayPal account in Settings → Invoicing & Payments → Online Invoice Payments, your clients get a Pay Now button on the public invoice page and in the invoice email. They can pay by card or PayPal without creating an account. Bank transfer details are always shown alongside, so clients can choose whichever suits them. If you have not connected PayPal, only bank transfer details are shown and there is no Pay Now button.

How do I connect PayPal?

Go to Settings → Invoicing & Payments → Online Invoice Payments. Read the disclaimer, tick the acceptance box, and enter your PayPal Client ID and Secret (found in your PayPal Developer dashboard). The system verifies your credentials and registers a webhook automatically before marking the connection as active. Only the workspace owner or an admin can connect PayPal. Available on Silver and Gold, since invoices are a Silver and Gold feature.

What are the PayPal fees?

PayPal charges you a fee per transaction, typically 1.5% to 3.4% plus a fixed fee, varying by country and account type. These are PayPal's fees, not LedgerSwiftly's. You pay them directly to PayPal. We do not add any surcharge. Check PayPal's official fees page for your country and account type for exact rates.

Does LedgerSwiftly store my clients' card details?

No. We never see, store, or handle your clients' card or bank details. All payment data stays on PayPal's secure servers. We only receive a webhook notification from PayPal telling us the payment was completed, which we use to mark the invoice as paid. We are a facilitator only and are not a party to any PayPal transaction.

How does my invoice get marked as paid?

When a client pays via PayPal, PayPal sends a secure webhook to our system. We verify the webhook signature, check the payment amount matches the invoice total, and mark the invoice as paid with the payment method, timestamp, and PayPal transaction ID. This happens automatically. For bank transfers, cash, or card payments outside PayPal, you mark the invoice as paid manually and select the payment method.

Do I get notified when a client pays online?

Yes, automatically. The moment a PayPal payment is captured, your client receives a professional 'Payment Received' receipt email with the invoice details and PayPal transaction ID, and everyone in your workspace sees an in-app notification in the notification bell so your whole team knows the money has landed. No manual action is needed. This works for both the instant capture and the webhook confirmation, so even if one path fails the other still triggers the notifications.

What if a PayPal payment does not show as paid?

In the rare case that both the instant capture and the webhook fail, a daily reconciliation check polls PayPal for any invoice with a PayPal order that is still unpaid after 24 hours. If PayPal confirms the payment, the invoice is marked as paid automatically. You can also mark any invoice as paid manually from the Invoices page if you can see the payment in your PayPal account.

Can I disconnect PayPal?

Yes. Go to Settings → Invoicing & Payments → Online Invoice Payments and select Disconnect PayPal. The webhook is removed from your PayPal account and the Pay Now button no longer appears on new invoices. Existing paid invoices keep their payment method and transaction ID for your records. Bank transfer details continue to show on all invoices as normal.

Where can I find help setting up PayPal?

In Settings → Invoicing & Payments → Online Invoice Payments, expand the 'Need help setting up PayPal?' section for links to PayPal's official guides: creating a PayPal Business account, finding your API credentials, understanding transaction fees, disputes and chargebacks, and webhook setup.

How do I create a quote?

Go to Quotes → tap +. Select a client and optionally a property, set the issue date and valid-until date, add line items, apply tax, and add a disclaimer. Save as draft or send directly.

How do I send a quote to a client?

On Silver and Gold, select 'Send to client' in the quote form. LedgerSwiftly emails the client a professional quote email with a secure link to view the quote online and accept or decline it directly. The quote is marked as sent and the quote number is locked automatically. You do not need to download or attach anything; it is all handled for you.

How does online quote acceptance work?

When you send a quote (Silver and Gold), the client receives an email with a 'View & Respond to Quote' button. Clicking it opens a secure, public page showing the full quote (as a PDF preview) with Accept and Decline buttons. If they accept, they see a summary of what they are agreeing to (total, line items, valid-until date) and confirm. If they decline, they choose a reason from a dropdown (e.g. 'Too expensive', 'Found a cheaper alternative') which is saved directly to the quote so you know exactly why. The quote status updates automatically; you will see it in your Quotes list and receive an email notification.

Can I see why a client declined a quote?

Yes. When a client declines online, they select a reason from a dropdown (Too expensive, Found a cheaper alternative, Timing is not right, No longer needed, Chose a different provider, or Other with a free-text note). This reason appears directly on the quote card in your Quotes list, so you can follow up intelligently or adjust your pricing.

How do I track if a quote was accepted?

When a client accepts or declines online, the quote status updates automatically and you will receive an email notification. You can also manually update the status to Accepted, Declined, or No Response as you hear back. Accepted quotes can be converted into invoices with a single action.

Can I customise the quote terms & conditions?

Yes. Each quote has an editable terms & conditions section with a default. Set a default from the Quotes page (select 'Add terms & conditions') to pre-fill new quotes, and reset to default at any time.

Can I carry on my quote numbering from another platform?

Yes. Just like invoices, you can set a starting quote number in Settings → Invoicing & Payments → Starting Number. Enter the last quote number you used elsewhere (for example, 500) and lock it. Your first quote in LedgerSwiftly will be numbered 501, and the sequence continues from there. This is a one-time kickstart: the system reads your starting number once, jumps the sequence forward, then returns to normal, always using the next number after your highest existing quote. Once your quotes pass the figure you entered, the starting number is ignored. Edit it at any time and the system re-reads it once more. Only the workspace owner or an admin can set it, and it applies to the whole workspace. Available on Silver and Gold, since quotes are a Silver and Gold feature.

Can I attach documents to a quote?

Yes, on the Gold plan. Open a quote and select the Docs button. You can attach up to 3 CSV or PDF files per quote. For example, when a client agrees and signs a quote, you can upload the scanned physical copy as a record so it stays with that specific quote. Your team can view and download the files at any time. Silver users can create and send quotes but document attachments remain a Gold feature.

What happens when a quote expires?

Every quote has a valid-until date. Once that date passes, the quote is automatically flagged as Expired. The online acceptance link the client received stops working (they will see a 'This quote has expired' message instead of the accept/decline buttons), and the quote's status changes to Expired in your Quotes list. This happens automatically overnight, so you do not need to manage it manually. If a client still wants to proceed after a quote has expired, you can create a new quote with a fresh valid-until date and send it to them again. Expired quotes appear in Smart Views, reports and analytics just like any other status, so you can track how many quotes lapse without a response.

What does the dashboard show?

Your dashboard shows total spend, amount charged to clients, and your net profit. You will see monthly and yearly breakdowns so you can spot trends at a glance. Silver and Gold users also see a Cash Flow This Month card showing money in (paid invoices), money out (expenses), and the net flow, plus a spending trend chart and live invoice & quote counts.

How is profit calculated?

Profit is your total client charges minus your total costs (cost to company). The dashboard shows your profit margin as a percentage so you know which jobs are worth doing.

Can I see spending by category?

Yes. The Analytics page breaks down expenses by category, supplier, and property, with charts for monthly trends and top spend areas.

What is the difference between the Dashboard and Analytics?

The Dashboard is your quick daily snapshot of totals and profit. Analytics (Silver and above) is the deeper view, with category breakdowns, trends and comparisons.

Can I see quote and invoice performance?

Yes, on Silver and Gold. The Analytics page includes quote and invoice metrics: sent, accepted, declined, expired, invoiced totals, outstanding, overdue, and an invoiced vs quoted comparison chart. Expense Reconciliation analytics remain Gold-only.

Can I filter analytics by time range or property?

Yes. Filter all charts and KPIs by time range (30 days, 90 days, 12 months, all time), property or client. KPI cards show period-over-period trend indicators. A tax-deductible breakdown chart shows deductible vs non-deductible spend, and you can export filtered data as CSV.

Can I see client totals and property counts?

Yes, on Silver and Gold. Open any client to see a full totals breakdown: expense total, profit total, invoice total, paid invoice total, accepted quote total and overdue invoice total, all with a period filter (all time, year, or month). Client cards show property, invoice, quote and expense counts. Property cards show invoice, quote and expense counts. Bronze (free) sees a locked prompt. Document attachments (uploading CSV or PDF files to a record) remain a Gold feature.

What is the Savings Estimator?

The dashboard includes a Savings Estimator that calculates how much time and money LedgerSwiftly is saving you based on your actual activity: expenses logged, AI scans, invoices and quotes created and sent, clients and properties managed, and automatic reminders sent. It shows your hours and money saved, a 12-month projection, a monthly trend chart, and your ROI payback ratio. A Plan Utilisation meter shows how much of your subscription's potential you are unlocking, with suggestions to save even more. Compare your actual savings against typical estimates for your plan tier, so you always know the value you are getting. Available on all plans.

What is Universal Search?

The dashboard search bar lets you search your entire workspace in one place. Find any expense, invoice, quote, client, property, supplier or task, jump straight to any page, trigger quick actions like adding an expense, and get instant answers from the FAQ. Results are grouped by category and every item is clickable straight to its destination.

A workspace is your company's isolated data environment. All your properties, expenses, invoices and quotes live in your workspace. Team members you add share the same workspace.

Do team members see changes in real time?

Yes. Every shared page updates instantly for all team members. When anyone adds, edits or deletes an expense, property, client, supplier, invoice, quote, task, calendar event or price comparison, everyone in the workspace sees it straight away without needing to refresh the page. The dashboard, notifications and all list pages stay in sync automatically.

How do I add a team member?

Go to Settings → Workspace & Team to find your unique 6-character join code. Share that code with your colleague. They enter it on the Join page to send a join request. You then approve or reject the request from the same Team page. Note: Team members require Silver (up to 5 members) or Gold (unlimited). Bronze (free) does not include team members.

What is a workspace join code?

Every workspace has a unique 6-character code (using unambiguous characters, no O, 0, I, or 1). Share it with people you trust so they can request to join your workspace. As the workspace owner, you can reset the code at any time from Settings → Workspace & Team if you think it has been compromised.

How does the join request process work?

When someone enters your code on the Join page, a pending request appears on your Team page. You approve or reject it. Once approved, the person is added to your workspace, their previous individual subscription (if any) is cancelled, and they inherit your plan. They receive a notification that they've been approved.

Can a user cancel their join request?

Yes. While a request is pending, the user can cancel it from their onboarding screen. This returns them to the create-or-join choice so they can try a different code or start their own workspace.

Do team members get their own subscription?

No. Team members inherit the workspace owner's subscription. If you are on Gold, your team gets Gold features. If you downgrade, they lose access to those features too.

Support

Frequently Asked Questions

Everything you need to know about LedgerSwiftly, from receipt scanning to billing.

LedgerSwiftly is an administrative record-keeping and document tool, not a tax, accounting or legal service. We facilitate receipt tracking, invoicing and quoting, but we do not file taxes, provide advice, or act as a party to any transaction. We are not liable for any documents you produce or any agreements you make with your clients.

Mobile & App

Use it like an app, no app store needed

LedgerSwiftly isn't on the App Store or Google Play, but it runs perfectly in your phone's browser and installs to your home screen in a few taps. Here's how.

On your iPhone

ledgerswiftly.com

Open app.ledgerswiftly.com in Safari.

Add to Home Screen

Tap the Share button, then choose 'Add to Home Screen'.

Tap Add. LedgerSwiftly appears on your home screen and opens full-screen.

On your Android

ledgerswiftly.com

Open app.ledgerswiftly.com in Chrome.

ledgerswiftly.com

Add to Home screen

Tap the three-dot menu, then 'Add to Home screen' (or 'Install app').

Tap Add. LedgerSwiftly appears in your app drawer and home screen.

Cancel anytime; access continues until the end of the current billing period. If you have a billing concern or wish to discuss a refund, contact billing@ledgerswiftly.com. Opening a PayPal dispute for a charge you authorised, without first contacting us, may result in account suspension.

Still need a hand?

Contact Support