Features · the complete map
Everything the paperwork needs, with real books underneath.
Papertools handles the documents a small business actually sends and receives — and behind every one of them it keeps proper double-entry books, worded so you never need an accounting degree to use them.
No. 01
Invoicing & quotes
Drafts stay loose — no number, deletable, editable. The moment an invoice is issued it gets its number and becomes a real record: voidable, never quietly deleted. That one rule is why your books stay defensible.
- Quotes with valid-until dates that convert to invoices in one tap
- Recurring invoices with auto-send, and overdue reminders on your cadence
- Online card payment links — money lands in your own Stripe account
- Share any document by email (PDF attached), WhatsApp, or a public link
- Sales receipts ring up already-paid counter sales; credit notes handle money owed back — against an invoice or standalone
- Your logo and layout on every PDF; bulk send on paid plans
Invoice · INV-0042
Sample| Consulting — two days | $1,300.00 |
| Site visit | $150.00 |
| Tax | $87.00 |
| Total | $1,537.00 |
No. 02
Bills, expenses & purchase orders
The money-out side gets the same discipline: supplier bills with due dates, staff expense claims with receipts attached, and purchase orders that become bills when the goods arrive.
- Bills tracked from received to paid, with vendor credits and advances
- Recurring bills for the costs that repeat — every run arrives as a draft for review
- Snap a paper receipt with your phone — it lands as a draft expense
- Mileage log with saved routes; trips convert to a monthly expense at your rate
- Purchase orders sent like quotes; a confirmed order converts to its bill
- Payment vouchers with remittance advice for every vendor payment
Money out
Sample| Cedar Supply Co. — billDue in 6 days | $840.00 |
| Fuel — receipt photoLanded as a draft expense from a snap | $38.00 |
| PO-0017 — purchase orderConverts to its bill when the goods arrive | $1,120.00 |
No. 03
Payroll
Staff records, pay schedules, and pay runs that produce a payslip per person — with deductions and employer contributions kept honestly apart, so take-home and true cost never blur.
- Pay schedules with recurring pay items — set once, every run picks them up
- A payslip PDF per person, sendable by email or WhatsApp
- Employer contributions tracked as cost, never mixed into take-home
- Statutory deductions accumulate visibly until you settle them
Payslip · Store manager
Sample| Gross pay | $2,400.00 |
| Deductions | −$310.00 |
| Take-home | $2,090.00 |
No. 04
Inventory & cost of goods
Track stock on the products that need it and the books learn what things cost you — not just what they sold for. Selling posts cost of goods automatically, from your own purchase history.
- Stock on hand, low-stock flags, and adjustments with reasons
- Cost flows from your actual purchases — no guessed margins
- Customer returns can go back on the shelf, cost and all
- The Stock potential report: what your shelf cost, what it would sell for, and the profit sitting on it — today's arithmetic, not a forecast
Stock on hand
Sample| Ceramic mugCost from your actual purchases | 84 · $3.10 |
| Gift boxLow stock — flagged | 9 · $5.40 |
| Filter coffee 1 kgReturn went back on the shelf, cost and all | 31 · $12.80 |
No. 05
Projects & contracts
One engagement's money and its paperwork, kept together: a project collects the documents, costs and labor behind a job, and a contract records what was agreed — with the numbers reading through to a per-project profit line.
- Fixed-fee, hourly or retainer pricing, with a quoted price and an internal cost target
- Invoices, expenses and payroll labor tag to the project — wages land inside job costs
- A per-project profit & loss shows what each job really made
- Contracts carry term, value and auto-renew, with wording filled from your own templates
- Active and expired contracts lock against editing — agreements don't quietly change
Project · Shopfit — Harbor Cafe
Sample| Quoted — fixed fee | $8,400.00 |
| Vendor costsBills and expenses tagged to the job | −$3,120.00 |
| Staff laborWages from payroll time on the project | −$1,760.00 |
| Project profit | $3,520.00 |
No. 06 · of 10
Real books underneath
Every action posts real double-entry bookkeeping — worded so you never need an accounting degree, and structured so your accountant will trust it. This is the part most invoicing tools don't have.
Profit & loss · this month
Sample| Income | $12,400.00 |
| Cost of goods | −$4,120.00 |
| Expenses | −$3,610.00 |
| Net profit | $4,670.00 |
No. 07
The live overview
The workspace opens on a live overview — who owes you and how late, what you owe, and four charts on one shared period, all reading the same books as the reports.
- What customers owe and what you owe, each with an aging strip showing how late
- Money flow, money in, money out and account balances — one period, changed once at any chart's gear
- Pale bars are what the month billed or cost; solid bars are what actually moved
- Drag a finger along any chart and the figures follow that month
- The charts read the same books as the reports — they can never disagree
Overview · This year
Sample| BilledInvoices and counter sales | $48,950.00 |
| Money inWhat actually arrived | $44,120.00 |
| Money outBills, expenses and payroll paid | −$28,760.00 |
| Net | $15,360.00 |
No. 08
Bank & cash
Import your bank's statement and match it against the books — the trust anchor that answers "does this agree with my bank?" line by line.
- Statement import by CSV — or by PDF, read for you by AI on paid plans
- One-tap matching of statement lines to invoices, bills and expenses
- Cash boxes and transfers between accounts, tracked like everything else
- A reconciliation report that shows exactly what's matched and what isn't
Bank matching
Sample| Matched · INV-0042Statement line ↔ invoice | $1,537.00 |
| Matched · Cedar Supply Co.Statement line ↔ bill | $840.00 |
| Unmatched · card feeOne line left to explain | $52.80 |
No. 09 · of 10
Paper-Ai
Tell it what happened — "invoice Aisha for two days of consulting" — and it drafts the document, ready for your eyes. It types; you approve. It never posts anything on its own.
Paper-Ai
SampleInvoice Harbor Cafe for two days of consulting
Drafted — $1,300, ready for your eyes before it goes anywhere.
No. 10
Built for how small businesses work
One workspace per business, as many workspaces as you run. Roles keep teammates in their lanes. And the whole app installs on a phone — the counter is a place of business too.
- Owners, admins, members and viewers — each sees what their role allows
- Installable on any phone as an app; every page works at thumb size
- Your currency, timezone, fiscal year and date style, per workspace
- CSV and PDF exports throughout — your data is never held hostage
- E-invoicing groundwork is built in; country rollouts are announced on the Updates page
One workspace, every lane
Sample| OwnerEverything, including billing |
| AdminRuns the workspace day to day |
| MemberTheir own lane, nothing more |
| ViewerRead only — an accountant's seat |
Start with the paperwork. The books come free.
Essential is free forever — send real invoices today, and every feature above is there when your business grows into it.