Help Center
Guides and answers for getting the most out of Papertools — from your first invoice to getting paid. New here? Start with the Getting started section below.
Account & workspace
Export your data
Download a complete copy of your workspace — every record, as CSVs — whenever you want.
ReadManage your team and roles
Invite people to your workspace and give each the right level of access — from read-only to full owner.
Read▶ VideoUpdate your profile and password
Manage your personal details, photo, password, and sign-in email — all from your account, separate from any workspace.
ReadSet up two-factor authentication
Add a second layer of security to your account with an authenticator app — a quick setup that protects your sign-in.
ReadArchive or delete a workspace
Put a workspace away without losing it, or delete one for good — both are owner-only, with a safety net.
ReadAutomation
Set up recurring invoices
Bill the same customers on a schedule — Papertools creates each invoice automatically, and can send it for you too.
Read▶ VideoSet up recurring bills
Automate the bills that repeat — rent, subscriptions, retainers — and Papertools drafts each one on schedule for you to review.
ReadBank & cash
Bank and cash accounts
Tell Papertools where your money physically sits — bank, cash tin, card — and every payment records which account it moved through. Transfers between them get their own honest document.
ReadImport bank statements and match them
Pull your bank's statement in — CSV, or just the PDF and Paper-Ai reads it — match each line to what's already in your books, and find the charges you never recorded.
ReadCustomers, vendors & catalog
Import from a spreadsheet
Bring your existing lists into Papertools in one go — customers, vendors, staff, and catalog items.
ReadAdd customers and vendors
Vendors are the businesses you buy from — save them once, then use them on bills and expenses.
Read▶ VideoBuild your product & service catalog
Organize everything you sell — with categories, default units, tax, and cost tracking — so invoicing is a click.
Read▶ VideoManage tax rates and tax IDs
Set up the tax rates you charge and the tax IDs shown on your documents — all under Settings → Tax.
ReadEstimates, bills & expenses
Send an estimate and convert it to an invoice
Quote a customer, let them accept online, then turn the estimate into an invoice in one click.
Read▶ VideoTrack a bill you need to pay
Record the bills you owe your vendors, see what's due, and mark them paid — so your cash flow stays clear.
Read▶ VideoRecord an expense
Log the money you spend — categorized for your reports and taxes — and reimburse a teammate when they pay out of pocket.
Read▶ VideoTurn modules on or off
Keep Papertools as simple as you need — switch modules like estimates, bills, and payroll on only when you use them.
ReadSend a purchase order and convert it to a bill
Order from a vendor before their bill exists — send it for confirmation, record their answer, and convert it to a bill when the goods arrive.
ReadLog business mileage and turn it into an expense
Log every business drive as proof of your travel costs — then batch a month of trips into one expense at your per-kilometre rate, or keep the log beside your fuel receipts.
ReadGetting paid
Connect Stripe
Link your Stripe account so customers can pay invoices online — money lands straight in your account.
ReadLet customers pay online
Once Stripe is connected, your sent invoices carry a Pay online link automatically — customers pay by card in seconds.
ReadRecord a manual or partial payment
Log payments you receive outside Papertools — in full or in installments — and keep every invoice's balance accurate.
Read▶ VideoIssue a refund
Refund a payment in full or in part — recorded in Papertools for manual payments, or from Stripe for online ones.
ReadSend payment reminders
Papertools chases overdue invoices for you automatically — set the cadence once, and pause it per customer when you need to.
ReadGetting started
Create your workspace
Set up a workspace for your business — its name, URL, and the country that sets your currency and tax defaults.
ReadAdd your first customer
Save the people and companies you bill once, then reuse them on every document.
Read▶ VideoAdd a product or service
Save the things you sell once, then add them to any invoice or estimate with a click.
Read▶ VideoSend your first invoice
Build an invoice, then send it as a branded PDF and a pay-ready link — by email, WhatsApp, or a copyable link.
Read▶ VideoGet paid and record it
Record payments so your balances, receipts, and reports stay accurate — or let customers pay online.
Read▶ VideoSee the bigger picture
Once you're invoicing, your dashboard and reports do the maths for you — no spreadsheets required.
ReadInvoices & documents
Choose your document layout
Pick one of four layouts — your invoices, estimates, and receipts all follow suit.
ReadAdd your logo and branding
Put your logo and brand color on every document — set once under Settings → Branding.
ReadShare a document with a link
Send any invoice, estimate, or receipt as a private link — the recipient opens it in their browser, no account needed.
ReadSend documents by email or WhatsApp
Send any document straight from Papertools — a branded PDF by email, or a ready-to-go WhatsApp message.
ReadEdit, void, or duplicate a document
Change a document, cancel one sent by mistake, or copy an existing one as a starting point.
ReadSet your numbering and payment terms
Control how your documents are numbered and the payment terms applied to every new invoice.
ReadPayroll
Add staff and set their pay
Every person on payroll starts as a staff record — their role, their pay, and the statutory details your country asks for. Set it once and every pay run computes from it.
ReadRun payroll: cut and pay a pay run
A pay run is one period's payroll — built from each person's pay, approved into your books as a cost, then paid person by person. Payslips come out the other end.
ReadPay schedules and recurring pay items
The template behind every pay run — who's on it, how often it runs, and the allowances and deductions that repeat every period without retyping.
ReadPlans & billing
Understand your plan and limits
See which plan you're on, what it includes, and where to compare plans — all from Settings → Billing.
ReadManage or change your subscription
Upgrade, downgrade, or cancel your plan any time — all from Settings → Billing.
ReadUpdate your payment method
Change the card your workspace pays with, any time — from Settings → Billing.
ReadReports & insights
Read your dashboard
Your dashboard is the money-at-a-glance view — what you're owed, what you owe, what needs attention, and how cash is moving.
ReadProfit & loss, cash flow, and more
Every report is built automatically from your documents — profit, cash flow, tax, aging, and more, for any date range.
ReadCustomer statements and aging
See who owes you and how overdue they are, and send any customer a clean statement of their account.
ReadHand a clean export to your accountant
A period-scoped, accountant-ready bundle of your transactions as CSVs — sales, payments, expenses, and more.
ReadYour tax return figures, ready to copy
In supported countries, the Tax summary report now speaks your tax form's own language — the exact boxes, the exact filing windows, a pre-filing checklist, and where to file. Copy the numbers across and you're done.
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