User manual

Every guide in the help centre, section by section.

Getting started

• Create your Kluvan account
• Pick your apps
• Invite your team
• Bring your data
• Use the Today page
• Use Kluvan on your phone
• Find your way around Kluvan
• Get started with Sales & Customer Care
• Get started with the Front Desk
• Get started with Service Business
• Get started with Trade Business
• Get started with Kluvan One

Apps

• Owner workspace
  • See what needs your attention
  • Assign, snooze or dismiss an attention item
  • Read the key figures and how they are calculated
  • Set up your daily brief
  • Ask questions about your attention list
  • Who sees which items and amounts
• Books
  • Set up Books
  • Books base currency
  • Enter opening balances
  • Create and issue an invoice
  • Send an invoice or quote to a customer
  • Send a quote and track the outcome
  • Turn a quote into an order and delivery
  • Record a customer payment
  • Issue a credit note or refund
  • Set up a recurring invoice
  • Turn bill images and PDFs into Books records
  • Set customer prices and salespeople
  • Record a supplier bill
  • Pay a supplier
  • Record a paid expense
  • Manage bank and cash accounts
  • Import a bank statement
  • Match bank lines and reconcile
  • Post, reverse and schedule journal entries
  • Work with the chart of accounts
  • Require a second person to approve postings
  • Track profit by cost centre
  • Invoice and pay in a foreign currency
  • Run financial reports
  • See money in and out and forecast cash
  • Use the Books overview
  • Close a month
  • Close the year and set budgets
  • Attach files to Books records
  • Change how documents look
• Collections
  • Switch on Collections and choose its settings
  • Work the case queue
  • Work a customer's case
  • Record a promise to pay on a case
  • Set up reminder sequences
  • Record a payment or a cheque on a case
  • Send a payment link
  • Match bank payments to invoices
  • Handle failed and unmatched payments
  • Open and resolve a customer dispute
  • Write off a disputed amount
  • Put overdue invoices on a payment plan
  • Share a Collections statement
  • Read the Collections reports
  • Understand the credit book and Collections
  • Switch on the credit book and its reminders
  • See who owes you in the credit book
  • Note a promise to pay in the credit book
  • Send the credit book's reminders
  • Share a statement from the credit book
  • Record a payment in the credit book
  • Read the credit book report
• CRM
  • Set up the CRM and its sending pace
  • Open a customer's record and edit their details
  • Record a customer's consent to messages
  • Build a segment of customers and export it
  • Send an e-mail campaign
  • Read a campaign's results
  • Send campaigns and flows on WhatsApp
  • Set up automatic flows
  • Track deals in the pipeline
  • Read CRM reports and alerts
• Subscriptions
  • Create a subscription plan
  • Add a subscriber to a plan
  • Pause, change or cancel a subscription
  • Bill a subscription and record its payment
  • Follow up unpaid subscription invoices
  • Let customers sign up and manage their plan
  • Read the subscriptions report and alerts
  • Collect subscriptions by pay link or saved card
• Inbox
  • Switch on the Inbox and set up teams
  • Add the web chat to your website
  • Receive customer e-mail in the Inbox
  • Answer conversations in the Inbox
  • Assign, take and hand over a conversation
  • Set response deadlines and read the Inbox reports
  • Add internal notes and mention a colleague
  • Turn a conversation into a deal, quote, ticket or task
  • Link contacts to customers and merge duplicates
  • Answer portal messages in the Inbox
  • Work with the Front Desk in the Inbox
  • Let the Front Desk answer e-mail and web chat
  • Connect your WhatsApp number
  • Choose how the Front Desk answers
  • Teach the Front Desk your answers
  • Manage what the Front Desk knows
  • Publish and roll back the Front Desk's set-up
  • Take over a WhatsApp conversation
  • Take and give back a Front Desk hand-off
  • Work team cases from the inbox
  • Work the Front desk exceptions page
  • Take bookings through the Front Desk
  • Take orders through the Front Desk
  • Files and pictures customers send
  • Handle a customer's privacy request
• Inventory
  • Add a product
  • Set up product variants
  • Change prices for many products
  • Import and export products
  • Print product labels
  • Check stock levels and movements
  • Receive a delivery
  • Count your stock
  • Track lots and expiry dates
  • Transfer stock between branches
  • Reorder what runs low
  • Act on cost rises and slow stock
  • Manage your suppliers
  • Create and receive purchase orders
  • Read a price list or invoice from a photo
• Desk
  • Create a support ticket
  • Work a ticket to resolution
  • Write knowledge articles for your team
  • Escalate a ticket to a service work order
  • Import a Front Desk case as a ticket
• Expenses
  • Set up expense claims
  • Submit an expense claim
  • Approve, return or reject a claim
  • Pay back an approved claim
  • Run a petty cash box
• Warehouses
  • Set up stock locations
  • Send a transfer in transit
  • Run a blind cycle count
  • Refill locations and see stock value
  • Find a batch or serial number
• Fixed assets
  • Set up fixed assets
  • Register an asset
  • Run monthly depreciation
  • Sell, dispose, move or revalue an asset
  • Count assets by scanning their tags
• Group
  • Create a group and invite organisations
  • Read the group dashboard
  • Read the group profit and loss and balance sheet
  • Transfer stock to another group organisation
  • Send products, prices or suppliers to a member
• HR
  • Switch on HR and choose who sees it
  • Add people and fill in their employee files
  • Keep documents and track expiry dates
  • Build the org chart and post notices
  • Set up time off and decide requests
  • Check and correct public holidays
  • Plan shifts and publish the weekly roster
  • Let staff clock in from their own phone
  • Connect an attendance device or upload its file
  • Set work rules and approve timesheets
  • Decide requests in the approvals inbox
  • Give each person their own HR page
  • Use your own HR page
  • Write letters and certificates
  • Run onboarding and offboarding checklists
  • Track items issued to staff
  • Run performance and probation reviews
  • Give and record a warning
  • Hire through your public jobs page
  • See headcount and turnover
  • Export or remove a leaver's personal data
  • Connect other systems with the HR open API
• Procurement
  • Set up Procurement
  • Raise and approve a purchase request
  • Ask suppliers for quotes
  • Send a purchase order by link
  • Receive goods and match the invoice
  • Handle invoices to check
  • Check supplier ageing and scorecards
• Payroll
  • Set up pay for each person
  • Choose your payroll rules
  • Run payroll for a period
  • Approve, pay and lock a payroll run
  • Give loans and salary advances
  • Send payslips by e-mail or WhatsApp
  • Settle a leaver's final pay
  • Download bank and cash salary sheets
  • Give your accountant the payroll figures
• Trade
  • Set up trade agreements and offers
  • Take and ship a trade order
  • Handle trade returns and refunds
  • Buy and sell on the Supplier Market
• Resellers
  • Switch on Resellers and choose its settings
  • Create reseller tiers
  • Add a reseller and its sub-customers
  • Set targets and allocate stock to a reseller
  • Accept or reject reseller orders
  • Issue a commission statement
  • Offer CRM leads to resellers
  • What your resellers see in the portal
• Production & Assembly
  • Create a bill of materials
  • Run a work order
• Rentals
  • Add rental items
  • Reserve, hand over and take back an item
• Quality
  • Switch on Quality and set it up
  • Build an inspection template
  • Inspect on your phone, even offline
  • Inspect a delivery, equipment or a job
  • Handle a non-conformance
  • Plan and verify corrective actions
  • Follow supplier quality and share it
  • Read the quality reports
• Bookings
  • Set up Bookings
  • Add services, rooms and bookable staff
  • Make, move or cancel a booking
  • Check out a booking with a Books invoice
  • Share your public booking page
  • Recurring visits, waitlist and classes
  • Send booking messages and reminders
  • Booking reports and import
  • Connect Bookings to other systems
• Field jobs
  • Keep equipment and maintenance plans
  • Set up field work
  • Create a work order and quote
  • Schedule and complete a work order
  • Invoice a work order and record payment
  • Do a job on your phone
  • Record the checklist, photos and materials
  • Add billable extras and change orders
  • Finish a job with the customer's acceptance
  • Keep working without a connection
  • Assign jobs on the dispatch board and plan them
  • Review finished jobs and approve extras
  • Read a job's margin
  • See job profitability and export it
  • Print or save the work report
  • Choose who sees prices and costs
• Contracts
  • Switch on and set up Contracts
  • Create a proposal
  • Send a proposal and get it approved
  • Get a customer's acceptance or paper signature
  • Invoice the payment milestones of an agreement
  • Create and manage an agreement
  • Handle renewals and notice periods
  • Make a change order to an accepted proposal
• Portals
  • Give a customer or supplier access to the portal
  • Add portal people and choose their roles
  • What your customers see in the portal
  • Handle tickets and service requests in the portal
  • Answer portal messages, disputes and promises
  • Let customers pay an invoice online
  • Send a link to pay one invoice
  • Work with suppliers in the portal
  • Set up the portal's name, colour and invitation
• Projects
  • Set up projects
  • Create a project with phases
  • Manage tasks on the project board
  • Record time and approve timesheets
  • Add costs and materials to a project
  • Invoice a project
  • Follow project margins and alerts
• Documents
  • Switch on and set up Documents
  • Upload and organise documents
  • Link a document to a customer, supplier or employee
  • Track expiry dates and renew a document
  • Write a procedure and get it approved
  • Share a document by a secure link
  • Choose who can see a document
  • Archive, hold or delete a document
• Workflows
  • Approve or decline requests in Approvals
  • Let someone decide your approvals while away
  • Set approval deadlines and escalation
  • Switch on and tune a workflow rule
  • Read the workflow history and run a rule again
  • Work your workflow tasks
  • Check your integrations and send again
  • Read the audit log and a record's history
  • Use the bell and choose your notifications
  • Create an automation
  • Review automation runs
• Sites
  • Create your website from a template
  • Edit pages and blocks
  • Build a landing page with a form
  • Follow up form submissions
  • Set the site's languages, look and words
  • Add web chat, booking and order buttons
  • Publish your site and roll back
  • Set titles and descriptions for search engines
  • Use your own domain for the site
• Events
  • Switch on Events and choose its settings
  • Create an event and its ticket types
  • Publish and share the registration page
  • Sell paid tickets through your payment provider
  • Check people in at the door
  • Manage attendees, guests and the waitlist
  • Cancel an event
  • Refund a paid order
  • Read event reports
• Recruitment
  • Switch on Recruitment and choose who sees it
  • Create a job opening
  • Take applications on your careers page
  • Move candidates through the stages
  • Schedule an interview
  • Write a scorecard
  • Send an offer letter
  • Sign offer letters through a signing provider
  • Hire a candidate into HR
  • Keep and erase candidates' data
  • Move applicants from the old hiring page
• Learning
  • Switch on Learning and choose who runs it
  • Create a course with material and a quiz
  • Publish a course and its new versions
  • Assign a course to people, roles or teams
  • Take a course on your phone
  • Set refreshers, reminders and expiry
  • Read the compliance matrix
• Social
  • Switch on Social and choose who approves posts
  • Connect your social accounts
  • Answer comments and messages in the Inbox
  • Write a post in your languages
  • Schedule, approve and publish a post
  • Plan with the calendar and the posts list
  • Read a post's results
• Studio
  • Add a custom field
  • Arrange fields per role
  • Rename statuses and add your own
  • Set an approval limit and test it
  • Change a document template
  • Save a view of a list
  • Publish a change or go back to a version
  • Choose who can manage Studio
• Forms
  • Create and publish a form
  • Fill in a form and review submissions
• Analytics
  • Build an analytics dashboard
• Accountant
  • Give your accountant access
  • Approve or refuse a firm's access request
  • Change, revoke or review a firm's access
  • Answer your accountant's requests
  • Set up your firm's team and who works on each client
  • Work in a client's organisation
  • Onboard a client with a checklist
  • Ask a client for documents and review answers
  • Close the month for a client

Your workspace

• Connect your accounting program
• Set up your organisation and branches
• Settings → Payments
• Get summaries and alerts on Telegram
• Read the sales, profit and stock reports
• Connect your own software with API keys
• Connect an assistant app to Kluvan
• Get owner alerts from your apps
• Ask questions about your organisation
• Choose how Kluvan sends your e-mails
• Ask AI a business question
• Capture notes and files without a connection
• Connect your work across apps
• Control AI access and consent
• Review your daily actions and AI drafts

Move to Kluvan

• Import your lists with Bring your data
• Undo an import
• Import from Excel with our templates
• Move from QuickBooks
• Move from Xero
• Move from Zoho Books or Zoho Inventory
• Move from Odoo
• Bring historical accounting into Books
• Connect a live Google Sheet
• Move from Daftra
• Product data transfers
• Try Kluvan with sample data
• Import services and appointments into Bookings
• Update products from a file

Billing and plans

• Plans and bundles
• Your free trial
• Seats
• Allowances: storage and AI credits
• AI credits
• Change your plan or add an app
• Pay for Kluvan and get your invoices
• Invite another business and earn a free month
• Refer clients as a Kluvan partner

Security and permissions

• How signing in works
• Switch on two-step sign-in
• Roles and rights
• See who did what in the activity log
• Your data: copies, privacy and deletion

Regional packs

• Egypt
  • Prepare the Egyptian VAT return
  • Record Egyptian withholding tax
  • Run payroll with the Egyptian rules
• United Arab Emirates
  • Prepare the UAE VAT 201 return
  • Send e-invoices through Flick
  • Fix an e-invoice that was not sent or refused
  • Pay salaries with a WPS file
  • Estimate gratuity and settle a leaver

Error messages

• Error messages explained

More in Kluvan

• Glossary
• Release notes