Frequently asked questions

All paid plans and trial users are entitled to online support. It allows you to contact us live from the application and get quick answers from our client service.

Just click on the green bubble at the bottom right of your screen.

At this time, we only provide an accounting tool and not yet an accounting service. We are working hard to set up such a service, but we are not in a position to give an opening date for the moment.

We are not in a position to give you any advice regarding the management of your business, but your accountant should be able to suggest the most appropriate solution for your situation.

However, we will be happy to explain to you how to enter your information in Kiwili and accompany you in the use of our all-in-one management software.

We offer private remote training, so that our management software has no more secrets for you.

Here is the list of items that you can import into Kiwili, from files in XLSX or CSV format:

• Suppliers
• Clients
• Contacts
• Users
• Products
• Service
• Expense items
• Projects
• Tasks
• Time
• Estimates
• Expenses
• Purchase orders
• Invoices
• Manual journal entries
• Chart of accounts

Kiwili is a full-featured software, however if you need a feature specifically tailored for you, we offer custom service that we invoice by the hour.

One of our programmers can analyze your suggestion and see how we can develop that custom feature. Note that we can easily adapt your budget to your needs.

Kiwili offers a complete interface in French and English. The language can be defined according to the user. It also integrates Spanish when sending messages (invoices, estimates, messages, etc.)

An estimate is used to evaluate a given job and estimate its cost. Some companies call it an estimate or valuation. It is a business proposal made to your client, which will remain valid until the client decides to accept it or not.

A signed estimate is a commitment between the two parties.

The chart of accounts (or chart of accounts) is the model that will be used to classify all of your company’s transactions into specific categories. It defines all the accounting codes that will be used by the company to assign its accounting entries (expenses, income, etc.) to the right accounts.

Kiwili will use the accounting codes that you have defined to group these accounting entries and facilitate the analysis of your company’s activity. It is therefore important to use the right accounting codes when you create your services/products or when you enter an expense for example.

We advise you to be well informed and to set up your Kiwili account with your accountant to guarantee a healthy accounting.

We propose accounting chart models from Configuration > “Accounting chart” > Accounting codes import.

The Kiwili management software does not allow to delete invoices, payments and expenses that are no longer in “Draft” status. This is to respect the accounting rules in force.

Note that you can nevertheless cancel your invoices, payments and expenses.

This action will reverse the accounting entries.

In Kiwili, an invoice is considered paid if a payment has been assigned to it. To do so, you just have to click on the payment button in the invoice and fill in the information requested.

To add your logo, go to the Configuration > “Company Profile” section and click on the “Select” button to browse the files on your workstation.

You will be able to change its layout in the Configuration > “Global Model” section.

Kiwili allows you to modify the text formatting on your documents.
Simply insert the word you want to format between these symbols:
**bold**
__underline__
| italic |
~~barred~~
++bold++

For example: Cup | Green color |

You will see “DRAFT” because your invoice is still in draft form. This prevents you from sending a draft invoice by mistake.

This mention will disappear when you will change your invoice to “issued” status.

Here is the procedure for applying a credit to an invoice:

• Duplicate the invoice you wish to credit.
• Apply negative values to each of the prices.
• Your invoicing will show a negative total equivalent to the previous one, so you can now send it to your client.

Multi-currency payment is done automatically. Simply send your invoicing in the currency of your choice, and receive your payment online via Paypal or Stripe.

Here’s an example of how it works:
Your client owes you $100 USD.
Invoice him in CAD and indicate in the notes that the online payment will automatically convert to his own currency (USD, Euros, etc.).
Send them the invoice online.
When your client chooses to pay with Paypal or Stripe, the amount converted with today’s rates will be automatically debited.
You will get the equivalent of the US$100 in your account in CAN$ and the invoice will be balanced.
Your client will have paid in his own currency with the daily rate.

You can choose the tax profile that will be applied directly in the client’s file. In the Client file, click on “Taxes” and select the corresponding profile.

If you have not yet created a tax profile, you can go to Configuration > “Taxes” (in the Accounting section) and click on the Add a tax profile button on the top left.

Two ways of calculating taxes are accepted by accounting practices:
– Calculate taxes on the total invoice.
– Calculate the taxes on each item of the invoice.

Kiwili uses the second option, because it allows for the sale of several taxed and non-taxed products in the same invoice.

Also note that many of Kiwili’s clients work in the cultural sector where some products are sometimes taxed with different rates, which implies a line by line calculation.

Rounding should only slightly affect the total of your invoices and your client can easily make a correction entry to adjust the amount.

Once taxes have been used in an estimate, an invoice or an expense, they can no longer be modified.

If the current value of the default taxes is not the one you want to use, we recommend you to do the following:

1. Create a new tax profile from the configuration.
   Associate this profile with all your clients, open all their estimates or invoices, accept the tax update and save.
2. Once all estimates, invoices and expenses are modified, you can then change the default taxes.
3. Then, do the reverse to reset the default taxes on the invoices, estimates and expenses.
4. Finally, delete the tax profile you created for this operation.

If you already have a list of clients on an XLSX or CSV file, Kiwili allows you to import them directly so that you don’t have to copy this information by hand.
You must go to the “Clients” or “Suppliers” tab and import your file. Then you must do the same thing to import your contacts.

Kiwili will automatically adjust the status of a company based on whether or not an invoice has been issued for it. Similarly, a company will be considered as a supplier if at least one expense has been assigned to it.

To create an opening balance for a client, you must create an invoice with a date prior to the beginning of the current fiscal year. This invoice must reflect the balance due from the client. It will be used to track accounts receivable and to charge payments received during the current fiscal year.

Note that this invoice will not be accounted for in the Kiwili accounting module since it has a date prior to the beginning of your fiscal year.

From the Reports tab, select the “Accounts Receivable” report. You will be able to send all your statements by using the button for that purpose.

In addition, you can view each statement and send them individually.

To enter an employee’s hours, you must go to the “Time Management” page from the Time section, then select the employee in the “View Hours from ….” box. The time will then be added for that employee.

To see the number of hours done on a project, you can go to the project itself, under the “Hours” tab. In the Reports section, you will also find several reports presenting this information in different ways, such as Hours Worked.

To cancel the closing of a timesheet, you have to modify the closing date of a timesheet. To do this, you just have to go to Configuration (top right) > “Users” then select the user concerned or your profile.

Once selected, you have to choose a date before the cancellation of your timesheet to be able to interact with it in the box Closing date of the timesheet.

You can find all the details about payroll in our article on payroll management.

We have worked hard on the “reputation” of our server to avoid this type of problem. Nevertheless, even if it is exemplary, it happens that messages are considered as spam, while in other cases there will be no problem.

It is the client’s Internet service provider that receives the message that will define it as spam. We can’t do anything about it, but you can ask your client to allow Kiwili as a safe sender.

To subscribe to Kiwili, simply sign up for our trial period and subscribe from your account. The procedure is simple:

• Click on “Configuration” (top right of your screen)
• Go to the Plan section
• Choose the plan you want

You can change your plan at any time, from the Configuration tab > “Plans”.

In case you want to switch to a lower plan, please note that you will have to respect the functionalities restrictions of your new plan

You will not be able to switch to the Standard plan if you use the project management feature of the PRO plan for example.

This module mainly allows you to :

• Do your bank reconciliation
• Issue cheques
• Make journal entries
• Output the list of the company’s exchange operations (general journal)
• Output your general ledger
• Outputting your income statements
• Output your balance sheet
• Create financial years
• Separate your chart of accounts by categories

You must have a paying account to subscribe to the advanced accounting module.

Your Kiwili invoices are available in the Configuration section under the heading ” Direct debit history “.

The referral offer is only validated if the referred person registers using the personalized web link that the referrer will have sent him/her. There is no limit to the number of possible referrals.

The referred person must sign up for a paid subscription in order for both of you to receive your credit.

It is not possible to “reset your account”. You can delete :

– clients and suppliers (if they are not associated with invoices or expenses)
– invoices, payments and expenses in draft status

You can cancel :

– invoices, payments and expenses. This action will reverse the accounting entries.

You can archive and deactivate :

– projects and tasks
– clients and suppliers

We do not have control over subscription cancellations. Our system is automated and requires your intervention to guarantee its security.

You must do it yourself by going to Configuration > “Plans” and then clicking on Unsubscribe and close your Kiwili account.