Quick File

Quick File System Overview

10th December 2010

This guide will give you a brief overview of the capabilities of the Quick File platform.

Quick File in a Nutshell

Quick File enables you to manage all your clients and invoices online. With Quick File it's easy to create your own professional looking invoices and provide a fully branded control panel where your clients can view, download, print and ultimately pay their invoices.

Quick File Invoicing

Raising your First Invoice

Once you have logged into Quick File you can easily create a new invoice. Click the 'Create New Invoice' button from the dashboard and you will be presented with a screen like this one:

Create new Invoice

You can select from a pre-saved client or you can create a new one on the fly. All you need to do is add some preliminary details such as name, address, email etc. Creating new invoice lines is simple and intuitive, just click on the green plus icon and a new line will appear. You can save 1000s of inventory items within Quick File and call them into your invoices, but for now just give your item a name and write a brief description. Quick File will save the item details for reuse in the future.

You can also store up to 4 different tax codes. If you want to add a sales tax or VAT you can create it from the drop down tax menu and then select it so that the line total will be subject to the additional tax. All tax totals are listed in the footer area.

Finally you can furnish your invoices with additional information regarding payment methods, delivery time-scales and refund policies. The section at the bottom will allow you to add in additional invoice notes and terms.

The Client Area

Every client you create within Quick File will have a dedicated area where they can view, download, print and pay all their outstanding invoices and estimates. The client area can be fully branded with your company logo and colours. You will also find a dedicated area for your staff to instantly see all the details and balances for a given client. This area can be used to modify your clients details, issue new logins and create statements of their account.

Dedicated client area

Online Payments

One of the great advantages of using Quick File is the capability to get paid online by your client. Quick File can easily link into PayPal, Worldpay and SagePay by providing some details of your merchant account. If you go to 'account settings' in the left hand dashboard menu you, there is a link for 'Payments' on the proceeding screen, click here to setup your online payment integration.

Online Invoice Payments

Recurrent Invoicing

The recurrent invoicing feature enables you to setup a schedule of invoices that are automatically created and dispatched to your client. This is ideal for weekly, monthly or quarterly subscriptions. You can also configure Quick File to automatically bill the client at the chosen intervals.


If you would like to provide a quote to your client before you get them to commit you can create an estimate. An estimate can be created from the client detail screen. The client will receive an email to say that a new estimate has been created and they can view the estimate within their client area. From there they can accept or decline the quote. If an estimate has been accepted then it can easily be converted into an invoice at the click of a button.

Posting out invoices

Some clients prefer to receive printed copies of their invoices. Fortunately Quick File has the capability to print and dispatch invoices on your behalf. Rates for posting out invoices are based on the destination country. You can easily track any posted invoices from within the Snail Mail Manager. All new accounts come with some free credits you can use to try out the service.

Designing and Customising your Client Area

Quick File has a number of tools to customise the look and feel of your administration and client areas. You can upload your own logo, create your own menu system and modify the colour scheme. To start tweaking the appearance of your system simply click on the 'Customise your Design' link on the dashboard.

Design Customisation

Upcoming New Features

Quick File is really a work in progress. We are always developing useful extensions to the platform in order to make life easier. One of the key objectives with Quick File is to provide a full suite of accountancy tools to empower business owners, freelancers and entrepreneurs to take control of their accounting in order to glean more information from their business and make informed financial decisions about the future. We will shortly be adding in additional functionality to archive your receipts, log purchases and reconcile your bank.