How to use SwiftBooks Pro — the names in the menu.

How do I send an invoice?

1. Open Sales → Customers and add the customer if they are not there yet.
2. Open Sales → Invoices and create the invoice. Add lines and VAT, then send.
3. For Pay Now, connect Stripe or PayPal in Settings → Payment Gateways first. GoCardless is on Business and above.

How do I send a quote, then turn it into an invoice?

Open Sales → Estimates, send the estimate, then convert it to an invoice when the customer accepts. The invoice then lives in Sales → Invoices.

How do I set a recurring invoice?

Open Sales → Recurring Invoices. Set the customer, lines and frequency. Weekly, fortnightly, monthly, every two, three or six months, yearly, or a custom number of days. Recurring bills sit in Purchases → Recurring Bills. Recurring expenses sit in Purchases → Recurring Expenses.

How do I chase overdue invoices?

1. Open Emails → Payment Reminders.
2. Send one invoice, or send a batch of overdue invoices.
3. To run on a schedule, turn auto on. Auto uses three levels whose days you set in Reminder Settings.

How do I import a bank statement?

1. Export a CSV from your bank.
2. Open Banking → Smart Bank Import. Map the columns, categorise and match invoices, bills or expenses.
3. Open Banking → Reconcile and tick the period when the statement agrees.
4. On Business and above, Banking → Import Rules remembers repeating descriptions for the next CSV. Solo has three bank accounts.

How do I record an expense or a supplier bill?

Key an expense in Purchases → Expenses(supplier, amount, VAT, category). Enter a supplier bill in Purchases → Bills. Pay it later in Purchases → Payments Made. Purchase orders are on Business and above: Purchases → Purchase Orders, then convert to a bill.

How do I take payment on an invoice?

Connect Stripe or PayPal in Settings → Payment Gateways— both are on every plan. The customer pays from the invoice. GoCardless Direct Debit is on Business and above; open GoCardless in the menu once you are on that plan.

Where are products and stock?

On Business, Multi-Company and Practice. Open Products / Services and Inventory. Solo does not include stock.

Where are projects and timesheets?

On Business, Multi-Company and Practice. Open Projects and Timesheet. Create Invoice from the project, or select unbilled timesheet rows. Solo does not include projects.

Which reports can I run?

Open Reports. P&L, balance sheet, cash flow and ageing are in the ledger. Invite your accountant into the same company if you want them to pull the pack.

How do I invite my accountant or a colleague?

Open Users. Give each person their own email and password. Full back-office, or Limited to the modules you tick. Solo includes two users. Business, Multi-Company and Practice do not charge an extra fee per extra login. They work in the same company books in the browser.

How do I switch from Xero, QuickBooks or Sage?

Free on Solo, Business, Multi-Company and Practice. Same help for everyone. We import what the tool can take from Xero, QuickBooks Online, Sage Business Cloud, FreeAgent, Zoho Books and Capium. Sage 50 is CSV. Re-import bank CSV after go-live. Multi-Company migrates every company (up to five); Practice migrates every company.

How do I raise a CIS invoice?

Use CIS invoices in the ledger for labour deductions. Projects sit on Business+.

Does SwiftBooks Pro file VAT or corporation tax?

No. Keep invoices and the bank in this login.

Is there an API?

Yes. Create a key in Settings → API Access. Create and update customers. Read invoices, bills, expenses and payments. OpenAPI spec is on the docs page.