> This is part 1 of 10 of the full documentation (pages 1–100 of 915). > The content is paginated: fetch every part to see all of it. > Next part: https://knowledge.out-smart.com/llms-full.txt/1 > Page index: https://knowledge.out-smart.com/llms.txt # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation This site has an agentic ask interface you may use to query the documentation dynamically by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://knowledge.out-smart.com/index.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. --- # Knowledge Base Overview Understand how this knowledge base is organized and how to use it.
This knowledge base helps you find the right OutSmart article fast. Use it for setup, daily use, troubleshooting, and product overviews. ### How this knowledge base is organized The knowledge base is split into main sections. Each section covers one product area or usage context. The main sections are: * [**BackOffice**](/backoffice/backoffice) * [**Mobile App**](/mobile-app/general-mobile-app) * [**Marketplace, packages, and Power-Ups**](/marketplace-packages-and-power-ups/marketplace) * [**Integrations**](/integrations/integrations) * [**Beta Programs**](/beta-programs/beta-programs) * [**Issues & troubleshooting**](/issues-and-troubleshooting/known-issues-and-workarounds) This overview sits outside the main sections. ### How articles are structured Most section guides start with an overview or introduction page. After that, you usually see setup, use, FAQ, troubleshooting, or requirements articles. Task-based articles focus on one action at a time. That makes it easier to jump straight to the step you need. ### How to use this knowledge base Start with the section that matches your goal. Use overview pages when you need context first. Use task-based articles when you already know what you want to do. If you want to explore plans, add-ons, or premium features, start in [**Marketplace**](/marketplace-packages-and-power-ups/marketplace). If you work in the office, start with [**Introduction to BackOffice**](/backoffice/backoffice/introduction-to-backoffice). If you work in the field, start with [**What is the OutSmart mobile app?**](/mobile-app/general-mobile-app/what-is-the-outsmart-mobile-app). If you want to connect OutSmart to other software, start with [**What are Integrations?**](/integrations/integrations/what-are-integrations). If something behaves differently than expected, check [**Known Issues & Workarounds**](/issues-and-troubleshooting/known-issues-and-workarounds). {% hint style="info" %} What you see can still differ by package, permissions, enabled features, or release timing. {% endhint %} ### About the articles Articles in this knowledge base are created with help from AI. They are reviewed and updated to stay aligned with product changes. That helps us publish content faster and keep coverage broad across topics and languages. ### Report a translation issue or inaccuracy If you see a translation issue, outdated step, or incorrect explanation, contact `support@out-smart.com`. Include these details when possible: * the article title * the language * the part that looks wrong * the correct wording, if you know it This helps us update the content faster. ### Start here * [**Introduction to BackOffice**](/backoffice/backoffice/introduction-to-backoffice) * [**What is the OutSmart mobile app?**](/mobile-app/general-mobile-app/what-is-the-outsmart-mobile-app) * [**Marketplace**](/marketplace-packages-and-power-ups/marketplace) * [**What are Integrations?**](/integrations/integrations/what-are-integrations) * [**Known Issues & Workarounds**](/issues-and-troubleshooting/known-issues-and-workarounds) # BackOffice Understand the main BackOffice modules and where to start. The **BackOffice** is the central workspace for daily work in OutSmart. Use it to manage customers, plan work, follow progress, and control setup. ### What you do in BackOffice * manage daily operations from one place * move between core modules like customers, work, and planning * control access, roles, and account setup {% hint style="info" %} The modules you see depend on your package, enabled features, and permissions. {% endhint %} ### Start here * [**Introduction to BackOffice**](/backoffice/backoffice/introduction-to-backoffice) — understand how the BackOffice fits the full process. * [**Dashboards**](/backoffice/backoffice/dashboards) — review key data and monitor work at a glance. * [**Reports**](/backoffice/backoffice/reports) — build, filter, schedule, and export reports from OutSmart data. * [**Work Orders**](/backoffice/backoffice/work-orders) — create, find, and manage the work you do. * [**Scheduler**](/backoffice/backoffice/scheduler) — assign work and manage capacity. * [**Use the Project Planning Board**](/backoffice/backoffice/projects/plan-and-track-projects/use-the-project-planning-board) — plan project activities on a timeline. * [**Customers**](/backoffice/backoffice/customers) — keep customer data and history together. * [**Settings and access**](/backoffice/backoffice/users-and-acces) — control roles, users, and login methods. ### Recommended order 1. Start with [**Introduction to BackOffice**](/backoffice/backoffice/introduction-to-backoffice). 2. Use [**Dashboards**](/backoffice/backoffice/dashboards) to monitor the business. 3. Continue with [**Work Orders**](/backoffice/backoffice/work-orders) and [**Scheduler**](/backoffice/backoffice/scheduler). 4. Use [**Use the Project Planning Board**](/backoffice/backoffice/projects/plan-and-track-projects/use-the-project-planning-board) when you plan by project. 5. Finish with [**Customers**](/backoffice/backoffice/customers) and [**Settings and access**](/backoffice/backoffice/users-and-acces). ### Related topics * [**OutSmart Packages**](/marketplace-packages-and-power-ups/marketplace/outsmart-packages) # Introduction to BackOffice Understand what the BackOffice is, who uses it, and how the main modules fit together. The **BackOffice** is the central workspace for managing daily operations in OutSmart. It brings planning, customer data, work, billing, and configuration together in one place. ### What you do in the BackOffice * manage customers and related data * create and plan work orders * configure users, roles, and settings ### How the BackOffice fits your process Office teams use the BackOffice to prepare and follow work. Field employees use the mobile app to execute that work with the latest data. Changes in one place stay visible across the process. ### Who uses the BackOffice The BackOffice is often used by: * planners * administrators * managers Employees in the field mainly work in the app. {% hint style="info" %} The exact modules you see depend on your package, enabled features, and permissions. {% endhint %} ### Frequently asked questions
Do I need to install the BackOffice? No. The BackOffice runs in your web browser.
Can multiple teams use the same BackOffice? Yes. Users work with the same live data based on their permissions.
Can field employees also use the BackOffice? Yes. That depends on their role and permissions.
### Related topics * [**BackOffice**](/backoffice/backoffice) * [**Dashboards**](/backoffice/backoffice/dashboards) # Calculations Build cost calculations, control your margin, and turn them into quotations. ## Calculations **Calculations** lets you work out the cost, margin, and sales price of a job before you send a quotation. Use it to add materials and hours, set the margin you want, and check your result against your margin goals. {% hint style="info" %} A calculation is a preparation document. You export it to a quotation when you are ready to send prices to the customer. {% endhint %} #### Start here * [What are Calculations?](/backoffice/backoffice/calculations/what-are-calculations) #### Create and process calculations * [Create a calculation](/backoffice/backoffice/calculations/create-a-calculation) * [Understand margin versus markup](/backoffice/backoffice/calculations/understand-margin-versus-markup) * [Export a calculation to a quotation](/backoffice/backoffice/calculations/export-a-calculation-to-a-quotation) #### Configure calculation setup * [Set margin goals and colors](/backoffice/backoffice/calculations/set-margin-goals-and-colors) #### What you can do with calculations * calculate purchase price, margin, and sales price * apply a default margin automatically * check results against margin goals * export a calculation to a new or existing quotation #### Related topics * [Invoices](/backoffice/backoffice/invoices) * [Items and Materials](/backoffice/backoffice/items-and-materials) # What are Calculations? Understand how calculations work in OutSmart and what the module includes. ## What are Calculations? A calculation is a working document where you build up the cost of a job and set the sales price before you quote it. It shows your purchase price, your margin, and the final sales price side by side. #### How calculations work in OutSmart You add materials and hours to the calculation, just like on a quotation. OutSmart totals the purchase price, the sales price, and the margin for you. A calculation always belongs to one customer and is prepared as a quotation in calculation mode. {% hint style="info" %} A calculation is not sent to the customer. You export it to a quotation first. {% endhint %} #### What a calculation shows A calculation gives you these totals: * total purchase price * total sales price * total margin * total hours price * total items price #### How margin goals help Each calculation compares its margin against your margin goals. The result shows as **Danger**, **Warning**, or **Safe** so you can see at a glance whether the price is healthy. #### Who can use calculations The Calculations module is a feature that must be enabled for your account. Access follows your quotation rights. #### Frequently asked questions
Is a calculation the same as a quotation? No. A calculation is a preparation step. You export it to a quotation to send prices to the customer.
Does the customer see my purchase price and margin? No. Purchase price and margin are internal. Only the exported quotation goes to the customer.
#### Related topics * [Create a calculation](/backoffice/backoffice/calculations/create-a-calculation) * [Understand margin versus markup](/backoffice/backoffice/calculations/understand-margin-versus-markup) * [Export a calculation to a quotation](/backoffice/backoffice/calculations/export-a-calculation-to-a-quotation) * [Set margin goals and colors](/backoffice/backoffice/calculations/set-margin-goals-and-colors) # Create a calculation Build a calculation with materials, hours, and a target margin. ## Create a calculation Use a calculation to work out the price of a job before you quote it. {% stepper %} {% step %} #### Open Calculations Go to **Sales** and open **Calculations**. {% endstep %} {% step %} #### Start a new calculation Create a new calculation and select the customer. Add a title, a description, and a reference so you can find it back later. {% endstep %} {% step %} #### Add materials and hours Add the materials and hours the job needs. OutSmart shows the purchase price for each line. {% endstep %} {% step %} #### Set your margin Enter the margin you want on the lines. OutSmart applies your default margin automatically when you have set one. {% endstep %} {% step %} #### Review the totals Check the total purchase price, total sales price, and total margin. The margin goal shows whether the result is **Danger**, **Warning**, or **Safe**. {% endstep %} {% step %} #### Save the calculation Save your work. You can reopen and adjust the calculation until you export it. {% endstep %} {% endstepper %} #### Frequently asked questions
Can I change the margin per line? Yes. You can set the margin on individual lines, and OutSmart recalculates the sales price.
Where does the purchase price come from? From the item and material prices in your account.
#### Related topics * [Understand margin versus markup](/backoffice/backoffice/calculations/understand-margin-versus-markup) * [Set margin goals and colors](/backoffice/backoffice/calculations/set-margin-goals-and-colors) * [Export a calculation to a quotation](/backoffice/backoffice/calculations/export-a-calculation-to-a-quotation) # Understand margin versus markup Learn the difference between margin and markup and how OutSmart calculates them. ## Understand margin versus markup Margin and markup both describe the difference between purchase price and sales price. They are not the same number, and mixing them up leads to the wrong price. #### How OutSmart calculates margin Margin is the difference as a share of the **sales price**. `margin % = (sales price − purchase price) / sales price × 100` #### How OutSmart calculates markup Markup is the difference as a share of the **purchase price**. `markup % = (sales price − purchase price) / purchase price × 100` #### A quick example Purchase price is 80 and sales price is 100. * margin is 20% because 20 / 100 * markup is 25% because 20 / 80 {% hint style="info" %} The same amount of money is a lower margin percentage than markup percentage. Always check which one you are entering. {% endhint %} #### Frequently asked questions
Which one should I use? Use the one your business plans around. Many companies plan on margin, but the calculator lets you work from either.
Does the calculator convert between them? Yes. When you change purchase price, markup, or sales price, OutSmart updates the other values.
#### Related topics * [Create a calculation](/backoffice/backoffice/calculations/create-a-calculation) * [Set margin goals and colors](/backoffice/backoffice/calculations/set-margin-goals-and-colors) # Set margin goals and colors Set your default margin and the color thresholds for margin goals. ## Set margin goals and colors Margin goals show whether a calculation reaches a healthy margin. You set the default margin and the thresholds in the calculation settings. {% stepper %} {% step %} #### Open the calculation settings Go to the **Calculations** settings page. {% endstep %} {% step %} #### Set the default margin Fill in the default margin. OutSmart applies this margin to new calculation lines automatically. The default is 15. {% endstep %} {% step %} #### Set the margin goal thresholds Use the slider to set the **Danger** and **Warning** boundaries. Everything above the warning boundary counts as **Safe**. {% endstep %} {% step %} #### Choose the colors Pick a color for **Danger**, **Warning**, and **Safe**. These colors show on the calculation overview. {% endstep %} {% step %} #### Save the settings Click **Save**. {% endstep %} {% endstepper %} #### How the goals appear * **Danger** means the margin is below your danger threshold * **Warning** means the margin sits between the two thresholds * **Safe** means the margin is above your warning threshold #### Frequently asked questions
What is the default margin used for? It is applied automatically to new calculation lines so you do not set it every time.
Do the colors change the price? No. The colors are only a visual signal. They do not change any amounts.
#### Related topics * [Understand margin versus markup](/backoffice/backoffice/calculations/understand-margin-versus-markup) * [Create a calculation](/backoffice/backoffice/calculations/create-a-calculation) # Export a calculation to a quotation Turn a finished calculation into a new or existing quotation. ## Export a calculation to a quotation When a calculation is ready, you export it to a quotation to send prices to the customer. {% hint style="info" %} Lock the calculation before you export it. Locking keeps the calculation figures fixed as the source for the quotation. {% endhint %} {% stepper %} {% step %} #### Open the calculation Open the calculation you want to export. {% endstep %} {% step %} #### Lock the calculation Lock the calculation so its figures stay fixed. {% endstep %} {% step %} #### Choose the export target Export to a **new** quotation, or to an **existing** quotation that has not been sent yet. {% endstep %} {% step %} #### Choose how to handle prices Choose to **sync** the purchase prices again, or to **keep** the prices from the calculation. {% endstep %} {% step %} #### Finish the export OutSmart creates or updates the quotation and copies the lines. A note is added to the quotation to record that the calculation was imported. {% endstep %} {% endstepper %} #### Export options explained * **New + sync** creates a new quotation and refreshes purchase prices * **New + keep** creates a new quotation and keeps the calculated prices * **Existing + sync** adds the lines to an existing quotation and refreshes prices * **Existing + keep** adds the lines to an existing quotation and keeps the prices #### Frequently asked questions
Can I export to a quotation that was already sent? No. A sent quotation cannot receive imported calculation lines.
What is the difference between sync and keep? Sync refreshes the purchase prices from your current price data. Keep uses the prices stored in the calculation.
#### Related topics * [Create a calculation](/backoffice/backoffice/calculations/create-a-calculation) * [Invoices](/backoffice/backoffice/invoices) # Contracts Manage service agreements and generate recurring work orders from the BackOffice. **Contracts** helps you manage customer service agreements in one place. Use it for recurring maintenance, corrective service, and yearly service plans. {% hint style="info" %} Contracts generate work orders. They do not generate invoices directly. {% endhint %} ### When to use Contracts Use Contracts when you need to: * automate recurring maintenance visits * track corrective agreements with response targets * keep contract work linked to customers, objects, and future planning ### Quick answers * One contract has one recurrence. * Contracts can include forms and linked objects. * If you update a shared form, use **Refresh data** on the affected contracts. * Only future generated work orders use refreshed form data. * Contracts do not keep a purchased hour balance. Hours are not deducted from a customer bundle when work orders are generated or completed. See [**What is Timesheets?**](/marketplace-packages-and-power-ups/power-ups/timesheets/what-is-timesheets). ### Start here * [**What are Contracts?**](/backoffice/backoffice/contracts/what-are-contracts) * [**Understand contract types**](/backoffice/backoffice/contracts/understand-contract-types) ### Create and configure contracts * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Create contract terms**](/backoffice/backoffice/contracts/create-contract-terms) * [**Configure the recurring schedule**](/backoffice/backoffice/contracts/configure-the-recurring-schedule) ### Control timing and generation * [**Understand contract work order generation**](/backoffice/backoffice/contracts/understand-contract-work-order-generation) * [**Understand contract status**](/backoffice/backoffice/contracts/understand-contract-status) * [**Set days in advance**](/backoffice/backoffice/contracts/set-days-in-advance) * [**View the contract schedule**](/backoffice/backoffice/contracts/view-the-contract-schedule) * [**Troubleshoot why a contract did not generate work orders**](/backoffice/backoffice/contracts/troubleshoot-why-a-contract-did-not-generate-work-orders) ### Manage and extend contracts * [**Manage contracts**](/backoffice/backoffice/contracts/manage-contracts) * [**Understand restarting versus renewing contracts**](/backoffice/backoffice/contracts/understand-restarting-versus-renewing-contracts) * [**Delete a generated contract work order safely**](/backoffice/backoffice/contracts/delete-a-generated-contract-work-order-safely) * [**Link contracts to objects**](/backoffice/backoffice/contracts/link-contracts-to-objects) * [**Use order per object**](/backoffice/backoffice/contracts/use-order-per-object) * [**Link contracts to projects**](/backoffice/backoffice/contracts/link-contracts-to-projects) * [**Configure contract parameters**](/backoffice/backoffice/contracts/configure-contract-parameters) * [**Use contract free fields**](/backoffice/backoffice/contracts/use-contract-free-fields) * [**Track contract budgets**](/backoffice/backoffice/contracts/track-contract-budgets) * [**Use SLA policies with contracts**](/backoffice/backoffice/contracts/use-sla-policies-with-contracts) * [**Set contract cancellation reasons**](/backoffice/backoffice/contracts/set-contract-cancellation-reasons) * [**Import contracts**](/backoffice/backoffice/contracts/import-contracts) ### Work in the contract overview * [**Filter and search contracts**](/backoffice/backoffice/contracts/filter-and-search-contracts) * [**Find expiring contracts**](/backoffice/backoffice/contracts/find-expiring-contracts) ### What you can do with Contracts * create preventive, corrective, and yearly-order agreements * generate work orders automatically from contract timing * control renewal, termination, and cancellation reasons * link contract work to objects or projects * add forms or objects to the contract setup * review schedule, parameters, budgets, and custom contract data * troubleshoot missing or unexpected generation * apply SLA logic to corrective agreements * import many contracts in one file * filter contracts by customer, number, dates, or active state * find contracts that expire within three months * refresh contract data for multiple contracts at once ### Related topics * [**BackOffice**](/backoffice/backoffice) * [**Work Orders**](/backoffice/backoffice/work-orders) * [**Customers**](/backoffice/backoffice/customers) * [**Objects**](/backoffice/backoffice/objects) * [**What is Timesheets?**](/marketplace-packages-and-power-ups/power-ups/timesheets/what-is-timesheets) # What are Contracts? Understand what contracts do in the BackOffice and how they generate work orders. A contract is the relationship between your account and a customer. It defines whether the agreement is preventive or corrective. Use it to automate the matching work orders. For example, you can schedule an air-conditioning check every three months. ### When to use Contracts Use contracts when you need to: * plan recurring maintenance visits * manage corrective service with response targets * avoid creating the same work order again and again * stop generation automatically on an end date ### Who should use Contracts Use Contracts if you have customer agreements for recurring site visits. This fits maintenance companies, service teams, and inspection workflows. ### How Contracts work A contract stores: * the agreement details * the work order setup * one recurrence or SLA-driven service setup When the contract is active, OutSmart creates work orders from that setup. The exact behavior depends on the contract type. ### Main contract types #### Preventive maintenance Use this for planned recurring work. This type uses one recurring schedule and the **Days in advance** setting. #### Corrective maintenance Use this for service agreements with response targets. This type uses an **SLA policy** instead of a recurring schedule. #### Yearly orders Use this when you need a fixed number of work orders each year. ### Frequently asked questions
What is the difference between a contract and a work order? A contract defines when work should be created. A work order is the actual job your team carries out.
Can one customer have multiple contracts? Yes. You can create multiple contracts with different terms and schedules.
Can one contract have multiple recurring entries? No. One contract has exactly one recurrence.
Can I link forms or objects to a contract? Yes. You can assign forms or objects when you create the contract.
What happens when a contract ends? Work order generation stops on the end date. The contract stays available for history and reference.
### Related topics * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Manage contracts**](/backoffice/backoffice/contracts/manage-contracts) * [**Contracts**](/backoffice/backoffice/contracts) # Create a contract Create a contract with the right type, dates, terms, and work order setup. A contract combines the agreement details and the future work order setup. Make sure your contract terms already exist before you start. {% stepper %} {% step %} ### Open Contracts Go to **Contracts** in the left menu. {% endstep %} {% step %} ### Start a new contract Click **Add**. This opens the contract form, which uses the work order screen layout. {% endstep %} {% step %} ### Choose the contract type Choose the type that matches the agreement: * **Preventive maintenance** for recurring work * **Corrective maintenance** for service without recurrence * **Yearly orders** for yearly volume agreements Use a separate contract for each recurrence. {% endstep %} {% step %} ### Add the customer details Select the **Customer** linked to the contract. Also fill in the **Invoice customer**. This helps when work falls outside the contract scope. {% endstep %} {% step %} ### Fill in the agreement details Complete the main fields: * **Contract terms** * **Start date** * **End date** * **Reference** * **Description** * **Days in advance** **Reference** and **Description** stay on the contract itself. They do not appear on generated work orders. {% endstep %} {% step %} ### Fill in the work order details Add the work type and other values the generated work orders should use. You can also assign forms or linked objects. The work order details directly control what generated work orders look like. {% endstep %} {% step %} ### Configure the schedule or SLA For **Preventive maintenance**, set the recurring schedule. For **Corrective maintenance**, select the SLA policy. {% endstep %} {% step %} ### Save the contract Click **Save**. OutSmart starts using the contract from the configured start date. {% endstep %} {% endstepper %} ### What the main fields do * **Contract terms** control duration and renewal behavior. * **Start date** sets when the contract becomes active. * **End date** stops future generation after that date. * **Days in advance** decides how early the work order is created. If you change the start date later, review the end date too. OutSmart can calculate the end date from the selected terms. Example: * deadline on the 15th of each month * **Days in advance** set to `15` * work order created on the 1st of the month ### Frequently asked questions
What is the difference between the start date and the first work order date? The start date activates the contract. The first work order date follows the schedule from that point.
Can a contract have multiple recurring entries? No. One contract has exactly one recurrence.
Can I link forms or objects to a contract? Yes. You can assign them while creating the contract.
Can I leave the employee empty? Yes. The work order is then created with a deadline and can be planned later.
Can I edit a contract later? Yes. Changes affect future generated work orders. Existing work orders stay unchanged.
### Related topics * [**What are Contracts?**](/backoffice/backoffice/contracts/what-are-contracts) * [**Contracts**](/backoffice/backoffice/contracts) # Understand contract types Learn when to use preventive, corrective, or yearly-order contract types. The contract type controls how the agreement behaves. Different types use different scheduling rules. ### Main contract types #### Preventive maintenance Use this for planned recurring maintenance. You configure one recurring schedule and optional days in advance. Use a separate contract for each recurrence. #### Corrective maintenance Use this for service agreements with response targets. This type does not use a recurring schedule. It creates the customer relationship and uses an SLA policy when needed. #### Yearly orders Use this when you need a fixed number of work orders each year. ### How to choose the right type Choose **Preventive maintenance** for routine visits. Choose **Corrective maintenance** for service agreements without recurrence. Choose **Yearly orders** for an annual volume agreement. ### Frequently asked questions
Can I change the contract type later? Yes. You may need to reconfigure type-specific settings.
Which type fits monthly maintenance? Use a preventive contract.
Can one customer have different contract types? Yes. Different agreements can use different types.
### Related topics * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**What are Contracts?**](/backoffice/backoffice/contracts/what-are-contracts) * [**Contracts**](/backoffice/backoffice/contracts) # Create contract terms Set reusable contract duration and renewal behavior before creating contracts. Contract terms define the standard duration and renewal behavior of a contract. They are also called **schemes**. Create them first, then select them when you create the contract. Use terms to match the agreement you sold to the customer. {% stepper %} {% step %} ### Open contract term settings Go to **Settings**. Search for **Contract terms**. {% endstep %} {% step %} ### Add a new term set Click **Add**. {% endstep %} {% step %} ### Fill in the main fields Complete these fields: * **Code** * **Name** * **Description** * **Extension** * **Contract period** * **Period** * **Renewal period** {% endstep %} {% step %} ### Review the optional fields Use the notice-period and invoice-period fields if your process relies on them. {% endstep %} {% step %} ### Save the term set Click **Save**. The term set is now available when you create a contract. {% endstep %} {% endstepper %} ### What the main fields do #### Code Use a unique code for each term. #### Name This is the name users select while creating a contract. #### Description Use this for internal notes or documentation. #### Extension Choose whether renewal is **Manual** or **Automatic**. #### Contract period and Period These fields define the initial contract duration. They also help calculate the end date. #### Notice period before cancellation This field is not active yet. #### Renewal period This defines the duration of a renewed or restarted contract. #### Notice period after renewal This field is not active yet. #### Invoice period This field is not active yet. Recurring invoicing does not run from contract terms. ### Frequently asked questions
Can I create multiple contract terms? Yes. Use different term sets for different agreement lengths or customer groups.
What happens when extension is automatic? OutSmart can create a new contract when the current one ends.
Can I edit contract terms after using them? Yes. Check the impact before you change terms that active contracts use.
### Related topics * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Contracts**](/backoffice/backoffice/contracts) # Configure the recurring schedule Set when preventive contracts should generate work orders. The recurring schedule controls when preventive contracts create work orders. Use it to define the service rhythm clearly. {% hint style="info" %} Recurring schedules apply to **Preventive maintenance** contracts. {% endhint %} {% stepper %} {% step %} ### Open the contract Create a new preventive contract or edit an existing one. {% endstep %} {% step %} ### Set the repetition Use **Each** to define the interval. For example, every 2 weeks or every 6 months. {% endstep %} {% step %} ### Choose the schedule pattern If you use months, choose a fixed day or a rule like the first Monday. If you use weeks, choose the weekdays the work should repeat on. {% endstep %} {% step %} ### Check the preview dates Review the generated dates before you save. This confirms the first deadline and the rhythm after that. {% endstep %} {% step %} ### Decide whether to assign an employee If you leave the employee empty, the work order is created with a deadline only. If you select an employee, the work order is scheduled directly on the execution date. {% endstep %} {% step %} ### Save the contract Click **Save** when the preview matches the agreement. {% endstep %} {% endstepper %} ### Frequently asked questions
Can I use a rule like the third Friday of the month? Yes. Monthly schedules can use day rules like the first Monday or third Friday.
What happens if the start date is before the first matching day? The first work order uses the first matching date after the start date.
Do I need to assign an employee in the contract? No. You can leave the employee empty and plan the work later.
### Related topics * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Set days in advance**](/backoffice/backoffice/contracts/set-days-in-advance) * [**Contracts**](/backoffice/backoffice/contracts) # Understand contract work order generation See how OutSmart turns contract timing into generated work orders. OutSmart creates work orders from active contracts automatically. It runs a scheduled system check against each contract's **next check date**. You do not need to trigger this manually. A just-created contract may not create a work order immediately. ### How generation works The process follows three main inputs: 1. The contract type. 2. The recurring schedule or SLA policy. 3. The **Days in advance** setting. For preventive contracts, the schedule defines the target dates. Days in advance decides when the work order appears in the system. For example, a deadline on 31 August with 30 days in advance creates the work order on 1 August. ### What happens after generation Generated work orders follow the normal work order flow. You can plan, assign, complete, and invoice them like other work orders. If the contract is linked to multiple objects, separate work orders can be generated per object. ### Frequently asked questions
Do I need to run generation manually? No. OutSmart processes active contracts automatically.
Can one contract generate more than one work order? Yes. This can happen when multiple objects are linked to the contract.
What happens when I edit the contract? Changes affect future generated work orders. Existing work orders stay as they are.
### Related topics * [**Configure the recurring schedule**](/backoffice/backoffice/contracts/configure-the-recurring-schedule) * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Troubleshoot why a contract did not generate work orders**](/backoffice/backoffice/contracts/troubleshoot-why-a-contract-did-not-generate-work-orders) * [**Contracts**](/backoffice/backoffice/contracts) # Set days in advance Control how long before the scheduled date a contract work order should be created. **Days in advance** controls how early a contract work order is created. This gives planners time to assign the work before the deadline. ### How it works The recurring schedule sets the target date. Days in advance sets how many days earlier the work order is created. Example: * scheduled date: the 15th of the month * days in advance: `15` * creation date: the 1st of the month If you set the value to `0`, the work order is created on the scheduled date. {% hint style="info" %} This setting applies to preventive contracts. Corrective contracts use SLA timing instead. {% endhint %} {% stepper %} {% step %} ### Open the contract Create a new contract or edit an existing one. {% endstep %} {% step %} ### Find the field Locate **Days in advance** in the contract details. {% endstep %} {% step %} ### Enter the value Add the number of days you want between creation and the scheduled date. {% endstep %} {% step %} ### Save the contract Click **Save**. Future work order generation uses the new timing. {% endstep %} {% endstepper %} ### Frequently asked questions
Can I change days in advance later? Yes. The new value affects future generated work orders.
Is 0 allowed? Yes. The work order is then created on the scheduled date itself.
Does this apply to corrective contracts? No. Corrective contracts use SLA policies.
### Related topics * [**Configure the recurring schedule**](/backoffice/backoffice/contracts/configure-the-recurring-schedule) * [**Understand contract work order generation**](/backoffice/backoffice/contracts/understand-contract-work-order-generation) * [**Contracts**](/backoffice/backoffice/contracts) # Manage contracts Edit, restart, terminate, or delete contracts and keep future generation aligned. You can manage a contract after creation. Click a row in the overview to open the contract view. This view has **Work orders**, **Future work orders**, **Notes**, and **Hours and Costs** tabs. Use **Edit** to open the contract form. The form uses the same layout as a work order. ### Review contract details #### Work orders This tab shows the work orders already created from the contract. Use it to review hours, items, and extra billing context. #### Future work orders This tab shows the upcoming planned work orders. You can also click **Generate now**. #### Notes Use notes to share changes or internal contract details. #### Hours and Costs This tab totals the hours and items registered through contract work orders. Use it to review the contract value during the agreement period. ### Main contract actions #### Edit Use **Edit** to change the contract setup and future work order details. #### Renew Use **Renew** to renew the contract from the current date. #### Terminate contract Use **Terminate contract** to stop the agreement early. Work orders that already exist stay at their current stage. #### Refresh contract data Use **Refresh contract data** when linked data changed. This refreshes forms, contacts, customer names, and similar values. Existing work orders stay unchanged, regardless of their current stage. #### Refresh multiple contracts Select the contracts in the overview with the checkboxes. Click **Refresh contract data** at the bottom of the overview. This refreshes forms, contacts, and customer data on every selected contract at once. #### Delete contract Avoid **Delete contract** when possible. Click **Delete contract**, then confirm the deletion in the confirmation dialog. Deleting removes the contract, its work orders, notes, and related data. Prefer **Terminate contract** when you need to keep the contract history. {% stepper %} {% step %} ### Open the contract Open the contract from the contract overview or a linked record. {% endstep %} {% step %} ### Choose the action Open the tab you need or choose the action you want to run. {% endstep %} {% step %} ### Confirm the changes Save the edit or confirm the selected action. {% endstep %} {% endstepper %} ### Customize the contract overview You can change the columns in the overview. Click the wrench icon in the top right. Then you can: * show or hide fields * drag columns into a new order * rename a column with the pencil icon * reset the layout with **Reset Configuration** ### Frequently asked questions
Can I delete a contract with completed work orders? No. Use termination instead when work has already been completed or settled.
What is the difference between restart and terminate? Renew creates a continued contract period. Terminate ends the current contract early.
When should I use Refresh contract data? Use it after updating linked forms or customer-related data.
Can I see the work orders created from a contract? Yes. Open the contract to review its generated work orders.
### Related topics * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Set contract cancellation reasons**](/backoffice/backoffice/contracts/set-contract-cancellation-reasons) * [**Filter and search contracts**](/backoffice/backoffice/contracts/filter-and-search-contracts) * [**Find expiring contracts**](/backoffice/backoffice/contracts/find-expiring-contracts) * [**Contracts**](/backoffice/backoffice/contracts) # Use SLA policies with contracts Apply SLA policies to corrective contracts to manage response and resolution expectations. SLA policies are used with **Corrective maintenance** contracts. They define how fast a response or resolution is expected. Using an SLA is optional. It helps you track whether you meet the service level agreed with the customer. {% hint style="info" %} Create your priorities first. SLA policies depend on them. {% endhint %} {% hint style="info" %} You can also use an internal SLA. This helps you measure response performance over time. {% endhint %} {% hint style="warning" %} Do not promise SLA targets you cannot deliver. Missed targets can damage the customer relationship. {% endhint %} ### Create an SLA policy {% stepper %} {% step %} ### Open SLA policy settings Go to **Settings**. Open **SLA Policies**. {% endstep %} {% step %} ### Add a new policy Click **Add**. {% endstep %} {% step %} ### Fill in the policy details Complete these fields: * **Code** * **Name** * **Description** * **Work order status response** * **Work order status resolved** {% endstep %} {% step %} ### Set the timing per priority Enter the response and resolution time per priority. Choose minutes, hours, or days. Choose business hours or calendar hours. {% endstep %} {% step %} ### Save the policy Click **Save**. {% endstep %} {% endstepper %} ### What the main SLA fields do #### Work order status response This status marks when you count the work order as responded to. This can be planning, customer contact, or another agreed action. #### Work order status resolved This status marks when you count the work order as solved. ### Use the SLA policy in a contract flow Select the SLA policy on the corrective contract. Use the work order priority so the correct timing applies. You can then follow the SLA progress on the work order and in planning views. ### Frequently asked questions
Can I use an SLA policy on a preventive contract? No. SLA policies are for corrective contracts.
Do I need priorities before creating an SLA policy? Yes. The policy timing is set per priority.
Where can I see SLA progress? You can review it on the work order and in planning-related views.
### Related topics * [**Understand contract types**](/backoffice/backoffice/contracts/understand-contract-types) * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Contracts**](/backoffice/backoffice/contracts) # Set contract cancellation reasons Create reusable cancellation reasons to track why contracts are terminated. When you terminate a contract, you select a reason. Create those reasons first in **Settings**. {% stepper %} {% step %} ### Open the setting Go to **Settings**. Open **Reason for termination**. {% endstep %} {% step %} ### Add a new reason Click **Add**. {% endstep %} {% step %} ### Fill in the reason Enter a unique **Code**. Add the reason name or description. {% endstep %} {% step %} ### Save the reason Click **Save**. The reason is now available when you terminate a contract. {% endstep %} {% endstepper %} ### Frequently asked questions
Is a cancellation reason required? Yes. You select one when you terminate a contract.
Can I create more than one reason? Yes. Create as many reasons as your process needs.
Can I change a reason later? Yes. Open the reason in settings and update it there.
### Related topics * [**Manage contracts**](/backoffice/backoffice/contracts/manage-contracts) * [**Contracts**](/backoffice/backoffice/contracts) # Import contracts Import contracts in bulk when you migrate data or set up many agreements at once. Use the contract import when you need to add many contracts at once. This is faster than creating them one by one. {% hint style="info" %} Make sure the referenced customers and contract terms already exist before you import. {% endhint %} {% stepper %} {% step %} ### Download the import template Start from the general data import flow in OutSmart. Download the contract import template. {% endstep %} {% step %} ### Fill in the contract fields Common fields include: * `con_cte_code` * `con_reference` * `con_description` * `con_timestamp_start` * `con_timestamp_end` * `con_days` * `CustomerDebtorNr` * `WorkDescription` * `TypeOfWork` * `WorkDuration` {% endstep %} {% step %} ### Fill in the schedule fields Common schedule fields include: * `rec_pattern_every_value` * `rec_pattern_every_period` * `rec_pattern_period_week_days` * `rec_pattern_period_month_day` {% endstep %} {% step %} ### Upload the file Run the import with the completed file. {% endstep %} {% step %} ### Review the results Check the import feedback. Fix any failed rows and import them again. {% endstep %} {% endstepper %} ### Frequently asked questions
Do contract terms need to exist before import? Yes. The import file references existing contract term codes.
Can one file contain contracts for different customers? Yes. Each row can reference a different customer.
What happens when a row contains an error? That row is not imported. Review the reported error, correct the row, and import again.
### Related topics * [**Create contract terms**](/backoffice/backoffice/contracts/create-contract-terms) * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Contracts**](/backoffice/backoffice/contracts) # Understand contract status See how start dates, end dates, and termination affect whether a contract is active. Contract status depends on the contract dates and lifecycle actions. This helps you see whether a contract should still generate work orders. The overview includes an **Active** indicator and filter. It also shows the **next check date**. This is when OutSmart next evaluates the contract for work order generation. Generation runs through scheduled checks. It does not run immediately when you save a contract. ### Common contract states #### Not started The contract exists, but the start date is still in the future. No work orders are generated yet. #### Active The current date is within the contract period. The contract can generate work orders based on its type and timing. #### Ended The end date has passed. No new work orders are generated. #### Terminated The contract was stopped before its original end date. No new work orders are generated after the termination date. ### What affects contract status The main factors are: * **Start date** * **End date** * **Termination** * **Renewal or restart behavior** If a contract renews automatically or is restarted, a new contract period can continue the agreement. ### Frequently asked questions
Does an ended contract stay visible? Yes. It remains available for history and reference.
Can a terminated contract generate new work orders? No. Generation stops after the termination date.
What happens when the start date is in the future? The contract is not active yet. Generation starts when the contract reaches its start date.
### Related topics * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Manage contracts**](/backoffice/backoffice/contracts/manage-contracts) * [**Contracts**](/backoffice/backoffice/contracts) # Link contracts to objects Connect contracts to objects so recurring work stays tied to the right installation or asset. You can link a contract to one or more objects. This keeps recurring work connected to the right installation or asset. ### Why link objects to contracts Use object links when the agreement applies to specific equipment. This helps technicians open the right context on the generated work order. If a contract covers multiple objects, separate work orders can be generated per object. {% hint style="warning" %} The customer stored on an object and the objects linked to a contract are separate. Changing **Debtor number** on the object does not remove that object from a contract. The contract keeps using the object for future generated work orders until you remove it from the contract. {% endhint %} {% stepper %} {% step %} ### Open the contract Create a new contract or open an existing one. {% endstep %} {% step %} ### Select the customer and work setup Fill in the main contract and work order details first. {% endstep %} {% step %} ### Add the object link Select the object or objects that belong to the agreement. {% endstep %} {% step %} ### Save the contract Click **Save**. Future generated work orders use the linked object context. {% endstep %} {% endstepper %} ### Remove an object from a contract Remove the object on the contract when it should no longer be part of future generated work orders. Work orders that were already generated stay as they are. {% stepper %} {% step %} ### Open the contract Open the contract you want to update. {% endstep %} {% step %} ### Edit the contract Click **Edit**. {% endstep %} {% step %} ### Open Objects Open the **Objects** tab. {% endstep %} {% step %} ### Remove the object Click **X** next to the object you want to remove. {% endstep %} {% step %} ### Save the contract Click **Save**, or **Save and view**. Future generated work orders use the objects that are still linked. {% endstep %} {% endstepper %} ### Move an object to another customer Changing the customer on the object does not move or remove the contract link. {% stepper %} {% step %} ### Update the object Open the object. Change **Debtor number** to the new customer. Click **Save**. Child objects receive the same debtor number and address. {% endstep %} {% step %} ### Update the contracts Remove the object from each contract that should stop generating work for it. If the new customer needs the object on a contract, edit that contract, add the object on the **Objects** tab, and save. {% endstep %} {% endstepper %} **Debtor number** stays required unless **Internal object** is checked. Clearing **Debtor number** on an internal object also leaves the contract links in place. ### Frequently asked questions
Can I link more than one object to a contract? Yes. A contract can cover multiple objects.
Why should I link an object? It keeps maintenance tied to the correct asset. This makes the generated work orders more precise.
Do linked objects affect work order generation? Yes. A contract linked to multiple objects can generate separate work orders per object.
Does changing the customer on an object remove it from a contract? No. Change **Debtor number** on the object, then remove the object from the contract if it should no longer be included.
Do existing work orders change when I remove an object from a contract? No. Work orders that were already generated stay as they are. Future generated work orders use the objects still linked to the contract.
### Related topics * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Understand contract work order generation**](/backoffice/backoffice/contracts/understand-contract-work-order-generation) * [**Objects**](/backoffice/backoffice/objects) * [**Contracts**](/backoffice/backoffice/contracts) # Link contracts to projects Connect contracts to project context when agreement work belongs inside a wider project flow. You can link a contract to a project when recurring work belongs to a broader project setup. This helps keep the contract work aligned with project reporting and context. ### When to link a project Link a project when the contract is part of a larger customer rollout, installation, or service program. This keeps the generated work connected to the right project record. {% stepper %} {% step %} ### Open the contract Create a new contract or open an existing one. {% endstep %} {% step %} ### Fill in the main contract details Complete the agreement and work order setup. {% endstep %} {% step %} ### Select the project Choose the project that should be linked to the contract. {% endstep %} {% step %} ### Save the contract Click **Save**. Future generated work orders keep the project context. {% endstep %} {% endstepper %} ### Frequently asked questions
Do I need a project for every contract? No. Only use a project when the contract work belongs in a project flow.
Why link a contract to a project? It keeps related work grouped in the correct project context.
Can I still use contracts without the Projects module? Yes. Projects are optional in the contract flow.
### Related topics * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Projects**](/backoffice/backoffice/projects) * [**Contracts**](/backoffice/backoffice/contracts) # View the contract schedule Review planned contract dates and generated work order timing. The contract schedule shows when work is planned from the contract. Use it to review future timing and generated work order history. The **Future work orders** tab shows the next planned dates. ### What the schedule helps you check Use the schedule to review: * planned dates * generated work orders * future generation timing This helps confirm that the recurring logic matches the agreement. It also helps when you troubleshoot missing or unexpected work orders. {% stepper %} {% step %} ### Open the contract Open the contract from the contract overview or a linked record. {% endstep %} {% step %} ### Review the schedule section Check the planned dates and the work orders already created from the contract. Open **Future work orders** to preview upcoming generation. {% endstep %} {% step %} ### Confirm future timing Compare the shown dates with the recurring setup and days-in-advance timing. {% endstep %} {% step %} ### Generate a work order now if needed Click **Generate now** to create the next work order immediately. Use this when you do not want to wait for the normal generation moment. {% endstep %} {% step %} ### Edit the contract if needed If the schedule does not match the agreement, update the contract settings and save again. {% endstep %} {% endstepper %} ### Frequently asked questions
When should I check the contract schedule? Check it after creating or editing a contract. It is also useful when you troubleshoot generation.
Can the schedule change after edits? Yes. Schedule-related changes can recalculate future timing.
Does Generate now replace the normal schedule? No. Use it to create a work order immediately.
Does the schedule show generated work too? Yes. You can review what has already been created and what is still planned.
### Related topics * [**Configure the recurring schedule**](/backoffice/backoffice/contracts/configure-the-recurring-schedule) * [**Understand contract work order generation**](/backoffice/backoffice/contracts/understand-contract-work-order-generation) * [**Manage contracts**](/backoffice/backoffice/contracts/manage-contracts) * [**Contracts**](/backoffice/backoffice/contracts) # Configure contract parameters Review the main contract fields and settings that shape generation and behavior. Contract parameters are the main fields that control how a contract behaves. They shape dates, generation timing, renewal, and linked workflow behavior. ### Key contract parameters #### Contract type This decides whether the contract is preventive, corrective, or yearly-order. #### Customer and invoice customer The customer receives the contract. The invoice customer covers work outside the contract scope when needed. #### Contract terms These settings control duration, restart, and renewal behavior. #### Start date and end date These dates control when the contract is active. If you change the start date, review the end date too. #### Days in advance This controls how early preventive work orders are created. #### SLA policy Use this on corrective contracts when response and resolution targets apply. #### Form, objects, and project Use these links when the generated work orders need the same context each time. #### Order per object Use this when linked objects should generate separate work orders. ### Why parameters matter These settings decide how OutSmart interprets the agreement. Small changes can affect future generation and contract management behavior. {% hint style="warning" %} Review the parameters carefully before you save changes. Updates can affect future generated work orders. {% endhint %} ### When to review parameters Check them when you: * create a new contract * edit an active contract * troubleshoot unexpected generation * prepare a renewal or restart ### Frequently asked questions
Should I review parameters before saving? Yes. They control the contract behavior after creation.
Can I change parameters later? Yes. Review the impact on future generation first.
Do all parameters apply to every contract type? No. Some parameters depend on whether the contract is preventive or corrective.
### Related topics * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Understand contract types**](/backoffice/backoffice/contracts/understand-contract-types) * [**Manage contracts**](/backoffice/backoffice/contracts/manage-contracts) * [**Contracts**](/backoffice/backoffice/contracts) # Use contract free fields Store extra contract data with reusable free fields. Contract free fields help you store extra agreement data that standard fields do not cover. Use them when your contract process needs more structure. ### Why use free fields Use free fields to capture details such as: * internal classifications * customer-specific agreement data * extra references or structured notes Free fields help keep custom contract data searchable and consistent. ### How to use contract free fields Set up the free fields first in the relevant settings area. Then fill them in when you create or edit a contract. Use them for structured values. Use the normal description field for general context. ### Frequently asked questions
Should I use free fields or the description field? Use free fields for structured data. Use the description for general context.
Can I add more free fields later? Yes. Review the process impact before you add new ones.
Do free fields affect work order generation? They mainly enrich contract data. Use them when your process needs extra contract context.
### Related topics * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Manage contracts**](/backoffice/backoffice/contracts/manage-contracts) * [**Configure contract parameters**](/backoffice/backoffice/contracts/configure-contract-parameters) * [**Contracts**](/backoffice/backoffice/contracts) # Track contract budgets Use budgets to monitor the financial scope of a contract. Contract budgets help you monitor the agreed financial scope of a contract. Use them to compare expected value with actual work and cost. ### Why budgets matter Budgets help you: * track contract value over time * review whether work stays within scope * support renewal and review decisions ### How budgets fit the contract process Budgets belong to the contract context. Review them together with generated work, used materials, and ongoing agreement performance. Use this to spot contracts that are under pressure before renewal time. ### Frequently asked questions
Should every contract use a budget? Not always. Use budgets when financial control matters for the agreement.
Does budget tracking replace invoicing? No. Budget tracking helps monitor the agreement.
When should I review contract budgets? Review them during the contract period and before renewal.
### Related topics * [**Create a contract**](/backoffice/backoffice/contracts/create-a-contract) * [**Manage contracts**](/backoffice/backoffice/contracts/manage-contracts) * [**Contracts**](/backoffice/backoffice/contracts) # Delete a generated contract work order safely Remove a generated contract work order carefully without breaking the wider contract flow. You can remove an individual work order that was generated from a contract. Do this carefully. A deleted generated work order can affect the expected contract rhythm. {% hint style="warning" %} Be extra careful with the first generated work order in a sequence. Changes there can affect the wider schedule. {% endhint %} ### Before you delete Check these points first: * whether the work order is the first one in the generated sequence * whether the contract schedule still matches the agreement * whether editing or rescheduling is better than deleting ### Safe approach {% stepper %} {% step %} ### Open the contract Open the contract that generated the work order. {% endstep %} {% step %} ### Review the generated work list Identify the work order you want to remove. Check whether it is part of an early or critical point in the sequence. {% endstep %} {% step %} ### Decide whether deletion is really needed Use deletion only when the generated work order should no longer exist. Use editing or rescheduling when the work still needs to happen. {% endstep %} {% step %} ### Delete the work order Remove the work order through the normal work order flow. {% endstep %} {% step %} ### Recheck the contract schedule Review the contract schedule again to confirm future timing still looks correct. {% endstep %} {% endstepper %} ### Frequently asked questions
Can I delete one generated work order without deleting the contract? Yes. Delete only the individual work order when the contract itself should continue.
Why should I be careful with the first generated work order? Early work orders can be important for the wider schedule logic. Always recheck the contract schedule after deletion.
Is rescheduling safer than deleting? Often yes. Use deletion only when the generated work order should not exist at all.
### Related topics * [**View the contract schedule**](/backoffice/backoffice/contracts/view-the-contract-schedule) * [**Manage contracts**](/backoffice/backoffice/contracts/manage-contracts) * [**Understand contract work order generation**](/backoffice/backoffice/contracts/understand-contract-work-order-generation) * [**Contracts**](/backoffice/backoffice/contracts) # Understand restarting versus renewing contracts Learn the difference between manual restart and automatic renewal in contract management. Restarting and renewing both continue a service agreement. They do not work in the same way. ### Restarting a contract Use **Restart contract** when the current contract period ends and the contract does not renew automatically. This creates a new contract with the same conditions. ### Renewing a contract Renewal depends on the selected contract terms. When the terms allow automatic renewal, OutSmart can continue the agreement automatically when the end date is reached. ### How to choose the right approach Use **restart** when you want manual control at the end of the period. Use **renewal** when the agreement should continue automatically based on the term settings. ### Frequently asked questions
Do I need to restart a contract that renews automatically? No. Automatic renewal handles that flow for you.
Does restart use the same conditions? Yes. It creates a new contract with the same conditions.
Where is renewal controlled? Renewal behavior is controlled in the contract terms.
### Related topics * [**Create contract terms**](/backoffice/backoffice/contracts/create-contract-terms) * [**Manage contracts**](/backoffice/backoffice/contracts/manage-contracts) * [**Understand contract status**](/backoffice/backoffice/contracts/understand-contract-status) * [**Contracts**](/backoffice/backoffice/contracts) # Use order per object Generate separate contract work orders per linked object when your service flow needs object-level work. **Order per object** changes how contract work is generated for linked objects. Use it when each object should get its own work order. ### What order per object does When a contract is linked to multiple objects, **order per object** can generate separate work orders per object. This is useful when each installation or asset needs its own job record. ### When to use it Use **order per object** when you want: * one work order per asset * clearer object history * separate follow-up per installation Do not use it when all linked objects should be handled on one shared work order. ### What to check first Before you use this setting, check: * which objects are linked to the contract * whether your planners expect separate jobs * whether your technicians need object-specific work orders ### Frequently asked questions
Can one contract generate several work orders on the same cycle? Yes. That can happen when **order per object** is used with multiple linked objects.
Why would I use separate work orders per object? It keeps planning, execution, and history clearer per asset.
Does this setting matter if no objects are linked? No. It only matters when the contract uses linked objects.
### Related topics * [**Link contracts to objects**](/backoffice/backoffice/contracts/link-contracts-to-objects) * [**Understand contract work order generation**](/backoffice/backoffice/contracts/understand-contract-work-order-generation) * [**Configure contract parameters**](/backoffice/backoffice/contracts/configure-contract-parameters) * [**Contracts**](/backoffice/backoffice/contracts) # Troubleshoot why a contract did not generate work orders Check the most common reasons a contract does not create the expected work orders. When a contract does not generate work orders, the cause is usually in the contract setup. Start with the timing and status first. ### Check these points first Review these common causes: * the contract has not reached its start date yet * the contract has passed its end date * the contract was terminated * the **Active** indicator is disabled * the **next check date** has not been reached * the recurring schedule does not produce the expected next date * **Days in advance** is later than expected * the contract type uses different logic than expected * object-related setup affects how generation is created ### Troubleshooting flow {% stepper %} {% step %} ### Check the contract status Confirm that the **Active** indicator is enabled. A future start date, passed end date, termination, or disabled indicator stops generation. {% endstep %} {% step %} ### Check the next check date Review the **next check date** on the contract. OutSmart evaluates the contract during its scheduled check on that date. {% endstep %} {% step %} ### Review the contract type Check whether the contract is preventive, corrective, or yearly-order. Each type uses different generation logic. {% endstep %} {% step %} ### Review the recurring schedule or SLA setup For preventive contracts, check the recurring schedule. For corrective contracts, check the SLA-related setup. {% endstep %} {% step %} ### Check days in advance Make sure the work order is not simply scheduled to appear later than expected. {% endstep %} {% step %} ### Review linked objects and object-based setup If the contract uses linked objects or **order per object**, confirm the object setup still matches the intended flow. {% endstep %} {% step %} ### Review the contract schedule Open the schedule view to see planned dates and already generated work. {% endstep %} {% endstepper %} ### Frequently asked questions
What is the first thing I should check? Check whether the contract is active. Start date, end date, and termination are the fastest checks.
Can days in advance make it look like generation failed? Yes. The work order may still be planned for a later creation moment.
Can object settings affect generation? Yes. This matters especially when the contract uses linked objects or separate orders per object.
### Related topics * [**Understand contract status**](/backoffice/backoffice/contracts/understand-contract-status) * [**Configure the recurring schedule**](/backoffice/backoffice/contracts/configure-the-recurring-schedule) * [**Set days in advance**](/backoffice/backoffice/contracts/set-days-in-advance) * [**View the contract schedule**](/backoffice/backoffice/contracts/view-the-contract-schedule) * [**Contracts**](/backoffice/backoffice/contracts) # Filter and search contracts Use filters and search to find the contracts you need in the overview. Use the contract overview to find the contracts you need. {% stepper %} {% step %} ### Open Contracts Go to **Contracts** in the left menu. {% endstep %} {% step %} ### Open the filter panel Click **Filter**. Active filters show a count badge. {% endstep %} {% step %} ### Add filters Filter by debtor number, customer name, contract number, or active state. You can also filter by start date, end date, next check date, or work description. {% endstep %} {% step %} ### Combine filters and search Add filters to narrow the results. Use the free-text search box to search within the overview. {% endstep %} {% step %} ### Clear filters Click **Reset filters** to remove all active filters. {% endstep %} {% endstepper %} ### Customize the overview Click the wrench icon in the top right to configure the column layout. You can show, hide, reorder, or rename columns. See [Manage contracts](/backoffice/backoffice/contracts/manage-contracts). ### Related topics * [Manage contracts](/backoffice/backoffice/contracts/manage-contracts) * [Understand contract status](/backoffice/backoffice/contracts/understand-contract-status) * [Contracts](/backoffice/backoffice/contracts) # Find expiring contracts Find contracts that expire soon and review the ones that need renewal. Use the contract overview to find contracts that need renewal. ### Use the preset views The contract overview includes filtered views for these contract groups: * **Expiring contracts** shows contracts ending within the next three months. * **Active contracts** shows contracts with the **Active** indicator enabled. * **Inactive contracts** shows contracts without the **Active** indicator. {% hint style="info" %} Use the expiring-contracts view as a regular renewal queue. {% endhint %} {% stepper %} {% step %} ### Open Contracts Go to **Contracts** in the left menu. {% endstep %} {% step %} ### Open Expiring contracts Select the filtered view for expiring contracts. Review contracts with an end date within the next three months. {% endstep %} {% step %} ### Review the contract Open the contract and check its future work orders, notes, and current dates. {% endstep %} {% step %} ### Renew the contracts that continue Click **Renew** for each contract that should continue. Use termination for contracts that should end early. {% endstep %} {% endstepper %} ### Related topics * [Understand restarting versus renewing contracts](/backoffice/backoffice/contracts/understand-restarting-versus-renewing-contracts) * [Manage contracts](/backoffice/backoffice/contracts/manage-contracts) * [Filter and search contracts](/backoffice/backoffice/contracts/filter-and-search-contracts) # Customers Manage customer cards, addresses, contacts, and status in the BackOffice. The **Customers** area is your CRM base in the BackOffice. Use it to keep one record per customer. That record supports planning, billing, and service history. {% hint style="info" %} **Customers** is part of **Relations**. It is available in all OutSmart packages. {% endhint %} ### What you manage here * customer cards and main details * work and site addresses * contact persons and linked records ### What you find on a customer card A customer card can include addresses, contacts, work orders, projects, invoices, quotes, notes, tasks, and attachments. Some tabs depend on your package and active modules. {% hint style="info" %} Common tab availability: * **Overview** — requires [**CRM+**](/marketplace-packages-and-power-ups/power-ups/crm+) * **Invoices** — requires a package with invoicing * **Projects** — requires a package with projects * **Quotes** — requires [**Quotations**](/marketplace-packages-and-power-ups/power-ups/quotations) * **Objects** — requires [**Object Management**](/marketplace-packages-and-power-ups/power-ups/object-management) * **Contracts** — requires [**Contract Management**](/marketplace-packages-and-power-ups/power-ups/contract-management) * **Tasks** — requires [**Tasks**](/marketplace-packages-and-power-ups/power-ups/tasks) {% endhint %} ### Start here * [**View a customer card**](/backoffice/backoffice/customers/view-a-customer-card) — open the full customer context. * [**Customer communication**](/backoffice/backoffice/customers/customer-communication) — see where contact details, follow-up, and sent messages live. * [**Create a customer**](/backoffice/backoffice/customers/create-a-customer) — add a new customer record. * [**Change the debtor number**](/backoffice/backoffice/customers/change-the-debtor-number) — correct customer numbering when needed. * [**Add an address to a customer**](/backoffice/backoffice/customers/add-an-address-to-a-customer) — store extra work or site locations. * [**Add a contact person**](/backoffice/backoffice/customers/add-a-contact-person) — add the right people for follow-up. * [**Make a customer inactive**](/backoffice/backoffice/customers/make-a-customer-inactive) — stop using a record without deleting history. ### Common follow-up flows * [**Create a task from a customer card**](/marketplace-packages-and-power-ups/power-ups/tasks/create-a-task-from-a-customer-card) * [**Work with customers and leads in CRM+**](/marketplace-packages-and-power-ups/power-ups/crm+/work-with-customers-and-leads-in-crm+) * [**Change the customer on a work order**](/backoffice/backoffice/work-orders/change-the-customer-on-a-work-order) ### Why this matters A complete customer card speeds up daily work. It also reduces duplicate entry. It keeps customer history clear. ### Related topics * [**BackOffice**](/backoffice/backoffice) * [**Tasks**](/marketplace-packages-and-power-ups/power-ups/tasks) * [**Work Orders**](/backoffice/backoffice/work-orders) # View a customer card Open a customer card and review the available tabs. Open a customer card when you need everything for one customer in one place. The customer card combines details, history, and linked records. {% hint style="info" %} The base customer card is available in all OutSmart packages. Extra tabs depend on your package and active modules. {% endhint %} {% stepper %} {% step %} ### Open CRM Go to **CRM** in the left menu. {% endstep %} {% step %} ### Find the customer Use search to find the customer you need. Then open the customer card. {% endstep %} {% step %} ### Use the tabs Open the tab that matches the information you need. {% endstep %} {% endstepper %} ### Common tabs * **Address Book** — work and site addresses * **Contacts** — linked contact persons * **Work orders** — current and past jobs Other common tabs include **Projects**, **Invoices**, **Quotes**, **Notes**, and **Attachments**. ### Tabs that depend on your setup * **Overview** — sales funnel data with [**CRM+**](/marketplace-packages-and-power-ups/power-ups/crm+) * **Projects** — requires a package with projects * **Invoices** — requires a package with invoicing * **Quotes** — requires [**Quotations**](/marketplace-packages-and-power-ups/power-ups/quotations) * **Objects** — requires [**Object Management**](/marketplace-packages-and-power-ups/power-ups/object-management) * **Contracts** — requires [**Contract Management**](/marketplace-packages-and-power-ups/power-ups/contract-management) * **Tasks** — requires [**Tasks**](/marketplace-packages-and-power-ups/power-ups/tasks) {% hint style="info" %} Tabs depend on your package and active modules. {% endhint %} ### Bank account and direct debit The customer card does not include a bank account or a direct-debit mandate. Editing the customer does not change the account used for an automatic collection. The IBAN in **Company details** is your own company account. It is not a customer collection account. {% hint style="info" %} OutSmart cannot update a collection mandate from the customer card. {% endhint %} ### Frequently asked questions
Can I add new records from the customer card? Yes. Most tabs include an **Add** button.
Do all customers show the same tabs? No. That depends on your package and active modules.
Can I review past work from the customer card? Yes. Open the **Work orders** tab.
Can I change a customer's direct-debit IBAN on the customer card? No. The customer card has no bank account and no direct-debit mandate. Editing the customer does not change the account used for an automatic collection.
### Related topics * [**Customers**](/backoffice/backoffice/customers) * [**Create a customer**](/backoffice/backoffice/customers/create-a-customer) * [**Work Orders**](/backoffice/backoffice/work-orders) # Customer communication See where customer contact details, follow-up, and sent messages live in OutSmart. Customer communication is not one screen in OutSmart. It is the set of places where you keep contact details, record follow-up for your team, and send or review messages for a customer. {% hint style="info" %} Addresses, contact persons, and notes stay on the customer record. Emails for work orders, invoices, and quotations are stored in the **Notification log**. {% endhint %} ### Keep contact details on the customer card Open the customer from **CRM**. On the customer card you maintain: * **Address Book** — extra work and site addresses * **Contacts** — named contact persons, including phone and email * **Email** and **Work order e-mail** on the customer itself These details are stored on the customer. Saving them does not send a message. ### Record follow-up that stays in OutSmart Use these when you need a record for your team. * **Notes** — the **Notes** tab on the customer card, when that tab is shown. Each note stores the date created, who created it, and the content. Adding a note does not send an email. * The **Notes** field on the customer form is a remark on the customer. It is separate from the **Notes** tab. * **Tasks** — the **Tasks** tab, when [**Tasks**](/marketplace-packages-and-power-ups/power-ups/tasks) is active. A task is follow-up linked to that customer. **Save, email and close** emails the employees assigned to the task. It does not email the customer. ### Review messages that were sent Emails for work orders, invoices, and quotations are stored in the **Notification log**. Open it from **Settings → E-mail templates**, then **Show notification log**. You need the **Communication log** right to open it. Each row shows the type, the customer name, and the recipients. The status is **To process**, **Send**, **Failed**, or **E-mail cancelled**. An email row uses an envelope icon. An SMS row uses a comment icon. You can filter the log by type. The same history is also on the record itself: * a work order has a **Notification log** tab * an invoice has a **Notification log** tab * a quotation has a **Communication** tab ### Let the customer use Customer Portal [**Customer Portal**](/marketplace-packages-and-power-ups/power-ups/customer-portal/what-is-customer-portal) is a separate login for the customer. When Customer Portal is active, the customer card shows **Customer portal settings**. From there you can send login details to a portal user. The customer then uses the portal. They do not sign in to the BackOffice. ### Related topics * [**View a customer card**](/backoffice/backoffice/customers/view-a-customer-card) * [**Add an address to a customer**](/backoffice/backoffice/customers/add-an-address-to-a-customer) * [**Add a contact person**](/backoffice/backoffice/customers/add-a-contact-person) * [**Create a task from a customer card**](/marketplace-packages-and-power-ups/power-ups/tasks/create-a-task-from-a-customer-card) * [**View the work order communication log**](/backoffice/backoffice/work-orders/view-the-work-order-communication-log) * [**View the invoice communication log**](/backoffice/backoffice/invoices/view-the-invoice-communication-log) * [**View the quotation communication log**](/backoffice/backoffice/quotes/view-the-quotation-communication-log) * [**What is Customer Portal?**](/marketplace-packages-and-power-ups/power-ups/customer-portal/what-is-customer-portal) # Create a customer Add a new customer in the BackOffice. Create a customer before you plan work, invoice, or store customer history. Every customer needs a name and a debtor number. {% hint style="info" %} Creating customers is part of **Relations**. It is available in all OutSmart packages. {% endhint %} {% hint style="info" %} The debtor number is filled automatically with the next available number. {% endhint %} {% stepper %} {% step %} ### Open CRM Go to **CRM** in the left menu. {% endstep %} {% step %} ### Start a new customer Click **Add** in the top-right corner. {% endstep %} {% step %} ### Fill in the required fields Enter the **customer name**. Check the **debtor number**. {% endstep %} {% step %} ### Review the settings Optionally set the PDF and email layout. You can also set a discount, responsible employee, employee group, and language. {% endstep %} {% step %} ### Save the customer Click **Save**. The customer is now available in your CRM. {% endstep %} {% endstepper %} ### Frequently asked questions
Which fields are required? Only the customer name and debtor number.
Can I change the debtor number? Yes. But use a unique number only.
Does the language field translate documents automatically? No. You still need the correct PDF and email templates.
### Related topics * [**Customers**](/backoffice/backoffice/customers) * [**Change the debtor number**](/backoffice/backoffice/customers/change-the-debtor-number) # Add an address to a customer Add a work or site address to an existing customer. Add an address when a customer has more than one service location. This is useful when the invoice address and work address differ. {% hint style="info" %} Customer addresses are part of the standard customer record. They are available in all OutSmart packages. {% endhint %} ### Add an address from the customer card {% stepper %} {% step %} ### Open the customer card Go to **CRM**. Open the customer you want to update. {% endstep %} {% step %} ### Open Address Book Select **Address Book**. Then click **Add**. {% endstep %} {% step %} ### Fill in the required fields Enter a unique **Code**. Then enter **Address line**, **Zip code**, and **City**. {% endstep %} {% step %} ### Save the address Click **Save**. {% endstep %} {% endstepper %} ### Add an address from a work order 1. Create a new work order. 2. Select an existing customer in **Customer/Delivery**. 3. Change the address details. 4. Save the work order. The new address is added to that customer. ### Frequently asked questions
Can one customer have multiple addresses? Yes. Add as many as you need.
What is the code field for? The code is the unique identifier for that address.
Can I edit an address later? Yes. Open the address again from **Address Book**.
### Related topics * [**Customers**](/backoffice/backoffice/customers) * [**Create a customer**](/backoffice/backoffice/customers/create-a-customer) * [**Create a work order from a customer**](/backoffice/backoffice/work-orders/create-a-work-order-from-a-customer) # Add a contact person Add a contact person to an existing customer. Add contact persons when you need named people for work, service, or billing. This keeps customer communication clear. For the wider map of contact details, follow-up, and sent messages, see [**Customer communication**](/backoffice/backoffice/customers/customer-communication). {% hint style="info" %} Customer contacts are part of the standard customer record. They are available in all OutSmart packages. {% endhint %} ### Add a contact person from the customer card {% stepper %} {% step %} ### Open the customer card Go to **CRM**. Open the customer you want to update. {% endstep %} {% step %} ### Open Contacts Select **Contacts**. Then click **Add**. {% endstep %} {% step %} ### Fill in the required fields Enter a unique **Code**. Then enter the contact person's **Name**. {% endstep %} {% step %} ### Save the contact person Click **Save**. {% endstep %} {% endstepper %} ### Add a contact person from a work order 1. Create a new work order. 2. Select an existing customer. 3. Open the **Contact Person** field. 4. Click **Add** in the dropdown. 5. Enter the contact details and save. ### Frequently asked questions
Can a customer have multiple contact persons? Yes. Add as many as needed.
Which fields are required? Only **Code** and **Name**.
Can I edit a contact person later? Yes. Open the contact again from **Contacts**.
### Related topics * [**Customer communication**](/backoffice/backoffice/customers/customer-communication) * [**Customers**](/backoffice/backoffice/customers) * [**View a customer card**](/backoffice/backoffice/customers/view-a-customer-card) * [**Create a work order from a customer**](/backoffice/backoffice/work-orders/create-a-work-order-from-a-customer) # Make a customer inactive Stop showing a customer in active lists without deleting the record. Make a customer inactive when you no longer work with that customer actively. The customer stays available for history and reporting. {% hint style="info" %} Customer status is part of the standard customer record. It is available in all OutSmart packages. {% endhint %} {% stepper %} {% step %} ### Open the customer card Go to **CRM**. Open the customer you want to update. {% endstep %} {% step %} ### Find the Active slider Look in the left column of the customer card. {% endstep %} {% step %} ### Turn off Active Click the **Active** slider. The change saves automatically. {% endstep %} {% endstepper %} To make the customer active again, click the slider again. ### Frequently asked questions
Does inactive block new work orders, quotations, or invoices? No. You can still create new work for that customer.
Can I filter the CRM overview for inactive customers only? No. You can filter for active customers only.
Can I show active or inactive as a separate CRM column? No. That column is not available.
### Related topics * [**Customers**](/backoffice/backoffice/customers) * [**View a customer card**](/backoffice/backoffice/customers/view-a-customer-card) # Change the debtor number Update a customer's debtor number carefully in the BackOffice. Change the debtor number only when you need to correct customer numbering. Use this carefully. A wrong debtor number can break links to customer data. {% hint style="info" %} Debtor numbers are part of the standard customer record. They are available in all OutSmart packages. {% endhint %} {% hint style="warning" %} Note the current debtor number before you change it. Do not reuse a debtor number that already exists. {% endhint %} {% stepper %} {% step %} ### Open the customer Go to **CRM**. Open the customer you want to update. {% endstep %} {% step %} ### Start editing Click **Edit** in the top-right corner. {% endstep %} {% step %} ### Change the debtor number Update the debtor number field. You can enter a number manually. You can also use the wizard to fill the next available number. {% endstep %} {% step %} ### Save the customer Click **Save**. {% endstep %} {% endstepper %} ### Frequently asked questions
Why should I be careful with debtor numbers? Debtor numbers link customer data across OutSmart. A wrong value can cause invoice or work order errors.
Can I change the debtor number back later? Yes. That is why noting the original number is important.
Can I use a debtor number that already exists? No. Use a unique number only.
### Related topics * [**Customers**](/backoffice/backoffice/customers) * [**Create a customer**](/backoffice/backoffice/customers/create-a-customer) # Dashboards Create focused dashboards, add widgets, and control who can see them. **Dashboards** help you turn OutSmart data into clear overviews. Use this section to understand dashboards, create new ones, add widgets, and control visibility. {% hint style="info" %} Dashboard availability depends on your package and setup. {% endhint %} ### What you do with Dashboards * build separate dashboards for different goals * add widgets and filter what they show * restrict dashboards to the right groups ### Start here * [**What are Dashboards?**](/backoffice/backoffice/dashboards/what-are-dashboards) — understand the purpose and structure. * [**Create an additional dashboard**](/backoffice/backoffice/dashboards/create-an-additional-dashboard) — create a new dashboard and start the layout. * [**Add and customize dashboard widgets**](/backoffice/backoffice/dashboards/add-and-customize-dashboard-widgets) — add widgets, move them, and filter the data. * [**Control who can see a dashboard**](/backoffice/backoffice/dashboards/control-who-can-see-a-dashboard) — limit visibility to selected groups. ### Recommended order 1. Start with [**What are Dashboards?**](/backoffice/backoffice/dashboards/what-are-dashboards). 2. Then [**create an additional dashboard**](/backoffice/backoffice/dashboards/create-an-additional-dashboard). 3. Next [**add and customize dashboard widgets**](/backoffice/backoffice/dashboards/add-and-customize-dashboard-widgets). 4. Finish by deciding [**who can see a dashboard**](/backoffice/backoffice/dashboards/control-who-can-see-a-dashboard). ### Related topics * [**OutSmart Packages**](/marketplace-packages-and-power-ups/marketplace/outsmart-packages) * [**BackOffice**](/backoffice/backoffice) # What are Dashboards? Understand what dashboards show, when to use them, and why extra dashboards help you stay focused. **Dashboards** give you a quick overview of the data that matters most. Use them to follow activity, progress, and performance in one place. ### What dashboards help you do * track key numbers at a glance * focus on one process or team * group related insight on separate dashboards ### Why use more than one dashboard One default dashboard is available already. You can create extra dashboards for different goals. Examples include: * quotes sent this year * maintenance work in progress * team or department-specific follow-up ### How dashboards work Each dashboard is built from **widgets**. Each widget shows a specific dataset or summary. You can move, resize, rename, filter, and remove widgets. {% hint style="info" %} A focused dashboard is usually more useful than one large dashboard with everything on it. {% endhint %} ### Frequently asked questions
Do I start with an empty setup? No. A general dashboard is available by default.
Can I create multiple dashboards? Yes. You can create separate dashboards for different topics.
Can each dashboard show different filters? Yes. That depends on the widgets you add and how you configure them.
### Related topics * [**Create an additional dashboard**](/backoffice/backoffice/dashboards/create-an-additional-dashboard) * [**Add and customize dashboard widgets**](/backoffice/backoffice/dashboards/add-and-customize-dashboard-widgets) * [**OutSmart Packages**](/marketplace-packages-and-power-ups/marketplace/outsmart-packages) # Create an additional dashboard Create a new dashboard, choose a template, and start adding widgets. Create a new dashboard when you want a separate overview for a specific topic. This keeps your main dashboard clear and focused. {% stepper %} {% step %} ### Open Dashboards Go to **Dashboard** in the BackOffice. {% endstep %} {% step %} ### Create a new dashboard Click the **+** button in the top-left corner. {% endstep %} {% step %} ### Enter the dashboard name Give the dashboard a clear name. If a template is available, you can select it. {% endstep %} {% step %} ### Add your first widget Click the **+** button in the bottom-right corner. {% endstep %} {% step %} ### Choose the widget type Select a topic such as quotes. Then choose one of the available widgets. {% endstep %} {% step %} ### Place the widget Drag the widget into the dashboard. {% endstep %} {% step %} ### Build the layout Add more widgets as needed. Drag them to a new position or resize them by dragging the corners. {% endstep %} {% endstepper %} ### Good naming examples * quotes overview * maintenance follow-up * management KPIs ### Frequently asked questions
Can I use a template for a new dashboard? Yes. If a template is available, you can select it during creation.
Can I add more widgets later? Yes. You can keep editing the dashboard after you create it.
Can I change the layout afterward? Yes. You can move and resize widgets at any time.
### Related topics * [**What are Dashboards?**](/backoffice/backoffice/dashboards/what-are-dashboards) * [**Add and customize dashboard widgets**](/backoffice/backoffice/dashboards/add-and-customize-dashboard-widgets) * [**Control who can see a dashboard**](/backoffice/backoffice/dashboards/control-who-can-see-a-dashboard) # Add and customize dashboard widgets Add widgets, move and resize them, and filter what they show. Widgets turn a dashboard into a useful overview. Each widget can show different data and different filters. ### Add a widget {% stepper %} {% step %} ### Open the dashboard Open the dashboard you want to edit. {% endstep %} {% step %} ### Open the widget list Click the **+** button in the bottom-right corner. {% endstep %} {% step %} ### Choose a topic and widget Select a topic first. Then choose the widget you want to use. {% endstep %} {% step %} ### Place the widget Drag the widget into the dashboard. {% endstep %} {% endstepper %} ### Arrange the layout You can: * drag widgets to a new position * resize widgets by dragging the corners * add the same widget more than once with different filters ### Customize a widget {% stepper %} {% step %} ### Open the widget options Hover over the widget. Then click the **<** button on the widget. {% endstep %} {% step %} ### Choose the action Use **Save** to keep your changes. Use **Settings** to configure the widget. Use the **pencil** button to rename it. Use the **bin** button to remove it. {% endstep %} {% step %} ### Set the widget criteria Add the filters that decide what the widget shows. The available criteria depend on the widget. {% endstep %} {% step %} ### Add rules or rule groups Click **Add rule**. Then build one condition or combine multiple conditions. {% endstep %} {% endstepper %} ### Example filters Common examples include: * work orders from the last 7 days * records assigned to one employee * only one status or category ### Frequently asked questions
Do all widgets support the same filters? No. The available criteria depend on the widget.
Can I rename a widget? Yes. Use the **pencil** button in the widget options.
Can I remove a widget later? Yes. Use the **bin** button in the widget options.
### Related topics * [**Create an additional dashboard**](/backoffice/backoffice/dashboards/create-an-additional-dashboard) * [**Control who can see a dashboard**](/backoffice/backoffice/dashboards/control-who-can-see-a-dashboard) * [**What are Dashboards?**](/backoffice/backoffice/dashboards/what-are-dashboards) # Control who can see a dashboard Restrict dashboard visibility to selected groups. You can limit a dashboard to specific groups. Use this when a dashboard should only be visible to part of your organization. Examples include finance, management, or one service team. {% stepper %} {% step %} ### Open the dashboard Open the dashboard you want to restrict. {% endstep %} {% step %} ### Open the dashboard settings Click the **settings** button in the top-right corner. {% endstep %} {% step %} ### Select the allowed groups Choose the group or groups that should have access. {% endstep %} {% step %} ### Save the change Click **Save**. {% endstep %} {% endstepper %} ### When to use dashboard restrictions Use restrictions when: * one team needs its own dashboard * sensitive information should stay limited * different departments need different insight {% hint style="info" %} If the right group does not exist yet, create it first in your user or role setup. {% endhint %} ### Frequently asked questions
Are dashboards visible to all users by default? That depends on your setup. Use groups when you want to limit access.
Can I select more than one group? Yes. You can give access to multiple groups.
What if a user cannot see the dashboard? Check whether the user belongs to one of the selected groups.
### Related topics * [**Create an additional dashboard**](/backoffice/backoffice/dashboards/create-an-additional-dashboard) * [**What are Dashboards?**](/backoffice/backoffice/dashboards/what-are-dashboards) * [**OutSmart Packages**](/marketplace-packages-and-power-ups/marketplace/outsmart-packages) # Invoices Create, send, configure, and follow invoices from the BackOffice. **Invoices** lets you bill customers directly from OutSmart. Use it to create invoices, configure schemes and layouts, track communication, and register payments. {% hint style="info" %} When you send an invoice, it becomes final. You can no longer edit or delete it afterward. {% endhint %} ### Start here * [**What are Invoices?**](/backoffice/backoffice/invoices/what-are-invoices) * [**Invoice statuses and types**](/backoffice/backoffice/invoices/invoice-statuses-and-types) ### Create and process invoices * [**Create an invoice**](/backoffice/backoffice/invoices/create-an-invoice) * [**Duplicate an invoice**](/backoffice/backoffice/invoices/duplicate-an-invoice) * [**Credit an invoice**](/backoffice/backoffice/invoices/credit-an-invoice) * [**Register a transaction on an invoice**](/backoffice/backoffice/invoices/register-a-transaction-on-an-invoice) * [**Add a transaction type**](/backoffice/backoffice/invoices/add-a-transaction-type) * [**Proforma invoices**](/backoffice/backoffice/invoices/proforma-invoices) — Beta {% hint style="warning" %} Proforma invoices are a beta feature. {% endhint %} ### Send and deliver invoices * [**Send invoices via Peppol**](/marketplace-packages-and-power-ups/power-ups/peppol/send-invoices-via-peppol) * [**Use Mollie on invoices**](/marketplace-packages-and-power-ups/power-ups/mollie/use-mollie-on-invoices) * [**View the invoice communication log**](/backoffice/backoffice/invoices/view-the-invoice-communication-log) ### Work in the invoice overview * [**Configure the invoice overview**](/backoffice/backoffice/invoices/configure-the-invoice-overview) * [**Filter and search invoices**](/backoffice/backoffice/invoices/filter-and-search-invoices) * [**Export invoices**](/backoffice/backoffice/invoices/export-invoices) ### Configure invoice setup * [**Create an invoice scheme**](/backoffice/backoffice/invoices/create-an-invoice-scheme) * [**Create an invoice layout**](/backoffice/backoffice/invoices/create-an-invoice-layout) * [**Create an invoice email template**](/backoffice/backoffice/invoices/create-an-invoice-email-template) * [**Set payment terms in an invoice scheme**](/backoffice/backoffice/invoices/set-payment-terms-in-an-invoice-scheme) * [**Change invoice numbering**](/backoffice/backoffice/invoices/change-invoice-numbering) ### Customize the invoice output * [**Show item notes on an invoice**](/backoffice/backoffice/invoices/show-item-notes-on-an-invoice) * [**Add attachments, work orders, and forms to invoices**](/backoffice/backoffice/invoices/add-attachments-work-orders-and-forms-to-invoices) * [**Change invoice status colors**](/backoffice/backoffice/invoices/change-invoice-status-colors) ### What you can do with invoices * create standalone invoices * invoice completed work orders * convert sent quotations into invoices * duplicate a sent invoice into a new draft * manage layouts, schemes, reminders, and payment follow-up ### Related topics * [**BackOffice**](/backoffice/backoffice) * [**Work Orders**](/backoffice/backoffice/work-orders) * [**Quotations**](/marketplace-packages-and-power-ups/power-ups/quotations) * [**Items and Materials**](/backoffice/backoffice/items-and-materials) # What are Invoices? Understand how invoices work in OutSmart and what the invoice module includes. An invoice is the billing document you send to a customer for completed work or delivered goods. It shows what you charged, how much is due, and the current payment status. ### How invoices work in OutSmart OutSmart includes a built-in invoice module. You do not need a separate invoicing tool to create, send, and manage invoices. You can create invoices in three ways: * as a standalone invoice * from a completed work order * from a quotation If one job includes multiple work orders, you can bundle them into one invoice. {% hint style="info" %} When you send an invoice, it becomes final. You can no longer edit or delete it afterward. {% endhint %} ### What happens when you invoice work When you create an invoice from a work order, OutSmart copies the available work data. That can include customer details, used materials, and registered hours. When you create an invoice from a quotation, OutSmart copies the quotation data into the new invoice. ### Invoice statuses and types Invoice statuses show where an invoice is in the process. Invoice types identify the kind of document you are working with. See [**Invoice statuses and types**](/backoffice/backoffice/invoices/invoice-statuses-and-types) for the available statuses, types, and rules. ### How invoice setup stays organized Invoice schemes control the main sending flow. A scheme combines: * the invoice layout * the email template * reminder settings * expiry and payment term behavior You can create multiple schemes for different customers, languages, or billing flows. ### How payment registration works You can register received payments on an invoice manually. When the full amount is registered, the invoice status changes to **Paid** automatically. ### Frequently asked questions
Can I edit an invoice after I send it? No. A sent invoice is final. Create a credit invoice if you need to correct it.
Do I need a separate invoicing program? No. OutSmart includes invoicing in the product.
Can OutSmart send reminders automatically? Yes. Set that up in the invoice scheme.
### Related topics * [**Create an invoice**](/backoffice/backoffice/invoices/create-an-invoice) * [**Credit an invoice**](/backoffice/backoffice/invoices/credit-an-invoice) * [**Register a transaction on an invoice**](/backoffice/backoffice/invoices/register-a-transaction-on-an-invoice) * [**Create an invoice scheme**](/backoffice/backoffice/invoices/create-an-invoice-scheme) * [**Create an invoice layout**](/backoffice/backoffice/invoices/create-an-invoice-layout) * [**Create an invoice email template**](/backoffice/backoffice/invoices/create-an-invoice-email-template) # Invoice statuses and types Understand invoice statuses, invoice types, and the rules that apply to each. Invoice statuses show the current stage of an invoice. Invoice types show what kind of document you are working with. ### Invoice statuses * **Concept** * **Open** * **Sent** * **Overdue** * **Reminder 1**, **Reminder 2**, and **Reminder 3** * **Escalation** * **Paid** * **Deleted** You can change the colors used for these statuses. See [**Change invoice status colors**](/backoffice/backoffice/invoices/change-invoice-status-colors). ### Invoice types * **Debit** is a normal invoice. * **Credit** is a credit note. * **Concept debit** and **Concept credit** are unsent drafts. * **Proforma** is a beta document. It is not the final invoice. ### Rules for invoice status and type A sent invoice is final. You can only edit or delete drafts. OutSmart sets the status to **Paid** automatically when you register the full amount. ### Related topics * [**Create an invoice**](/backoffice/backoffice/invoices/create-an-invoice) * [**Credit an invoice**](/backoffice/backoffice/invoices/credit-an-invoice) * [**Proforma invoices**](/beta-programs/beta-programs/proforma-invoicing) * [**Change invoice status colors**](/backoffice/backoffice/invoices/change-invoice-status-colors) # Create an invoice Create standalone invoices or generate them from work orders and quotations. Use **Invoices** when you want to bill a customer directly from OutSmart. You can create an invoice in three ways: * create a standalone invoice * convert a work order into an invoice * convert a quotation into an invoice {% hint style="info" %} When you send an invoice, it becomes final. You can no longer edit or delete it afterward. {% endhint %} ### Create a standalone invoice {% stepper %} {% step %} ### Open Invoices Go to **Invoices** in the left menu. {% endstep %} {% step %} ### Start a new invoice Click **Create new invoice**. {% endstep %} {% step %} ### Fill in the invoice Add the customer, lines, totals, and any other details you need. Then click **Save**. {% endstep %} {% step %} ### Send the invoice After saving, click **Send** in the top right. Choose **E-mail** to send it to the customer. Choose **Manual** to mark it as sent without sending an email. When the Peppol Power-Up is active, you can choose **Peppol**. You can also send an email with the Peppol invoice. A sent invoice is final. {% endstep %} {% endstepper %} You can also open a customer through **CRM** and create a new invoice from the customer card. ### Create an invoice from a work order {% stepper %} {% step %} ### Open the work order Open the completed work order from the **Scheduler** or the work order overview. {% endstep %} {% step %} ### Choose Invoice Open the action menu in the top right. Select **Invoice**. {% endstep %} {% step %} ### Review the generated invoice OutSmart copies the relevant work order data to the invoice. That includes used materials and hours. {% endstep %} {% step %} ### Save and finalize Add any missing details. Click **Save**. Then send the invoice by **E-mail** or finalize it with **Manual**. {% endstep %} {% endstepper %} ### Create an invoice from a quotation The **Invoice** action is available when the quotation status is **Accepted**. It is also available when the status is **Executed**, **Invoiced**, or **Deleted**. {% stepper %} {% step %} ### Open the quotation Open the quotation you want to invoice. {% endstep %} {% step %} ### Open Other In the top right, click **Other**. {% endstep %} {% step %} ### Choose Invoice Select **Invoice**. {% endstep %} {% step %} ### Review, save, and finalize OutSmart copies the quotation lines onto a concept invoice and opens that invoice. The invoice customer comes from the quotation. The invoice scheme follows the layout of the quotation scheme. If no scheme matches that layout, OutSmart uses the default invoice scheme. The concept invoice is not sent. Check the lines, click **Save**, and finalize the invoice by **E-mail** or **Manual**. {% endstep %} {% endstepper %} ### Other actions You can delete a draft invoice through **Extra → Delete**. You cannot delete a sent invoice. ### Warranty work and lines you do not want to invoice A warranty expiration date on an object does not exclude a work order from invoicing. Choosing a warranty on the work order does not exclude it either. OutSmart still copies billable hours and materials to the invoice. To leave a line off the invoice, mark it as not billable before you create the invoice. On an hour line or a material line, click the euro icon. A slash through the euro means the line is not billable. If the lines are open for editing, save them first. OutSmart skips lines marked not billable when it creates the invoice. Billable lines are still copied, including their prices. A discount on a material line lowers that line's price. The line is still invoiced unless you also mark it as not billable. {% hint style="warning" %} Saving a warranty date, or choosing a warranty on the work order, does not stop invoicing. See [**Manage warranty expiration dates**](/marketplace-packages-and-power-ups/power-ups/object-management/manage-warranty-expiration-dates). {% endhint %} {% hint style="info" %} There is no percentage of the quotation total. On the concept invoice, change the quantity, price, or line discount before you send it. The quotation status becomes **Invoiced**. You can choose **Invoice** again later. Each time, OutSmart copies the quotation lines in full onto a new concept invoice. An automation with the trigger **Quote has been accepted** cannot create this invoice. See [**Automations for Invoices, Quotations, and Contracts**](/marketplace-packages-and-power-ups/power-ups/unlimited-automations/automations-for-invoices-quotations-and-contracts). {% endhint %} ### Frequently asked questions
Can I edit an invoice after I send it? No. A sent invoice is final. Use a credit invoice if you need to reverse it.
Can I edit an invoice after I send it? No. A sent invoice is final. Use a credit invoice if you need to reverse it.
Can I edit an invoice after I send it? No. A sent invoice is final. Use a credit invoice if you need to reverse it.
Can I reuse a sent invoice? Yes. Use [**Duplicate an invoice**](/backoffice/backoffice/invoices/duplicate-an-invoice). The copy starts as a draft with its own number.
Can I resend an invoice or send a reminder? Yes. Click **Send** again on a sent invoice. OutSmart selects the next reminder template automatically: **Reminder 1**, then **Reminder 2**, then **Reminder 3**. After payment, OutSmart selects the payment-received template.
Can I invoice multiple work orders together? Yes. OutSmart can bundle work order data into one invoice.
Can I invoice a percentage of a quotation, such as 70%? Not automatically, and not as a percentage of the quotation total. Create the invoice from the quotation, then change the quantity, price, or line discount on the concept invoice before you send it.
### Related topics * [**Duplicate an invoice**](/backoffice/backoffice/invoices/duplicate-an-invoice) * [**Credit an invoice**](/backoffice/backoffice/invoices/credit-an-invoice) * [**Create an invoice scheme**](/backoffice/backoffice/invoices/create-an-invoice-scheme) * [**Work Orders**](/backoffice/backoffice/work-orders) * [**Quotations**](/marketplace-packages-and-power-ups/power-ups/quotations) * [**Automations for Invoices, Quotations, and Contracts**](/marketplace-packages-and-power-ups/power-ups/unlimited-automations/automations-for-invoices-quotations-and-contracts) # Proforma invoices Create a proforma invoice and convert it into a final invoice. {% hint style="warning" %} Proforma invoices are a beta feature. They may change while the beta is active. {% endhint %} A proforma is not a final invoice. Use it to prepare the document before creating the real invoice. {% stepper %} {% step %} ### Open Invoices Go to **Invoices** in the left menu. {% endstep %} {% step %} ### Switch to the proforma view Open the proforma view in the invoice overview. {% endstep %} {% step %} ### Create a proforma Create the proforma and add the required details. {% endstep %} {% step %} ### Convert it to an invoice Open the proforma. Click **Convert to invoice** to create the real invoice. {% endstep %} {% endstepper %} ### Important rules * You cannot credit a proforma. * You cannot delete a converted proforma. * Duplicating a sent proforma creates another proforma draft. ### Related topics * [**Create an invoice**](/backoffice/backoffice/invoices/create-an-invoice) * [**Credit an invoice**](/backoffice/backoffice/invoices/credit-an-invoice) * [**Invoice statuses and types**](/backoffice/backoffice/invoices/invoice-statuses-and-types) # Credit an invoice Create a credit invoice for a sent invoice and finalize it correctly. Use a credit invoice when you need to reverse part or all of a sent invoice. The credit invoice stays linked to the original invoice. {% hint style="info" %} A sent invoice cannot be edited or deleted. Create a credit invoice instead. {% endhint %} {% stepper %} {% step %} ### Open the invoice Open the invoice you want to credit. {% endstep %} {% step %} ### Create the credit invoice Click **Other** in the top right. Then select **Credit**. {% endstep %} {% step %} ### Review the credit lines OutSmart creates a linked credit invoice. At this stage, you can still edit the lines and amounts. {% endstep %} {% step %} ### Save your changes Adjust the credit invoice if needed. Then click **Save**. {% endstep %} {% step %} ### Finalize the credit invoice Choose **E-mail** to send it. Choose **Manual** to mark it as sent without email. {% endstep %} {% endstepper %} Once the credit invoice is sent, it becomes final. ### Other actions Before the credit invoice is sent, you can still: * export it as PDF * delete it through **Other** * change the lines for a partial credit ### Frequently asked questions
Can I credit only part of an invoice? Yes. Edit the lines and amounts before you send the credit invoice.
What happens to the original invoice? The original invoice stays in the system. The credit invoice is linked to it.
Can I credit a credit invoice? No. Only regular invoices can be credited.
Can I credit a proforma? No. Convert the proforma to an invoice first.
### Related topics * [**Duplicate an invoice**](/backoffice/backoffice/invoices/duplicate-an-invoice) * [**Create an invoice**](/backoffice/backoffice/invoices/create-an-invoice) * [**Register a transaction on an invoice**](/backoffice/backoffice/invoices/register-a-transaction-on-an-invoice) * [**View the invoice communication log**](/backoffice/backoffice/invoices/view-the-invoice-communication-log) * [**Proforma invoices**](/backoffice/backoffice/invoices/proforma-invoices) # Duplicate an invoice Copy a sent invoice into a new draft and send it with its own number. Use **Duplicate** when you want to reuse a sent invoice. The copy opens as a new draft. The original invoice stays as it was. {% hint style="info" %} Duplicate is only available after the invoice has been sent. A draft that has not been sent yet does not show **Duplicate**. {% endhint %} {% stepper %} {% step %} ### Open the invoice Open an invoice that has already been sent. You need permission to edit invoices. {% endstep %} {% step %} ### Duplicate the invoice Click **Extra** in the top right. Then select **Duplicate**. {% endstep %} {% step %} ### Review the draft OutSmart opens the copy as a draft. It receives the next draft number, even when the original already had a final invoice number. Check the customer, lines, description, reference, and invoice date before you continue. {% endstep %} {% step %} ### Save your changes Adjust anything that should be different on this bill. Then click **Save**. {% endstep %} {% step %} ### Send the draft Choose **E-mail** to send it. Choose **Manual** to mark it as sent without email. The draft then receives the next formal invoice number. {% endstep %} {% endstepper %} ### What is copied The draft keeps: * the customer * the invoice lines * the description and reference * the invoice date * extra fields on the invoice The draft does not keep: * the original invoice number * the send date * payments already registered on the original * attachments The lines are no longer linked to the hours or materials on the work order. Payment terms come from the current invoice scheme, so review them before you send. The activity on the copy says it was duplicated from the original. ### Other actions * To reverse a sent invoice, use [**Credit an invoice**](/backoffice/backoffice/invoices/credit-an-invoice). That creates a credit note. It is not the same as a duplicate. * A deleted invoice cannot be duplicated. * On a proforma, use **Convert to invoice** when you want a real invoice. Duplicating a sent proforma creates another proforma draft. ### Frequently asked questions
Why did the copy get a draft number? That is expected. A duplicate always starts as a draft, even when the original was already emailed. The formal invoice number is assigned when you send the draft.
Can I duplicate a draft that has not been sent? No. **Duplicate** appears only after the invoice has been sent.
Does the original invoice change? No. The original invoice stays as it was, including its number and payments.
### Related topics * [**Create an invoice**](/backoffice/backoffice/invoices/create-an-invoice) * [**Credit an invoice**](/backoffice/backoffice/invoices/credit-an-invoice) * [**Change invoice numbering**](/backoffice/backoffice/invoices/change-invoice-numbering) # Create an invoice scheme Set the layout, template, reminders, and defaults an invoice should use. An invoice scheme combines the main settings for invoice sending and follow-up. Use schemes when you want different invoice flows per customer type, language, or process. ### What a scheme controls A scheme can control: * the PDF layout * the invoice layout * the email template * invoice expiry and reminder timing * default attachments and fields {% stepper %} {% step %} ### Open the invoice settings Go to **Invoices**. Then click the **cogwheels** in the top right. {% endstep %} {% step %} ### Add a new scheme In the **Schemes** section, click **Add**. {% endstep %} {% step %} ### Fill in the default settings Set the scheme name, PDF layout, invoice layout, currency, VAT, and whether it should be the default. You can also decide whether the work order PDF or forms should be attached. {% endstep %} {% step %} ### Set invoice behavior Add the default description, payment terms, email template, expiry days, and automatic status updates. If needed, add default attachments and choose which free fields should be visible. {% endstep %} {% step %} ### Configure reminders Click **Next step** to open the reminder tabs. Link the reminder templates you want to use. Turn off automatic reminders when you do not need them. {% endstep %} {% step %} ### Save the scheme Click **Save** when all tabs are complete. {% endstep %} {% endstepper %} ### Good to know * One scheme can be the default. * You can create multiple schemes. * Reminder emails are optional. {% hint style="info" %} It is best to use a separate invoice layout per scheme. That keeps the output easier to manage. {% endhint %} ### Frequently asked questions
Do I need a separate layout for each scheme? No. But it is strongly recommended.
Can I create multiple schemes? Yes. Only one can be the default.
Can I use a scheme without reminders? Yes. Turn off the automatic reminder options.
Why are my second and third invoice reminders sent too close together? The period between reminders is configurable per invoice scheme. Go to **Settings → Invoice Schemes**. Check the days between the second and third reminder in the scheme you use. Some schemes may have a shorter gap, such as five days. Adjust that setting if needed.
### Related topics * [**Create an invoice layout**](/backoffice/backoffice/invoices/create-an-invoice-layout) * [**Create an invoice email template**](/backoffice/backoffice/invoices/create-an-invoice-email-template) * [**Set payment terms in an invoice scheme**](/backoffice/backoffice/invoices/set-payment-terms-in-an-invoice-scheme) # Create an invoice layout Control what the invoice PDF shows and how it looks. An invoice layout controls the visual output of the invoice PDF. Use it to decide which information appears and how the document is structured. {% stepper %} {% step %} ### Open the invoice settings Go to **Invoices**. Then click the **cogwheels** in the top right. {% endstep %} {% step %} ### Add a new layout In the **Layout** section, click **Add**. {% endstep %} {% step %} ### Name the layout Give the layout a clear name. It is easiest when the layout name matches the scheme name. {% endstep %} {% step %} ### Choose PDF options Decide whether attachments should be embedded in the PDF. Also decide whether the work order PDF should be included. {% endstep %} {% step %} ### Configure the content Review the default parameters. Add extra parameters if needed. Then choose which columns should appear. {% endstep %} {% step %} ### Add optional output details Turn on **Show note as line** if item notes should appear as separate lines. Add a header or footer if needed. {% endstep %} {% step %} ### Save the layout Click **Save** in the top right. {% endstep %} {% endstepper %} {% hint style="warning" %} Keep embedded attachments below about **10 MB**. Large PDFs can cause generation or delivery problems. {% endhint %} ### Frequently asked questions
Can I use one layout for multiple schemes? Yes. But separate layouts are easier to manage.
Can I change the layout later? Yes. Open the layout, update it, and save the changes.
How do I show item notes on the invoice? Turn on **Show note as line** in the layout.
### Related topics * [**Create an invoice scheme**](/backoffice/backoffice/invoices/create-an-invoice-scheme) * [**Show item notes on an invoice**](/backoffice/backoffice/invoices/show-item-notes-on-an-invoice) * [**Add attachments, work orders, and forms to invoices**](/backoffice/backoffice/invoices/add-attachments-work-orders-and-forms-to-invoices) # Create an invoice email template Create invoice email templates and link them to the right scheme. Use invoice email templates when different customers need different email text, language, or reminder flow. Each invoice scheme can use its own template. ### Create the email template {% stepper %} {% step %} ### Open Email templates Go to **Settings**. Search for **Email templates** and open it. {% endstep %} {% step %} ### Open the invoice template category Find the invoice email column. Open **Template notification when new invoice is created**. {% endstep %} {% step %} ### Choose a base template Click **Choose template**. Select the preset you want to start from. {% endstep %} {% step %} ### Edit the template Set the title, topic, display name, and optional CC or BCC values. Write the email content and add tags where needed. {% endstep %} {% step %} ### Save the template Click **Save** when the template is ready. {% endstep %} {% endstepper %} ### Link the template to a scheme {% stepper %} {% step %} ### Open the invoice scheme Go to **Invoices**. Click the **cogwheels** and open the scheme you want to edit. {% endstep %} {% step %} ### Choose the template Scroll to **Choose template**. Select the new invoice template. {% endstep %} {% step %} ### Set expiry days Set how many days the invoice stays open. This controls when reminder emails can start. {% endstep %} {% step %} ### Save the scheme Click **Save**. {% endstep %} {% endstepper %} ### Good to know * The sender email shown in the template is visual only. * The real sender email comes from the company details. * Reminder emails are optional. {% hint style="warning" %} Only edit the source view when you know exactly what you are changing. {% endhint %} ### Frequently asked questions
Can I create reminder templates too? Yes. You can create separate templates for reminder emails and payment confirmations.
Can I use different languages? Yes. Create multiple templates and link them to different schemes.
Where do I check whether the email was sent? Use the notification log.
### Related topics * [**Create an invoice scheme**](/backoffice/backoffice/invoices/create-an-invoice-scheme) * [**View the invoice communication log**](/backoffice/backoffice/invoices/view-the-invoice-communication-log) * [**Set payment terms in an invoice scheme**](/backoffice/backoffice/invoices/set-payment-terms-in-an-invoice-scheme) # Register a transaction on an invoice Manually register a payment so the open balance updates. Use transaction registration when a payment was received and you want to update the invoice balance in OutSmart. OutSmart does not register transactions automatically unless a connected bookkeeping integration does that for you. {% stepper %} {% step %} ### Open the invoice Go to **Invoices** and open the invoice you want to update. {% endstep %} {% step %} ### Start the transaction Click **Register transaction**. {% endstep %} {% step %} ### Fill in the transaction details You can add an external transaction ID and a reference. Then select the transaction type. {% endstep %} {% step %} ### Enter the amount Fill in the transaction amount. {% endstep %} {% step %} ### Add the transaction Click **Add**. The invoice balance updates immediately. {% endstep %} {% endstepper %} ### Correct a price difference Use **Extra → Correct price** when the line totals differ from the invoice amount. For imported payments, use the reconcile option to match the payment to the invoice. ### What happens after registration * the paid amount is deducted from the open balance * the invoice can show the remaining amount * the status can change to **Paid** when the full amount is registered ### Frequently asked questions
What happens when I register the full amount? The invoice status changes to **Paid**.
Can I remove a registered transaction? Yes. The invoice balance updates again after removal.
What is an external transaction ID? It is an optional reference from your bank or payment provider.
### Related topics * [**Add a transaction type**](/backoffice/backoffice/invoices/add-a-transaction-type) * [**Create an invoice**](/backoffice/backoffice/invoices/create-an-invoice) * [**Credit an invoice**](/backoffice/backoffice/invoices/credit-an-invoice) # Add a transaction type Create custom payment types for manual transaction registration. Transaction types define how a payment was received. Use them when the default types do not cover your process. {% stepper %} {% step %} ### Open the invoice settings Go to **Invoices**. Click the **cogwheels** in the top right. {% endstep %} {% step %} ### Open Transaction types In the settings overview, open **Transaction types**. {% endstep %} {% step %} ### Add a new type Click **Add**. {% endstep %} {% step %} ### Fill in the fields Enter a unique code and a description. Optionally set the type as the default. {% endstep %} {% step %} ### Save the type Click **Save**. {% endstep %} {% endstepper %} {% hint style="warning" %} Each transaction type code must be unique. Duplicate codes can cause selection problems. {% endhint %} ### Frequently asked questions
Can I edit a transaction type later? Yes. Open the type from the overview and update it.
Can I delete a transaction type? Yes. Remove it from the overview when you no longer need it.
Why would I set a default type? It speeds up manual transaction registration.
### Related topics * [**Register a transaction on an invoice**](/backoffice/backoffice/invoices/register-a-transaction-on-an-invoice) * [**Create an invoice scheme**](/backoffice/backoffice/invoices/create-an-invoice-scheme) # Configure the invoice overview Choose which columns appear in the invoice list. Use the invoice overview settings to show the fields that matter most in your daily work. {% stepper %} {% step %} ### Open Invoices Go to **Invoices** in the left menu. {% endstep %} {% step %} ### Open the overview settings Click the **wrench** in the top right. {% endstep %} {% step %} ### Choose the columns Select or clear the columns you want to show. {% endstep %} {% step %} ### Rename columns if needed You can change the visible name of a column. {% endstep %} {% step %} ### Save the configuration Save the changes and review the updated overview. {% endstep %} {% endstepper %} {% hint style="warning" %} When you rename a column, the original name is removed. It does not reset automatically. {% endhint %} ### Frequently asked questions
Can I reset a renamed column automatically? No. Make a note of the original name before you change it.
Can I add custom fields as columns? Yes. Invoice free fields can also appear in the overview when available.
Does this apply to all users? Yes. The setup applies at account level.
### Related topics * [**Create an invoice**](/backoffice/backoffice/invoices/create-an-invoice) * [**Create an invoice scheme**](/backoffice/backoffice/invoices/create-an-invoice-scheme) # Filter and search invoices Use search and filters to find invoices in the overview. Use the invoice overview to find the invoices you need. {% stepper %} {% step %} ### Open Invoices Go to **Invoices** in the left menu. {% endstep %} {% step %} ### Open the filter panel Click **Filter**. Active filters show a count badge. {% endstep %} {% step %} ### Add filters Filter by type, status, invoice number, reference, debtor number, or customer. You can also filter by invoice date, due date, creation date, send date, or payment date. Use amount, open balance, overdue only, created by, sent by, owner, or substatus when needed. {% endstep %} {% step %} ### Combine filters Add multiple filters to narrow the results. Use the free-text search box to search within the overview. {% endstep %} {% step %} ### Clear filters Click **Reset filters** to remove all active filters. {% endstep %} {% endstepper %} ### Related topics * [**Configure the invoice overview**](/backoffice/backoffice/invoices/configure-the-invoice-overview) * [**Export invoices**](/backoffice/backoffice/invoices/export-invoices) * [**Invoice statuses and types**](/backoffice/backoffice/invoices/invoice-statuses-and-types) # Export invoices Export invoice files, open the online invoice, or download many PDFs at once. Export an invoice when you need a file outside OutSmart. {% stepper %} {% step %} ### Open the invoice Go to **Invoices** and open the invoice you want to export. {% endstep %} {% step %} ### Choose an export format Click **Export**. Choose **PDF**, **HTML**, or **UBL**. {% endstep %} {% step %} ### Open the online invoice Click **View online** to open the public invoice link. {% endstep %} {% step %} ### Download multiple PDFs Select multiple invoices in the overview. Click the ZIP button to download all selected PDFs at once. This requires the merge-PDF setting. {% endstep %} {% endstepper %} ### Related topics * [**Create an invoice**](/backoffice/backoffice/invoices/create-an-invoice) * [**Send invoices via Peppol**](/marketplace-packages-and-power-ups/power-ups/peppol/send-invoices-via-peppol) * [**Filter and search invoices**](/backoffice/backoffice/invoices/filter-and-search-invoices) # Change invoice numbering Reset draft or formal numbering and keep numbers unique. Use invoice numbering settings when you need a new numbering sequence. This is common at the start of a new year or after a migration. {% hint style="warning" %} Change numbering carefully. Duplicate numbers can break invoice creation and affect financial reporting. {% endhint %} ### Before you start Invoices use two number sequences: * **draft numbers** before the invoice is sent * **formal invoice numbers** after the invoice is sent A duplicated invoice starts on a draft number. It receives a formal number when you send it. Take a screenshot of the current settings before you change them. ### Change the numbering {% stepper %} {% step %} ### Open Numbering settings Go to **Settings → Settings → Numbering**. {% endstep %} {% step %} ### Find Invoice numbering Scroll to the invoice numbering section. {% endstep %} {% step %} ### Reset the field you want to change You can reset: * **Next draft number** * **Next invoice number** After reset, the field becomes editable. {% endstep %} {% step %} ### Set the new values Enter the next number, prefix, and number length. Use the example field to check the result. {% endstep %} {% step %} ### Save and test Save the settings. Then create a test invoice and confirm the number is unique. {% endstep %} {% endstepper %} ### Important fields * **Prefix** — often uses `[YYYY]` to change automatically each year * **Number length** — controls leading zeros * **Next draft number** — used before finalization * **Next invoice number** — used after sending ### Frequently asked questions
I changed the numbering and now I get a white screen. What happened? The new number likely already exists. Check whether the draft or invoice number overlaps with an existing invoice.
Can I use a custom prefix? Yes. Make sure it stays unique.
Why are there separate draft and invoice numbers? Draft numbers are temporary. Formal invoice numbers are used after sending.
### Related topics * [**Create an invoice**](/backoffice/backoffice/invoices/create-an-invoice) * [**Duplicate an invoice**](/backoffice/backoffice/invoices/duplicate-an-invoice) * [**Create an invoice scheme**](/backoffice/backoffice/invoices/create-an-invoice-scheme) # Set payment terms in an invoice scheme Set invoice expiry days and status updates per scheme. Payment terms for invoices are set inside the invoice scheme. You do not create them as a separate standalone record. {% stepper %} {% step %} ### Open the invoice settings Go to **Invoices**. Click the **cogwheels** in the top right. {% endstep %} {% step %} ### Open a scheme Create a new scheme or edit an existing one. {% endstep %} {% step %} ### Set the expiry days Find **Invoice expires after X days**. Enter the number of days you want to use as the payment term. {% endstep %} {% step %} ### Choose status updates Turn on **Update statuses automatically** if invoice statuses should change when the expiry date passes. {% endstep %} {% step %} ### Save the scheme Click **Save**. {% endstep %} {% endstepper %} ### Good to know * Each scheme can use a different payment term. * The expiry setting also affects reminder timing. * The payment term is part of the scheme setup. ### Exact integration note If you export invoices to **Exact**, the payment terms in OutSmart and Exact must match exactly. If they do not match, Exact can reject the invoice export. ### Frequently asked questions
Can I use different payment terms for different customers? Yes. Use different invoice schemes.
Does this control reminder emails too? Yes. Reminder timing depends on the invoice expiry date.
Is this a separate settings page? No. It is part of the invoice scheme.
### Related topics * [**Create an invoice scheme**](/backoffice/backoffice/invoices/create-an-invoice-scheme) * [**Create an invoice email template**](/backoffice/backoffice/invoices/create-an-invoice-email-template) # Show item notes on an invoice Show item notes as separate lines on the invoice PDF. Item notes can appear as separate lines on the invoice PDF. This is controlled in the invoice layout. {% stepper %} {% step %} ### Open the invoice settings Go to **Invoices**. Click the **cogwheels** in the top right. {% endstep %} {% step %} ### Open the layout Edit the invoice layout you want to use. {% endstep %} {% step %} ### Go to Columns Scroll to the **Columns** section. {% endstep %} {% step %} ### Turn on Show note as line Enable **Show note as line**. {% endstep %} {% step %} ### Save the layout Save the change. New invoices that use this layout can now show item notes as separate lines. {% endstep %} {% endstepper %} ### Related topics * [**Create an invoice layout**](/backoffice/backoffice/invoices/create-an-invoice-layout) * [**Add items to quotations and invoices**](/backoffice/backoffice/items-and-materials/add-items-to-quotations-and-invoices) # Add attachments, work orders, and forms to invoices Include extra files and work order output with invoice documents. You can include extra invoice content through the layout and scheme settings. Use these options when the customer should receive more than the invoice PDF alone. ### Where to configure each option * **Invoice layout** — embed attachments in the invoice PDF and include the work order PDF * **Invoice scheme** — attach forms and other default files to the invoice flow ### Add attachments and the work order PDF {% stepper %} {% step %} ### Open the invoice settings Go to **Invoices**. Click the **cogwheels** in the top right. {% endstep %} {% step %} ### Edit the layout Open the invoice layout you want to use. {% endstep %} {% step %} ### Turn on the PDF options At the top of the layout, choose the options you need: * **Attachments to PDF** * **Add work order to PDF** {% endstep %} {% step %} ### Save the layout Save the changes. {% endstep %} {% endstepper %} ### Add forms through the scheme {% stepper %} {% step %} ### Open the scheme In the same invoice settings area, open the invoice scheme you want to edit. {% endstep %} {% step %} ### Turn on form attachments Enable the option to attach forms when that output should be included. {% endstep %} {% step %} ### Save the scheme Save the changes. {% endstep %} {% endstepper %} {% hint style="warning" %} Keep the final invoice PDF reasonably small. Large attachments can cause PDF generation or email delivery issues. {% endhint %} ### Related topics * [**Create an invoice layout**](/backoffice/backoffice/invoices/create-an-invoice-layout) * [**Create an invoice scheme**](/backoffice/backoffice/invoices/create-an-invoice-scheme) # Change invoice status colors Set custom colors for invoice statuses in the BackOffice. OutSmart uses default colors for invoice statuses. You can change them to match your own workflow. {% stepper %} {% step %} ### Open Settings Go to **Settings** in the bottom left. {% endstep %} {% step %} ### Open the color settings Search for **Work order colour** and open it. {% endstep %} {% step %} ### Open the Invoices tab Switch to **Invoices**. {% endstep %} {% step %} ### Change the colors Click the status color you want to change. {% endstep %} {% step %} ### Save Click **Save** in the top right. {% endstep %} {% endstepper %} ### Related topics * [**Configure the invoice overview**](/backoffice/backoffice/invoices/configure-the-invoice-overview) * [**Create an invoice**](/backoffice/backoffice/invoices/create-an-invoice) # View the invoice communication log Find invoice emails and reminders in the notification log. All invoice emails are stored in the **Notification log**. This includes reminder emails and Peppol-related sends. There is no separate log for invoices only. {% stepper %} {% step %} ### Open Email templates Go to **Settings → Email templates**. {% endstep %} {% step %} ### Open the notification log Click **Show notification log** in the top right. {% endstep %} {% step %} ### Open the filters Click **Filter**. {% endstep %} {% step %} ### Select invoice email types Choose the invoice-related email types you want to see. This is a multiple select field. {% endstep %} {% step %} ### Review the results Check the matching emails and their status. {% endstep %} {% endstepper %} ### Frequently asked questions
Can I filter the log by invoice email type? Yes. Select one or more invoice-related email types in the filter.
Can I use the log for reminder emails too? Yes. Reminder emails are also stored there.
Does the log include Peppol sends? Yes. Peppol-related sends are also stored there when you use Peppol.
Is there a separate invoice log page? No. Invoices use the shared notification log.
### Related topics * [**Create an invoice email template**](/backoffice/backoffice/invoices/create-an-invoice-email-template) * [**Create an invoice**](/backoffice/backoffice/invoices/create-an-invoice) # Items and Materials Create, organize, and use your item catalog across work orders, quotations, and invoices. **Items and Materials** is the product catalog in OutSmart. Use this guide to build your catalog, keep it clear, and reuse item data across daily work. ### In this guide * [**Introduction to Items and Materials**](/backoffice/backoffice/items-and-materials/introduction-to-items-and-materials) * [**Create an item**](/backoffice/backoffice/items-and-materials/create-an-item) * [**Understand item fields and options**](/backoffice/backoffice/items-and-materials/understand-item-fields-and-options) * [**Use item codes**](/backoffice/backoffice/items-and-materials/use-item-codes) * [**Add item translations**](/backoffice/backoffice/items-and-materials/add-item-translations) * [**Use item categories**](/backoffice/backoffice/items-and-materials/use-item-categories) * [**Use sub-items and parent items**](/backoffice/backoffice/items-and-materials/use-sub-items-and-parent-items) * [**Add items to work orders**](/backoffice/backoffice/items-and-materials/add-items-to-work-orders) * [**Add items to quotations and invoices**](/backoffice/backoffice/items-and-materials/add-items-to-quotations-and-invoices) * [**Use price management for items**](/backoffice/backoffice/items-and-materials/use-price-management-for-items) * [**Import items from Excel**](/backoffice/backoffice/items-and-materials/import-items-from-excel) * [**Manage item images**](/backoffice/backoffice/items-and-materials/manage-item-images) * [**Control item visibility and billing**](/backoffice/backoffice/items-and-materials/control-item-visibility-and-billing) * [**Use barcodes and EAN codes**](/backoffice/backoffice/items-and-materials/use-barcodes-and-ean-codes) * [**Use item notes and descriptions**](/backoffice/backoffice/items-and-materials/use-item-notes-and-descriptions) * [**Use VAT codes for items**](/backoffice/backoffice/items-and-materials/use-vat-codes-for-items) * [**Use free fields for items**](/backoffice/backoffice/items-and-materials/use-free-fields-for-items) ### What you do with items * create reusable product records * add items to work orders, quotations, and invoices * control prices, VAT, visibility, and billing * organize the catalog with categories, notes, and extra fields ### Good to know before you start * keep item codes unique * start with your most-used items first * use import when you already have a larger product list * use **Stock** separately if you also want warehouse tracking ### Related topics * [**BackOffice**](/backoffice/backoffice) * [**Work Orders**](/backoffice/backoffice/work-orders) * [**Quotations**](/marketplace-packages-and-power-ups/power-ups/quotations) * [**Stock**](/marketplace-packages-and-power-ups/power-ups/stock-management) # Introduction to Items and Materials Understand what Items and Materials are, where you use them, and why the catalog saves time. **Items and Materials** is the product catalog in OutSmart. Use it to store the products, parts, and materials your team uses most. ### What the catalog helps you do * keep one central list of products * reuse the same item data across daily work * avoid manual typing in work orders, quotations, and invoices ### What an item includes Each item can contain details such as: * item code * description * unit price * barcode or EAN code * VAT code * visibility and billing settings ### Where you use items You can add items in places such as: * work orders * quotations * invoices When you select an existing item, OutSmart fills in the stored data automatically. ### How you build the catalog You can build the catalog in two ways: * create items one by one in the BackOffice * import many items at once with Excel or an integration ### Frequently asked questions
What is the difference between Items and Materials? There is no functional difference. **Items** is the current name.
Do I need to use the catalog? No. But it makes item registration faster and more consistent.
Can I start with a small catalog? Yes. You can begin with your most-used items and expand later.
### Related topics * [**Items and Materials**](/backoffice/backoffice/items-and-materials) * [**Work Orders**](/backoffice/backoffice/work-orders) * [**Stock**](/marketplace-packages-and-power-ups/power-ups/stock-management) # Create an item Add a new item to your catalog with the required fields and the most useful optional settings. Create an item when you want to reuse the same product data across multiple documents. Go to **Items** to start. {% stepper %} {% step %} ### Open Items Log in to the **OutSmart BackOffice**. Go to **Items** in the left menu. {% endstep %} {% step %} ### Start a new item Click **Add** in the top-right corner. {% endstep %} {% step %} ### Fill in the required fields Enter at least: * **Item code** * **Description** * **Unit price** {% endstep %} {% step %} ### Add optional details Add fields such as the unit, VAT code, barcode, image, and categories if needed. {% endstep %} {% step %} ### Save the item Click **Save**. The item is now available in your catalog. {% endstep %} {% endstepper %} ### Good to know Use a clear item code from the start. That helps with search, import, and integrations. ### Frequently asked questions
Which fields are required? **Item code**, **Description**, and **Unit price**. The other fields are optional.
Can I edit an item later? Yes. Open the item and edit it when needed.
Should I change the item code later? Only if you really need to. The code is the main identifier of the item.
### Related topics * [**Items and Materials**](/backoffice/backoffice/items-and-materials) * [**Introduction to Items and Materials**](/backoffice/backoffice/items-and-materials/introduction-to-items-and-materials) * [**Stock**](/marketplace-packages-and-power-ups/power-ups/stock-management) # Understand item fields and options Review the required and optional fields you can use when you create or edit an item. Each item has a small set of required fields and a wider set of optional fields. Use the optional fields to match your own process. ### Required fields Every item needs: * **Item code** * **Description** * **Unit price** ### Common optional fields You can also use: * **Unit** for the measurement type * **Barcode** or **EAN code** for scanning * **Image** for customer-facing documents * **VAT code** for the right tax rate ### Why these fields matter These settings help you: * speed up item selection * keep invoices and quotations consistent * decide what customers do or do not see {% hint style="info" %} You do not need to use every field. Start with the fields that support your daily process. {% endhint %} ### Frequently asked questions
Do I need to fill in all optional fields? No. Only use the ones that add value for your team.
What is the difference between Visible and Billable? **Visible** controls whether the item appears on customer PDFs. **Billable** controls whether the item contributes to the invoice amount.
Can I search on item details later? Yes. Several item fields can help with search and selection.
### Related topics * [**Create an item**](/backoffice/backoffice/items-and-materials/create-an-item) * [**Items and Materials**](/backoffice/backoffice/items-and-materials) * [**Work Orders**](/backoffice/backoffice/work-orders) # Use item codes Learn how item codes work, when to change them, and what to avoid. Every item needs an item code. OutSmart uses this code as the main identifier for the item across the catalog, imports, and integrations. ### How item codes work An item code can contain numbers, letters, or both. The code must be unique. Once an item is in use, changing the code can break matching in imports, automations, and integrations. ### Best practices Use item codes that are: * unique * stable over time * compatible with connected systems Avoid special characters when possible. Some integrations do not accept them. ### Set an item code {% stepper %} {% step %} ### Create or open the item Go to **Items**. Open an existing item or create a new one. {% endstep %} {% step %} ### Enter the code Fill in **Item code**. Use a value that fits your current catalog structure. {% endstep %} {% step %} ### Save the item Save the item. The code is now used as the item identifier. {% endstep %} {% endstepper %} ### Change an item code You can change an existing item code, but only do this when necessary. Changing a code can cause duplicate items, import mismatches, or integration errors. {% hint style="warning" %} Do not change item codes casually. Existing data may no longer match the updated code. {% endhint %} ### When a code change causes problems Problems usually appear when: * an import file contains new codes for existing items * an integration accepts a stricter code format * employees can still select old and new versions of the same item If you must switch to a new code format, update the full catalog in a controlled way. ### Frequently asked questions
Can I use letters in an item code? Yes. OutSmart accepts letters, numbers, or a combination of both.
Can I change an item code later? Yes. But only do this when it is required.
Why do integrations matter? Some integrations accept fewer characters or only certain formats. Your item codes must match those rules.
### Related topics * [**Create an item**](/backoffice/backoffice/items-and-materials/create-an-item) * [**Import items from Excel**](/backoffice/backoffice/items-and-materials/import-items-from-excel) * [**Understand item fields and options**](/backoffice/backoffice/items-and-materials/understand-item-fields-and-options) # Add item translations Show item descriptions in the customer's language on quotations, invoices, and work orders. Use item translations when customers receive documents in different languages. Translations replace the item description on PDFs. The original description stays unchanged in BackOffice and the app. ### When translations are useful Use translations when: * you serve customers in multiple countries * item descriptions must appear in the customer's language * you want one catalog for all regions ### Add a translation to an item {% stepper %} {% step %} ### Open the item Go to **Items**. Open the item you want to translate. {% endstep %} {% step %} ### Edit the description translation Click **Edit**. Use the translation icon next to **Description**. {% endstep %} {% step %} ### Add the language and text Click **Add**. Select the language. Enter the translated description. {% endstep %} {% step %} ### Save the item Save the translation. Save the item. {% endstep %} {% step %} ### Set the customer language Open the customer in **Relations**. Set the correct language on the customer record. {% endstep %} {% endstepper %} ### How translations are used The translated description appears on customer PDFs when the customer language matches the item translation. This is most useful for quotations and invoices. It also applies to work orders when the document uses that customer language. {% hint style="info" %} The app still shows the original item description. {% endhint %} ### Frequently asked questions
Does a translated item also change the app language? No. Employees still see the original item description in the app.
Does the customer language translate the full PDF automatically? No. The PDF layout must also exist in that language.
Can I add translations later? Yes. You can add translations to existing items at any time.
### Related topics * [**Create an item**](/backoffice/backoffice/items-and-materials/create-an-item) * [**Understand item fields and options**](/backoffice/backoffice/items-and-materials/understand-item-fields-and-options) * [**Add items to quotations and invoices**](/backoffice/backoffice/items-and-materials/add-items-to-quotations-and-invoices) # Use item categories Organize items into categories so employees can find the right products faster. Categories help you keep the item catalog clear. They are especially useful when employees search for items in the mobile app. {% stepper %} {% step %} ### Open Category Management Go to **Settings → Category Management** in the item settings area. {% endstep %} {% step %} ### Create a category Click **Add**. Enter a unique **Category code** and a clear **Category name**. {% endstep %} {% step %} ### Choose extra settings Optionally add an image. Enable **Show** if the category should appear in the app. {% endstep %} {% step %} ### Create sub-categories when needed Use **Parent category code** if the category belongs under another category. {% endstep %} {% step %} ### Assign items to the category Go to **Items**. Select one or more items and use **Add to category**. {% endstep %} {% endstepper %} ### Why categories help * employees filter the catalog faster * similar items stay grouped together * the app becomes easier to use on site ### Frequently asked questions
Can one item belong to multiple categories? Yes. You can assign the same item to more than one category.
Do categories also help in the app? Yes. They make the item list easier to filter in the field.
Can I import categories? Yes. You can import categories through the import flow.
### Related topics * [**Items and Materials**](/backoffice/backoffice/items-and-materials) * [**Create an item**](/backoffice/backoffice/items-and-materials/create-an-item) * [**Stock**](/marketplace-packages-and-power-ups/power-ups/stock-management) # Use sub-items and parent items Link related items so you can add supporting materials together with the main item. Use sub-items when one item usually goes together with another. This helps you register complete material sets faster. {% stepper %} {% step %} ### Open the parent item Go to **Items**. Open the item that should act as the parent item. {% endstep %} {% step %} ### Open the sub-item section Go to the **Sub-item** section of the item. {% endstep %} {% step %} ### Add a linked item Click **Add**. Select the item that should be added as the sub-item. {% endstep %} {% step %} ### Choose the quantity type Select either: * **Fixed quantity** * **Variable based on number of parent** {% endstep %} {% step %} ### Set visibility and billing Choose whether the sub-item should be **Visible** and **Billable**. Then save the setup. {% endstep %} {% endstepper %} ### When sub-items are useful Use them for combinations such as: * a fixture with a matching accessory * a device with installation materials * a main part with consumables ### Frequently asked questions
What is the difference between fixed and variable quantity? **Fixed quantity** always adds the same number. **Variable** scales with the quantity of the parent item.
Do sub-items work on work orders only? No. You can also use them in quotations and invoices.
Can sub-items be added automatically? Yes. Turn on **Automatically add sub-items** in **Settings** → **Work order settings** → **Work order**, under **Processed items and hours**. See [Configure item and hour processing](/backoffice/backoffice/settings/configure-item-and-hour-processing).
### Related topics * [**Create an item**](/backoffice/backoffice/items-and-materials/create-an-item) * [**Work Orders**](/backoffice/backoffice/work-orders) * [**Items and Materials**](/backoffice/backoffice/items-and-materials) # Add items to work orders Use catalog items on work orders so descriptions, prices, and other details fill in faster. Add items to a work order when you want to register used materials or products. Using catalog items keeps the work order consistent and faster to fill in. {% stepper %} {% step %} ### Open the work order Go to **Work Orders**. Open the work order you want to update. {% endstep %} {% step %} ### Open the items section Go to the section where you add item lines. {% endstep %} {% step %} ### Search for the item Search by item code, description, barcode, or EAN code. Then select the correct item. {% endstep %} {% step %} ### Check the line details Review the quantity, price, note, and any visibility or billing settings. {% endstep %} {% step %} ### Save the work order Save the work order so the item line stays linked to the job. {% endstep %} {% endstepper %} #### Reorder material lines on a work order You can reorder the standard materials shown on a work order at any time. This changes the order in which the material lines appear on the work order and on the PDF the customer receives. To reorder standard materials, use the three-line handle (the drag handle) next to each material line. {% stepper %} {% step %} **Open the work order** Go to **Work Orders** and open the work order with the materials you want to reorder. {% endstep %} {% step %} **Find the three-line handle** Next to each material line you will see a three-line handle (three horizontal bars). {% endstep %} {% step %} **Drag a material line** Press and hold the three-line handle next to the material line, then drag the line up or down to its new position. {% endstep %} {% step %} **Drop it in place** Release the line where you want it. The standard materials now appear in the new order. {% endstep %} {% step %} **Save the work order** Save the work order so the new material order is kept. {% endstep %} {% endstepper %} ### Why this helps * item details fill in automatically * your team uses the same product data everywhere * work orders stay ready for follow-up and invoicing {% hint style="info" %} If you also use **Stock**, select the right warehouse so stock changes stay correct. {% endhint %} ### Frequently asked questions
Can I still adjust the quantity on the work order? Yes. You can change the quantity per line.
Can I add items that are not visible on the PDF? Yes. That depends on the item settings.
Can I add items in the app too? Yes. That depends on your app permissions and setup.
How do I change the order of materials shown on a work order? Press and hold the three-line handle next to a material line, then drag the material line to a new position and release it. This reorders the standard materials shown on the work order.
### Related topics * [**Work Orders**](/backoffice/backoffice/work-orders) * [**Create a work order**](/backoffice/backoffice/work-orders/create-a-work-order) * [**Stock**](/marketplace-packages-and-power-ups/power-ups/stock-management) # Add items to quotations and invoices Reuse catalog items in quotations and invoices so lines stay faster and more accurate. Use catalog items in quotations and invoices when you want the stored item data to fill in automatically. This saves time and reduces manual changes. {% stepper %} {% step %} ### Open the quotation or invoice Open the document where you want to add an item line. {% endstep %} {% step %} ### Add a new item line Go to the item or line section. Start a new line. {% endstep %} {% step %} ### Search and select the item Find the item by code, description, barcode, or EAN code. {% endstep %} {% step %} ### Review the copied values Check the description, unit price, VAT code, note, and quantity. {% endstep %} {% step %} ### Save the document Save the quotation or invoice after you verify the lines. {% endstep %} {% endstepper %} ### What usually fills in automatically Depending on the item setup, OutSmart can reuse: * description * unit * unit price * VAT code * note ### Frequently asked questions
Can I change the price on the document? Yes. You can still adjust the line if needed.
Will the item image appear on the PDF automatically? That depends on your PDF layout and item settings.
Can I use the same item in a work order, quotation, and invoice? Yes. That is one of the main benefits of the catalog.
### Related topics * [**Quotations**](/marketplace-packages-and-power-ups/power-ups/quotations) * [**Items and Materials**](/backoffice/backoffice/items-and-materials) * [**Add items to work orders**](/backoffice/backoffice/items-and-materials/add-items-to-work-orders) # Use price management for items Set customer-specific or project-specific prices for items and hour types. Use price management when the same item needs a different price for a specific customer or project. This lets you override the default item price without changing the catalog itself. ### How price management works A price agreement links an item or hour type to: * a customer or project * a fixed price or discount * a start date, and optional end date When the agreement applies, OutSmart uses that price on quotations, invoices, and work orders. ### Create a price agreement {% stepper %} {% step %} ### Open price management Go to **Settings → Price Management**. Click **Add**. {% endstep %} {% step %} ### Select the item or hour type Choose the item or hour type. The default price fills in automatically. {% endstep %} {% step %} ### Select the customer or project Choose the customer or project that should receive the special price. {% endstep %} {% step %} ### Set the new price Enter a fixed price or a discount percentage. Set the **Start date**. Add an **End date** if needed. {% endstep %} {% step %} ### Save the agreement Save the price agreement. Use the item on a matching work order, quotation, or invoice. {% endstep %} {% endstepper %} ### Important behavior Select the customer before adding items. If you add the item first, the special price may not apply immediately. {% hint style="warning" %} The app uses the original item price when items are added there. Use automation if you need price agreements applied later in the process. {% endhint %} ### Frequently asked questions
Can I set a different price for one customer only? Yes. Create a price agreement for that customer and item.
Can I use a percentage instead of a fixed price? Yes. You can use either a discount percentage or a fixed price.
Does price management also work for hour types? Yes. You can create agreements for items and hour types.
### Related topics * [**Create an item**](/backoffice/backoffice/items-and-materials/create-an-item) * [**Add items to quotations and invoices**](/backoffice/backoffice/items-and-materials/add-items-to-quotations-and-invoices) * [**Introduction to Items and Materials**](/backoffice/backoffice/items-and-materials/introduction-to-items-and-materials) * [**Set decimal prices**](/backoffice/backoffice/settings/set-decimal-prices) # Import items from Excel Import many items at once when you already have a product list outside OutSmart. Use Excel import when you want to load many items faster than manual entry. This is useful during setup, migration, or large catalog updates. {% stepper %} {% step %} ### Prepare the item file Make sure the item data is complete and consistent. Check item codes, descriptions, and prices carefully. {% endstep %} {% step %} ### Open the import tool Go to **Settings → Import data**. {% endstep %} {% step %} ### Choose the correct import type Select the item import option. Then upload your Excel file. {% endstep %} {% step %} ### Check the mapping and validation Review how the file columns map to item fields. Fix any warnings before you continue. {% endstep %} {% step %} ### Run the import Start with a small test import if possible. Then import the full file after the test looks correct. {% endstep %} {% endstepper %} ### Good practice * keep item codes unique * test with a few rows first * avoid changing codes unless necessary ### Frequently asked questions
Should I test the import first? Yes. A small test file helps you catch problems early.
Can I update existing items through import? Yes. That depends on the item codes staying the same.
What happens if the item code changes? That can create duplicate items instead of updating existing ones.
### Related topics * [**Create an item**](/backoffice/backoffice/items-and-materials/create-an-item) * [**Use item categories**](/backoffice/backoffice/items-and-materials/use-item-categories) * [**Items and Materials**](/backoffice/backoffice/items-and-materials) # Manage item images Add images to items so quotations and invoices can show the right product visual. You can add an image to an item in the BackOffice. This is useful when you want customer documents to show the product visually. {% stepper %} {% step %} ### Open the item Go to **Items**. Open the item you want to update. {% endstep %} {% step %} ### Edit the item Click **Edit**. {% endstep %} {% step %} ### Upload the image Use the **Image** field to add the product image. {% endstep %} {% step %} ### Save the item Save the item so the image becomes part of the catalog entry. {% endstep %} {% step %} ### Check the PDF result Review your quotation or invoice layout if you want the image to appear on customer documents. {% endstep %} {% endstepper %} ### Good to know Item images are mainly useful in the BackOffice and on PDFs. ### Frequently asked questions
Are item images shown in the mobile app? No. Item images are not shown in the app.
Can I use item images on quotations and invoices? Yes. That depends on your PDF layout.
Can I change the image later? Yes. Edit the item and upload a new image.
### Related topics * [**Create an item**](/backoffice/backoffice/items-and-materials/create-an-item) * [**Add items to quotations and invoices**](/backoffice/backoffice/items-and-materials/add-items-to-quotations-and-invoices) * [**Items and Materials**](/backoffice/backoffice/items-and-materials) # Control item visibility and billing Decide whether items appear on customer documents and whether they count toward invoicing. Each item can have separate **Visible** and **Billable** settings. These settings let you control what customers see and what gets charged. ### What Visible controls When **Visible** is enabled, the item can appear on work order, quotation, and invoice PDFs. When it is disabled, the item can still be used internally without showing on the customer document. ### What Billable controls When **Billable** is enabled, the item can contribute to invoice lines and totals. When it is disabled, the item can still be registered without charging the customer for it. ### Common use cases Use these settings for cases such as: * internal consumables * included materials * items you want to track but not charge separately ### Frequently asked questions
Can an item be visible but not billable? Yes. You can show the line without charging for it.
Can an item be billable but not visible? That depends on how your process and layout are set up. Review the PDF result carefully.
Why would I hide an item from the PDF? To keep internal or supporting materials off the customer-facing document.
### Related topics * [**Understand item fields and options**](/backoffice/backoffice/items-and-materials/understand-item-fields-and-options) * [**Add items to work orders**](/backoffice/backoffice/items-and-materials/add-items-to-work-orders) * [**Add items to quotations and invoices**](/backoffice/backoffice/items-and-materials/add-items-to-quotations-and-invoices) # Use barcodes and EAN codes Add scannable item codes so employees can find the right item faster in the field. You can store a **Barcode** or **EAN code** on an item. This helps employees find items faster when they scan products in the app. {% stepper %} {% step %} ### Open the item Go to **Items**. Open the item you want to update. {% endstep %} {% step %} ### Edit the item Click **Edit**. {% endstep %} {% step %} ### Add the code Fill in the **Barcode** field, the **EAN code** field, or both. {% endstep %} {% step %} ### Save the item Save the item so the code becomes searchable. {% endstep %} {% step %} ### Scan the item in the app When an employee scans the code, OutSmart searches for a matching item. {% endstep %} {% endstepper %} ### What the scan checks OutSmart can search on fields such as: * item code * barcode * EAN code ### Frequently asked questions
What happens if no item matches the scanned code? OutSmart can offer the option to add an item with that code.
Do I need both a barcode and an EAN code? No. Use the codes that matter for your products.
Can I still search by description too? Yes. Scanning is just one extra way to find items.
### Related topics * [**Understand item fields and options**](/backoffice/backoffice/items-and-materials/understand-item-fields-and-options) * [**Add items to work orders**](/backoffice/backoffice/items-and-materials/add-items-to-work-orders) * [**Items and Materials**](/backoffice/backoffice/items-and-materials) # Use item notes and descriptions Add extra item text and decide how it should appear on work order, quotation, and invoice PDFs. Each item can contain a main description and an extra note. Use these fields when the standard item line needs more explanation. ### Description versus note Use the **Description** for the main item name. Use the **Note** for extra detail such as specifications, scope, or remarks. ### Where the note can appear The note can be used on: * work order PDFs * quotation PDFs * invoice PDFs How it appears depends on your PDF layout settings. ### Common display options A note can often appear as: * its own column in the item overview * a separate line below the item {% hint style="info" %} The note can also be adjusted later on a specific work order. {% endhint %} ### Frequently asked questions
Can I always show the note on the work order PDF? Yes. That depends on your PDF layout settings.
Can I show the note as a separate line? Yes. That is one of the available layout choices.
Can the note be changed per document? Yes. The note can also be adjusted on the work order itself.
### Related topics * [**Understand item fields and options**](/backoffice/backoffice/items-and-materials/understand-item-fields-and-options) * [**Add items to work orders**](/backoffice/backoffice/items-and-materials/add-items-to-work-orders) * [**Add items to quotations and invoices**](/backoffice/backoffice/items-and-materials/add-items-to-quotations-and-invoices) # Use VAT codes for items Apply the correct VAT code to each item so quotations and invoices calculate tax correctly. Items store prices excluding VAT. Use the correct **VAT code** so customer documents calculate the right tax rate. {% stepper %} {% step %} ### Open the item Go to **Items**. Open the item you want to update. {% endstep %} {% step %} ### Edit the item Click **Edit**. {% endstep %} {% step %} ### Select the VAT code Choose the correct **VAT code** for the item. {% endstep %} {% step %} ### Save the item Save the changes so the code is reused on future documents. {% endstep %} {% endstepper %} ### Why VAT codes matter They help you: * calculate tax correctly on quotations and invoices * separate items with different VAT rates * keep the catalog ready for reuse ### Frequently asked questions
Is the unit price stored including VAT? No. The unit price is stored excluding VAT.
Can different items use different VAT rates? Yes. That is exactly what VAT codes are for.
Do I need to choose a VAT code for every item? You should when the item can appear on quotations or invoices.
### Related topics * [**Understand item fields and options**](/backoffice/backoffice/items-and-materials/understand-item-fields-and-options) * [**Add items to quotations and invoices**](/backoffice/backoffice/items-and-materials/add-items-to-quotations-and-invoices) * [**Items and Materials**](/backoffice/backoffice/items-and-materials) # Use free fields for items Store extra item data with custom fields when the standard item fields are not enough. Free fields let you store extra information on items. Use them when your process needs more detail than the standard item fields provide. ### What free fields are useful for Use free fields for data such as: * supplier-specific references * internal classifications * product details that matter to your team ### How many free fields you can add You can create up to **five** free fields per item. ### Why free fields help They let you: * adapt the catalog to your own process * store extra product context * keep item data more complete ### Frequently asked questions
Do I need to use all five free fields? No. Only use the number of fields you actually need.
Can free fields store business-specific data? Yes. That is their main purpose.
Do free fields replace the normal item fields? No. They extend the standard item setup.
### Related topics * [**Understand item fields and options**](/backoffice/backoffice/items-and-materials/understand-item-fields-and-options) * [**Create an item**](/backoffice/backoffice/items-and-materials/create-an-item) * [**Items and Materials**](/backoffice/backoffice/items-and-materials) # License Manager Manage licenses, add-ons, invoices, contracts, and subscription changes from the BackOffice. **License Manager** is where you manage your OutSmart subscription in the **BackOffice**. Use it to order licenses and extras, review invoices and contracts, and handle subscription changes. ### Start here * [**What is License Manager?**](/backoffice/backoffice/license-manager/what-is-license-manager) * [**Buy licenses and activate an employee**](/backoffice/backoffice/license-manager/buy-licenses-and-activate-an-employee) * [**Company or administration is not active**](/backoffice/backoffice/users-and-acces/login-and-security-troubleshooting#company-or-administration-is-not-active) ### Order add-ons and services * [**What is a Day pass?**](/backoffice/backoffice/license-manager/what-is-a-day-pass) * [**Order SMS credits**](/backoffice/backoffice/license-manager/order-sms-credits) * [**Order implementation or consultancy**](/backoffice/backoffice/license-manager/order-implementation-or-consultancy) ### Review billing and contracts * [**Find OutSmart invoices**](/backoffice/backoffice/license-manager/find-outsmart-invoices) * [**Find your OutSmart contract**](/backoffice/backoffice/license-manager/find-your-outsmart-contract) ### Manage subscription changes * [**Cancel OutSmart**](/backoffice/backoffice/license-manager/cancel-outsmart) ### What you can do with License Manager * order licenses, add-ons, and consultancy * review invoice and contract history * check Day pass and SMS credit ordering * manage subscription changes ### Related topics * [**BackOffice**](/backoffice/backoffice) * [**Settings and access**](/backoffice/backoffice/users-and-acces) * [**OutSmart Packages**](/marketplace-packages-and-power-ups/marketplace/outsmart-packages) *** # What is License Manager? Understand what License Manager is, where to open it, and what you manage there. **License Manager** is where you manage your OutSmart subscription. Use it to order licenses, add-ons, and extra services. You also use it to open invoices and contracts. ### What you can do in License Manager * order licenses for new employees * order add-ons such as SMS credits and Day passes * order implementation or consultancy * open invoices and contracts * manage subscription changes, including cancellation ### Where to find it Open the **user profile icon** in the top-right corner of the **BackOffice**. Choose **License Manager**. {% hint style="info" %} Usually only administrators or users with the right permissions can open **License Manager**. {% endhint %} ### When a new contract is created A contract is created when your account becomes paid. A new contract is also added when you order new licenses or modules. ### Frequently asked questions
Who can open License Manager? Usually an administrator or a user with the right permissions.
Can I manage add-ons in License Manager? Yes. You can manage licenses, add-ons, contracts, invoices, and extra services there.
Is License Manager part of the BackOffice? Yes. You open it from the user menu in the BackOffice.
### Related topics * [**License Manager**](/backoffice/backoffice/license-manager) * [**BackOffice**](/backoffice/backoffice) * [**OutSmart Packages**](/marketplace-packages-and-power-ups/marketplace/outsmart-packages) # Buy licenses and activate an employee Order extra licenses and activate the employee who will use them. A new license is added to your account first. After that, you activate or create the employee who will use it. {% hint style="info" %} Licenses are not assigned to employees automatically. {% endhint %} {% stepper %} {% step %} ### Order the license Sign in to the **BackOffice**. Open the **user profile icon** in the top-right corner. Choose **License Manager**. Click **Order**. Add the number of licenses you need. Complete the order. {% endstep %} {% step %} ### Open employee settings Open **Settings and access**. Open **Employees**. {% endstep %} {% step %} ### Add the employee Click **Add**. Fill in the required details: * first name * last name * employee number * role * username * login option {% endstep %} {% step %} ### Make the employee active Check the **Active** field for the employee. Save the employee. {% hint style="info" %} This activates an employee to use an available license. It does not activate a company or administration. If a message says the company or administration is not active, follow [Login & Security Troubleshooting](/backoffice/backoffice/users-and-acces/login-and-security-troubleshooting). Do not repeat employee activation. {% endhint %} {% endstep %} {% endstepper %} ### What happens next The employee can now use the available license. If you deactivate an employee later, the license becomes available again. ### Frequently asked questions
Is a license assigned automatically after I order it? No. The license is added to the account. You still need to create or activate the employee.
Can I order more than one license at once? Yes. Choose the number of licenses during the order process.
What happens when I deactivate an employee? That license becomes available again.
### Related topics * [**License Manager**](/backoffice/backoffice/license-manager) * [**Settings and access**](/backoffice/backoffice/users-and-acces) * [**What is License Manager?**](/backoffice/backoffice/license-manager/what-is-license-manager) # What is a Day pass? Understand when Day pass fits, how it is charged, and how to order bundles. A **Day pass** gives temporary access to OutSmart for one day. Use it for freelancers, subcontractors, or other occasional users. A full license usually fits better when someone uses OutSmart regularly. ### When Day pass fits best Use a Day pass when someone only works in OutSmart occasionally. For example, use it for a temporary worker who only registers hours or completes work orders now and then. ### How Day pass works * one Day pass is deducted at the end of the day * at least one scheduled work order is needed before a pass is deducted * multiple work orders on the same day still use one pass * the system checks the employee number on work orders, hours, and timesheets * rescheduling work later does not create a refund * a new bundle is ordered automatically if the balance becomes negative {% stepper %} {% step %} ### Open License Manager Sign in to the **BackOffice**. Open the **user profile icon** in the top-right corner. Choose **License Manager**. {% endstep %} {% step %} ### Start the order Click **Order**. {% endstep %} {% step %} ### Choose a Day pass bundle Select the bundle you want. Complete the order. {% endstep %} {% endstepper %} ### Frequently asked questions
What does a Day pass cost? Day passes are sold in bundles: * 100 passes — €370.00 * 500 passes — €1,660.00 * 1,000 passes — €2,700.00
When is a Day pass deducted? At the end of the day. Only days with at least one scheduled work order count.
Do I get a refund if I reschedule work? No. Retroactive changes do not refund a Day pass.
### Related topics * [**License Manager**](/backoffice/backoffice/license-manager) * [**Day pass**](/marketplace-packages-and-power-ups/extras/day-pass) * [**Buy licenses and activate an employee**](/backoffice/backoffice/license-manager/buy-licenses-and-activate-an-employee) # Order SMS credits Buy SMS credit bundles so OutSmart can send text message notifications. You need **SMS credits** to send text messages from OutSmart. Use them for notifications such as reminders, updates, or confirmations. ### Available bundle sizes SMS credits are available in bundles: * 100 * 250 * 500 * 1,000 * 2,500 {% stepper %} {% step %} ### Open License Manager Sign in to the **BackOffice**. Open the **user profile icon** in the top-right corner. Choose **License Manager**. {% endstep %} {% step %} ### Start the order Click **Order**. {% endstep %} {% step %} ### Choose an SMS bundle Scroll to **Order SMS credits**. Choose the bundle size from the list. {% endstep %} {% step %} ### Complete the order Finish the order. The SMS credits are added right away. {% endstep %} {% endstepper %} ### Frequently asked questions
What can I use SMS credits for? Use them for text message notifications to customers.
Do SMS credits expire? No. They stay available until you use them.
What happens when my SMS balance is zero? You need to order a new bundle before you can send more SMS messages.
### Related topics * [**License Manager**](/backoffice/backoffice/license-manager) * [**SMS**](/marketplace-packages-and-power-ups/extras/sms) * [**What is License Manager?**](/backoffice/backoffice/license-manager/what-is-license-manager) # Order implementation or consultancy Order implementation plans or consultancy sessions from the License Manager. Use **implementation** or **consultancy** when you want extra help from an OutSmart consultant. This fits onboarding, training, workflow reviews, or specific setup questions. ### Available consultancy types * **Online consultancy per hour** — for specific setup or configuration questions * **APK** — for reviewing and improving an existing workflow {% hint style="info" %} Online consultancy has a minimum of one hour. Consultancy on location has a minimum of four hours. {% endhint %} {% stepper %} {% step %} ### Open License Manager Sign in to the **BackOffice**. Open the **user profile icon** in the top-right corner. Choose **License Manager**. {% endstep %} {% step %} ### Open the implementation section Click **Go to license manager**. Open **Implementation** on the right side. {% endstep %} {% step %} ### Review the options Check the available implementation plans. Click **More information** if you want to compare what each plan includes. {% endstep %} {% step %} ### Choose the right service Select an implementation plan or choose a consultancy type from the list. {% endstep %} {% step %} ### Complete the order Finish the order. OutSmart will contact you to plan the session. {% endstep %} {% endstepper %} ### When to choose each option Use **Online consultancy per hour** for focused issues such as: * setting up an integration * setting up forms * setting up email templates Use **APK** when you want a structured review of part of your workflow. Use **Consultancy on location** when your team needs training at your location. ### Frequently asked questions
What is the difference between implementation and consultancy? Implementation is a more structured package. Consultancy is more flexible.
Can I book more than one hour of online consultancy? Yes. You can order more hours when needed.
What happens after I place the order? OutSmart contacts you to plan the session.
### Related topics * [**License Manager**](/backoffice/backoffice/license-manager) * [**What is License Manager?**](/backoffice/backoffice/license-manager/what-is-license-manager) * [**OutSmart Packages**](/marketplace-packages-and-power-ups/marketplace/outsmart-packages) # Find OutSmart invoices Open the invoice overview in the License Manager and download your invoices. All invoices that OutSmart sends to your account are available in **License Manager**. This includes invoices for your subscription, licenses, and add-ons. {% stepper %} {% step %} ### Open License Manager Sign in to the **BackOffice**. Open the **user profile icon** in the top-right corner. Choose **License Manager**. {% endstep %} {% step %} ### Open the invoice overview The invoice overview opens directly. {% endstep %} {% step %} ### View or download an invoice Open the invoice you need. Download it when needed. {% endstep %} {% endstepper %} ### Why this matters You do not need to search your email inbox for old invoices. License Manager keeps them together in one place. ### Frequently asked questions
Are all OutSmart invoices shown here? Yes. Subscription, license, and add-on invoices are all available here.
Can I download invoices? Yes. You can download them from the invoice overview.
What if an invoice is missing? Contact the OutSmart Customer Success team.
### Related topics * [**License Manager**](/backoffice/backoffice/license-manager) * [**Find your OutSmart contract**](/backoffice/backoffice/license-manager/find-your-outsmart-contract) * [**What is License Manager?**](/backoffice/backoffice/license-manager/what-is-license-manager) # Find your OutSmart contract Download the current contract or review previous contracts in the License Manager. Your contracts are available in **License Manager**. A contract is created when your account becomes paid. A new contract is added when you order new licenses or modules. {% stepper %} {% step %} ### Open License Manager Sign in to the **BackOffice**. Open the **user profile icon** in the top-right corner. Choose **License Manager**. {% endstep %} {% step %} ### Find the contract section Open the **Contract** column in the top-left area. {% endstep %} {% step %} ### Download the contract you need Click **Download contract** for the current contract. Click **View previous contracts** to open older contracts. {% endstep %} {% endstepper %} ### What contracts include Contracts show what was purchased. They also include the general terms and conditions. ### Frequently asked questions
Is a new contract created when I order something? Yes. A new contract is added when you order new licenses or modules.
Can I download older contracts? Yes. Use **View previous contracts**.
Where can I read the general terms and conditions? Use the \[\*\*OutSmart legal page\*\*]\().
### Related topics * [**License Manager**](/backoffice/backoffice/license-manager) * [**Find OutSmart invoices**](/backoffice/backoffice/license-manager/find-outsmart-invoices) * [**Cancel OutSmart**](/backoffice/backoffice/license-manager/cancel-outsmart) # Cancel OutSmart Cancel your OutSmart subscription by email and check the notice period first. Cancel your subscription by email. You cannot cancel through the **BackOffice** or the app. ### What to check before you cancel * agreements usually run for one year first * agreements usually renew automatically * written notice is needed at least 30 days before the renewal date * immediate cancellation is only possible in specific cases, such as bankruptcy or business liquidation {% stepper %} {% step %} ### Write the cancellation email Address your email to `customersuccess@out-smart.com`. {% endstep %} {% step %} ### Add the required details State clearly that you want to cancel your OutSmart subscription. Include your company name and company ID. {% endstep %} {% step %} ### Send the email on time Send it well before your renewal date. This helps you meet the 30-day notice period. {% endstep %} {% endstepper %} {% hint style="warning" %} If you miss the notice period, the subscription usually renews for the next term. {% endhint %} ### Frequently asked questions
Can I cancel by phone? You can discuss it by phone. You still need to send a confirmation email.
Can I cancel through the BackOffice or app? No. Email is the only cancellation route.
Where can I read the full terms and conditions? Use the \[\*\*OutSmart legal page\*\*]\().
### Related topics * [**License Manager**](/backoffice/backoffice/license-manager) * [**Find your OutSmart contract**](/backoffice/backoffice/license-manager/find-your-outsmart-contract) * [**Find OutSmart invoices**](/backoffice/backoffice/license-manager/find-outsmart-invoices) # Menu Items Add custom shortcuts to the BackOffice side menu for faster navigation. **Menu Items** let you place custom shortcuts in the BackOffice side menu. Use this guide to create, organize, and manage shortcuts for internal pages and external websites. ### In this guide * [**What are Menu Items?**](/backoffice/backoffice/menu-items/what-are-menu-items) * [**Create a menu item**](/backoffice/backoffice/menu-items/create-a-menu-item) * [**Manage menu item order and visibility**](/backoffice/backoffice/menu-items/manage-menu-item-order-and-visibility) ### What you use Menu Items for * open reports faster * link to settings pages you use often * add shortcuts to external websites ### Good to know before you start * Menu Items are managed in **Settings** * active Menu Items are visible to all BackOffice users * the menu order depends on the position number ### Related topics * [**BackOffice**](/backoffice/backoffice) * [**Introduction to BackOffice**](/backoffice/backoffice/introduction-to-backoffice) # What are Menu Items? Understand what Menu Items are and when to use them in the BackOffice. **Menu Items** let you add your own shortcuts to the left menu in the BackOffice. Use them when you want faster access to pages your team opens often. ### What Menu Items can link to * a page inside OutSmart * an external website * a report or settings page you open often ### Why Menu Items help * reduce repeated clicks * keep important links easy to reach * give the whole team the same shortcuts ### Where you manage Menu Items Create and edit Menu Items in **Settings** in the BackOffice. When a Menu Item is active, all BackOffice users can see it. ### Frequently asked questions
Can I link to an external website? Yes. Use the full web address of the website you want to open.
Do Menu Items replace the standard menu? No. They add extra shortcuts next to the standard menu options.
Do all users see the same Menu Items? Yes. Active Menu Items are visible to all users in the BackOffice.
### Related topics * [**Menu Items**](/backoffice/backoffice/menu-items) * [**BackOffice**](/backoffice/backoffice) * [**Introduction to BackOffice**](/backoffice/backoffice/introduction-to-backoffice) # Create a menu item Add a custom shortcut to an internal page or external website in the left menu. Create a Menu Item when you want a shortcut in the left menu. You set it up in **Settings** in the BackOffice. {% stepper %} {% step %} ### Open Menu Items Log in to the **OutSmart BackOffice**. Go to **Settings**. Search for **Menu Items**. Open the result. {% endstep %} {% step %} ### Start a new Menu Item Click **Add**. {% endstep %} {% step %} ### Fill in the fields Enter the fields you need: * **Title** — the label shown in the custom menu * **URL (preset)** — an optional preset link to a standard OutSmart page * **URL (mandatory)** — paste the full web address you want to open * **Position in menu** — the position number in the custom menu * **Active** — makes the Menu Item visible {% endstep %} {% step %} ### Save the Menu Item Click **Save**. Refresh the page. The new Menu Item now appears in the left menu. {% endstep %} {% endstepper %} ### How the URL fields work **URL (mandatory)** accepts: * an internal OutSmart page * an external website * a copied full web address **URL (preset)** is optional. When you select a preset, the title changes automatically. {% hint style="info" %} Preset links point to standard OutSmart pages. In most cases, a custom URL is more useful. {% endhint %} ### Frequently asked questions
Does the preset URL change the title? Yes. Selecting a preset changes the title automatically.
Can I use any website as the URL? Yes. Paste the full web address into **URL (mandatory)**.
Do I need to refresh the page after saving? Yes. Refresh the page to see the new shortcut in the left menu.
### Related topics * [**Menu Items**](/backoffice/backoffice/menu-items) * [**What are Menu Items?**](/backoffice/backoffice/menu-items/what-are-menu-items) * [**BackOffice**](/backoffice/backoffice) # Manage menu item order and visibility Change the position, activate or deactivate a Menu Item, and keep the custom menu clear. Edit a Menu Item when you want to change where it appears or whether users can see it. You can also use this flow to deactivate a shortcut without deleting it. {% stepper %} {% step %} ### Open the Menu Item Go to **Settings**. Search for **Menu Items**. Open the Menu Item you want to change. {% endstep %} {% step %} ### Change the position Update **Position in menu**. A lower number places the Menu Item higher in the custom menu. {% endstep %} {% step %} ### Change the visibility Select **Active** to show the Menu Item. Clear **Active** to hide it without removing it. {% endstep %} {% step %} ### Save the changes Click **Save**. Refresh the page to check the result in the left menu. {% endstep %} {% endstepper %} ### Tips for menu order * use a unique number for each Menu Item * start with low numbers for the most-used links * review the full menu after larger changes ### Frequently asked questions
Can I deactivate a Menu Item without deleting it? Yes. Clear **Active** and save the Menu Item.
Can I change the order later? Yes. Edit **Position in menu** and save the change.
What happens if two Menu Items use the same position number? OutSmart shows them in the order they were created. Use unique position numbers to keep the order clear.
### Related topics * [**Menu Items**](/backoffice/backoffice/menu-items) * [**Create a menu item**](/backoffice/backoffice/menu-items/create-a-menu-item) * [**What are Menu Items?**](/backoffice/backoffice/menu-items/what-are-menu-items) # Objects Manage customer assets in the BackOffice and use them across work orders, forms, and the mobile app. **Objects** helps you register and manage the equipment you install, inspect, and service. Use it to keep object details, service history, and related work in one place. ### What you can do with Objects * register assets per customer or location * track serial numbers, dates, photos, and custom fields * link objects to work orders and forms * manage templates, parts, and QR codes ### Common tasks * [**What are Objects?**](/backoffice/backoffice/objects/what-are-objects) * [**Create objects**](/backoffice/backoffice/objects/create-objects) * [**Import objects from Excel**](/backoffice/backoffice/objects/import-objects-from-excel) * [**Use object templates**](/backoffice/backoffice/objects/use-object-templates) * [**Manage object parts**](/backoffice/backoffice/objects/manage-object-parts) * [**Configure object free fields**](/backoffice/backoffice/objects/configure-object-free-fields) * [**Add objects to work orders**](/backoffice/backoffice/objects/add-objects-to-work-orders) * [**Add objects to forms**](/backoffice/backoffice/objects/add-objects-to-forms) * [**Show objects on work order PDFs**](/backoffice/backoffice/objects/show-objects-on-work-order-pdfs) * [**Change an object code**](/backoffice/backoffice/objects/change-an-object-code) * [**Generate object QR codes**](/backoffice/backoffice/objects/generate-object-qr-codes) {% hint style="info" %} If **Objects** is not visible in your BackOffice yet, enable **Object Management** in **Settings → Feature Settings** first. {% endhint %} ### Related topics * [**Object Management**](/marketplace-packages-and-power-ups/power-ups/object-management) * [**Work Orders**](/backoffice/backoffice/work-orders) * [**Forms**](/marketplace-packages-and-power-ups/power-ups/forms) --- [Next Page](https://knowledge.out-smart.com/llms-full.txt/1)