Every page
This guide goes through every page of Invoq, in the order the menu lists them. For each page it says what it is for, what is there, what can be done and who sees it.
The detailed guides:
- Analysis: revenue, cost, margin, the cost methods,
- Stock: stock, matching, confirming receipts, counts, warehouses, prices,
- VAT: VAT on invoices, the month's VAT, the calculator.
Contents
- In general
- Dashboard
- Sales: Issued, New document, A document's page, Sign queue, Customers, Deliveries
- Purchases: Received, Suppliers
- Goods: Stock, Matching goods, Product list import, Scan
- Finance: Analysis, VAT, Expenses, Workers, Reports
- Notifications
- Settings
- Sign-in, sign-up and getting ready
- Roles and permissions
In general
The menu
On a wide screen the menu is on the left, grouped by subject:
| Group | Pages |
|---|---|
| — | Dashboard |
| Sales | Issued, Sign queue, Customers (and Deliveries, for couriers) |
| Purchases | Received, Suppliers |
| Goods | Stock (and Scan, for couriers) |
| Finance | Analysis, VAT, Expenses, Workers, Reports |
| At the bottom | Settings |
- A number beside a menu item shows how much is waiting for you: on «Sign queue», the documents waiting to be signed; on «Received», the cancellations waiting for an answer and the goods waiting to be confirmed.
- On a phone the bar at the bottom holds four items, and the rest are under «More». The items are ordered by what you do: for a signer, «Sign queue» comes after «Dashboard».
- You see only the pages your role allows. «Expenses» and «Workers», for example, are for administrators only, and a courier sees only the deliveries handed to them.
The bar at the top
- Organisation and company: if you belong to several organisations or companies, you choose which one you are working for. Every page shows the chosen company's data.
- The bell: notifications.
- Language: Armenian, Russian, English (on a phone, under «More»). Invoq opens in Armenian, and the language changes only by your choice.
- If the connection is lost, a warning appears at the top of the page.
Lists
Every list in Invoq works the same way:
- Pages: «page N of M», the number of rows on a page (25, 50, 100, 200), first and last page, jump to a page number.
- Right-click on a row: the row's actions, open, open in a new tab, copy the link, copy the cell or the row, «Show only …» / «Hide …», sort, hide the column.
- Shift-click: to select several rows at once.
- Sorting: by any column, over all the rows.
- Columns: choose, hide, widen by dragging. A widened column keeps its width.
- Export: Excel or CSV, the filtered or the selected rows.
- Grouping: by the list's natural groups (supplier, status, month…): each group with its count and total, and foldable. With the «Show all» tick box you choose which groups show.
- The list's state (filters, sorting, page) is kept in the address, so the «Back» button and a shared link bring back the same view.
- In the lists of invoices, the amount is shown in three columns — «Before VAT», «VAT», «With VAT» — with a totals row at the bottom.
- In a list of 40 rows or more, the column headings stay in view.
Dashboard
What it is for: everything you need today, on one board.
The board is made of widgets. The «Default» board is given to everyone: with «Customize» → «Add a widget» you can change it, save it under your own name («Save as…») and share it with others. You see only the widgets your role allows.
| Widget | What it shows |
|---|---|
| Company performance | Revenue, cost of sales, gross margin and operating profit, with VAT and before it, against the previous period and the previous year (administrators) |
| Goods: received and issued | Goods invoices received, beside those issued |
| Services: received and issued | The same, for services |
| 12 months: issued and received | The last 12 months, as a chart |
| Expenses | What is due, from the nearest date, then what was paid (administrators) |
| Taxes | The taxes due and the month's VAT calculation (administrators) |
| Goods waiting for the warehouse | Received invoices whose goods are still to be confirmed |
| Needs attention | Failed signatures, invoices waiting for a number, drafts |
| Revenue against the previous year | Each month's revenue beside the same month a year before |
| Best and worst goods by margin | The goods that earned the most and the least |
| Goods sold below cost | Goods whose sale cost more than it brought in |
| Month-end checklist | What is still open from last month: drafts, held invoices, goods waiting, unread received invoices; for administrators, payroll, expenses, the tax withheld from rent |
| Supplier invoices to answer | Received invoices waiting for your approval or rejection at the tax service |
| Cancellations to answer | Suppliers asking to cancel an invoice you approved |
| Held invoices by age | Invoices held on Invoq and not sent to the tax service: those over 30 days are marked |
| Goods that cannot be invoiced | Goods with no commodity code, no base unit, or units not counted yet |
| Stock below zero | Goods of which more went out than came in |
| Running low | Goods by how many days their stock will last at the last 30 days' rate of sales (stock × 30 ÷ sold in 30 days) |
| Unassigned deliveries | Issued goods invoices not yet handed to any courier |
There are ready sets of widgets for the owner, the accountant, the warehouse and the dispatcher.
Issued
What it is for: all your company's documents, from drafts to issued ones.
Tabs:
| Tab | What is there |
|---|---|
| Active | Drafts, those waiting for a signature, issued documents, held invoices |
| Archived | Archived documents. Archiving only hides a document from the list: nothing changes at the tax service |
| Recycle bin | Removed drafts. They can be «Restore»d or «Delete for good». Only drafts can be removed: an issued document is the tax service's record and is never deleted |
| At the tax service | Your documents at the tax service, including those made on its portal or in another system (the last 90 days, the last year, the last 3 years). Each is marked «In the platform», «Imported» or «Only at the tax service». The «Import» button brings it into Invoq, where it takes part in the reports: nothing changes at the tax service |
What can be done:
- Search, filter (status, kind, buyer…), group and export.
- «New document»: create one.
- «Import from the tax service»: import a whole period's invoices (or «Everything available»). The import runs on the server, a page a second, and the page can be closed. Import the same period's received invoices too, or sales without purchases will take the stock below zero.
- Select several rows and issue, archive or remove them.
- The list of goods invoices also shows the courier: those not handed to anyone yet are marked «No courier».
New document and editing a draft
What it is for: to make out an invoice or another document.
1. What you are supplying
Invoq asks: «What are you supplying?» — «Goods» or «Services», then:
| Choice | Document |
|---|---|
| Goods → They are sold | A goods delivery accounting document: the courier can attach the marking codes |
| Goods → They are sold with VAT | A goods supply tax invoice |
| Goods → They are sold with VAT and excise | An excise tax invoice (alcohol, tobacco, fuel) |
| Goods → They are sold to a buyer in another EAEU state | An EAEU export accounting document, in Armenian and Russian |
| Goods → They are sold to a visitor from abroad | A VAT refund (tax free) invoice |
| Goods → They only move | A transport waybill, with no sale |
| Goods → Traceable goods go to another EAEU state | A waybill for goods subject to traceability |
| Services → They are rendered | A services accounting document |
| Services → They are rendered with VAT | A services tax invoice |
| Services → Leasing | A certificate of handing over the leased asset |
Invoq remembers on this device the kind you chose last.
2. The document's details
- Supply date: by it the document belongs to a period in every report.
- Currency: drams or a foreign currency. The tax service receives only the drams, at the CBA's rate (see the VAT guide).
- Buyer: choose «From customers» or type the TIN. You can keep a new buyer («Save as customer»). For a private person, the way they are identified is chosen.
- Delivery: where the goods are loaded and delivered, if it differs from the buyer's address.
- Other details: contract, agent, cash-register receipt, on behalf of a principal, «Additional details» and so on.
3. Lines
Each line has a name, a quantity, a unit, a unit price (before VAT), a discount, and the VAT or the kind of transaction. A goods line also has a commodity code (required to issue), a barcode or own code, and «From warehouse» (with several warehouses).
- When you scan a barcode or choose a good, Invoq fills in the name, the unit, the price, the VAT, the code and the warehouse from the good's details, or, failing that, from the line before. What you wrote is not changed.
- If a line takes a warehouse's stock below zero, the editor warns you, but does not stop you.
4. What to do next
| Button | What it does |
|---|---|
| Save | Keeps the draft |
| Send for signature | The draft appears in the signer's «Sign queue» |
| Issue | Signs it and sends it to the tax service (for someone with the right to sign) |
If your company keeps its invoices on Invoq («Settings» → «Invoices»), a held invoice counts at once in the stock and the reports, while nothing is sent to the tax service until a signer sends it.
A document's page
What is there: the document's status, the supplier, the buyer, the lines with their value, VAT and total, the totals, the transport and other details, and, for a foreign currency, the rate the drams were worked out at.
Actions (by the status and your role):
| Action | When |
|---|---|
| Edit | A draft |
| Send for signature / Take back | A draft |
| Issue | A draft, or one waiting for a signature. The signing request goes to the signer's phone |
| Cancel signing | After a failed signature the document stays locked: this frees it |
| Send to the tax service / Void | An invoice held on Invoq |
| Adjust | For an issued document, creates a correcting (increasing or reducing) document |
| Invalidate | An issued document: state the grounds. Until the tax service confirms (and, when needed, the buyer agrees), the document stays in force |
| Download PDF | Always |
| Archive | Always |
If any line has no commodity code, the page warns that a goods document cannot be issued without it, and offers «Add».
A document imported from the tax service («Imported») was made outside Invoq, so it is not edited here.
Sign queue
What it is for: for a signer — the drafts makers have sent.
- «Waiting for a signer»: open, check and sign. You can select several and «Sign selected»: one request for them all goes to the phone. One signature covers a limited number of documents, and if you select more, Invoq says so.
- «Being signed»: documents waiting for their signature. A failed one shows the reason it was refused, and «Cancel signing».
- The way to sign and the phone number are taken from the company's ՀՆԷՀ account or from your signer's setting («Settings» → «Signing»). For one signature you can change them in the signing window.
- For a document in a foreign currency, if the CBA has not published that day's rate yet, you choose «Wait» or «Issue at the latest rate».
Customers
What it is for: the buyers you often invoice.
- Add a buyer here, or keep one from an invoice.
- A buyer's card can hold their details, bank account, delivery place and usual kind of transaction. When you choose the buyer on an invoice, these fill in by themselves.
- Changing or removing a buyer changes no invoice.
Deliveries
For whom: couriers only (those who have deliveries handed to them).
- «My deliveries»: the documents handed to you, newest at the top. Open one to see its goods. You are notified when a new delivery is handed to you.
- «Taken without signal»: deliveries you scanned without internet: they will be taken as soon as the connection is back. If a delivery is already with another courier, Invoq says so, and you should ask whoever hands out the deliveries.
- Couriers also have the Invoq Courier app.
Received
What it is for: the documents your suppliers have issued to your company, as the tax service holds them. Invoq checks for new documents every few minutes.
Filters: «All», «To confirm» (goods whose receipt must be confirmed), «Issued», «Approved», «Cancellation to answer», «Withdrawn». Search by supplier, TIN or serial. Grouping by supplier, status, month, document kind.
The month's summary: the number of documents in force for the chosen month, and the input VAT.
What can be done in the list:
- Select several invoices and approve them at the tax service one after another («Confirm ({N})»). Each is approved separately, with a signing request on your phone, the next once the one before is approved. The page can be closed: the queue carries on («Confirmation queue»).
- «Import from the tax service»: import a whole period's received invoices, without notifying anyone.
- «Print ({N})»: print every invoice the filters find, or, if you ticked some, «Print the ticked ({N})». As for issued invoices, each is the tax service's PDF with the serial number as a barcode in the top right corner, and all of them together are one ZIP archive, with folders for the grouping and a list (manifest) naming each invoice's supplier. At most 500 invoices at once: for more, the page asks you to narrow the filters.
On a document's page:
- «Print / PDF»: the tax service's PDF, with the serial number as a barcode, as for issued invoices. If the tax service does not give out the document, the page says so in words.
- The lines: name, quantity, unit, price, discount, price after discount, price with VAT, VAT regime, value, VAT, total.
- «Your answer»: approve or reject the document at the tax service (with a signature, on your phone). If the supplier asks to invalidate one you approved, you agree or refuse. Final actions cannot be undone, and Invoq asks you to confirm that you understand.
- The goods into the warehouse: «Came into», and for each line «Name it» (match it to a good), «Correct», «Split into goods», «Scan the goods» (give the lines barcodes), then «Confirm the goods». The details are in the Stock guide.
- «Make it an expense»: create an expense from all this supplier's services invoices.
Suppliers
What it is for: the companies you receive invoices from.
- Keep a supplier once, by TIN, with bank details and your notes, or keep one from a received invoice.
- See how much each has invoiced you.
- Changing or removing a supplier changes no received document.
Stock
What it is for: your goods and their stock.
The list, the filters, a good's page, receipts and counts, the warehouses and the prices are described in detail in the Stock guide. In short:
- On hand = from received invoices + received and counted − out on invoices.
- At the top of the page: how many names wait to be matched, «Match names», «Import a product list», «Add a product», «Scan».
- One of the filters, «Invoice names», finds the goods never matched to an invoice name, or the opposite. Ticked goods stay ticked when you search and change filters.
- On a good's page: the stock in each warehouse, «Record receipt», «Stock count», «Move», units, prices (including the mean price by supplier), cost method, category, main supplier, matched names (including «Match names», in place), the history of movements with the price and value with VAT.
Matching goods
What it is for: the lines of received and issued invoices count in the stock once their name is matched to a good. Here you join the different names different suppliers give the same good. It opens from «Stock» → «Match names». The details are in the Stock guide.
Product list import
What it is for: to bring your list of goods (Excel or CSV) into Invoq: names in three languages, codes, categories, units and prices. Stock and documents do not change. It opens from «Stock» → «Import a product list». The details are in the Stock guide.
Scan
For whom: for couriers, this page is in the menu. Everyone else scans from the invoice and the lists.
What it does: point the camera at an invoice's number, a good's barcode or a marking code:
- the invoice opens,
- for a good, you see which good it is, and can open it in the stock or start a new invoice with it,
- a marking code is checked as well.
Analysis
What it is for: how much you earned from goods, where the margin came from, and what is left after every expense.
At the top: the period (it opens on «Custom», from the 1st of the current month to its last day; days are picked on a calendar), the cost method and four cards — Revenue, Cost of sales, Gross margin, Stock value — with VAT and before it. Tabs: Profit (administrators only), By invoice, By good, Consumption.
Every figure and calculation is explained in the Analysis guide.
VAT
What it is for: the month's VAT, worked out from the invoices Invoq holds, and a VAT calculator.
- The «Month» tab: output VAT (your tax invoices), input VAT (your suppliers' tax invoices), the difference between them, and what no invoice says (lines added by hand: administrators only). It opens on the previous month.
- The «Calculator» tab: «From amounts», the VAT on any amount in five ways, or «For a period», the VAT of the days you choose from your invoices (the start and end dates on calendars, a year at most).
This is not the VAT return, nor the VAT due. The details are in the VAT guide.
Expenses
For whom: administrators only.
What it is for: the company's expenses and when they are due.
- An expense: a name, a category (rent, utilities, transport and fuel, phone and internet, advertising and marketing, bank charges, taxes and duties, professional services, repairs, office and supplies, other), an amount, a note.
- How often: «Once», «Every week», «Every month», «Every quarter», «Every year», with or without an end date. An expense due on the 31st falls on the last day of a shorter month.
- A reminder: 1, 2 or 3 days before it is due, or none. It goes to all the organisation's administrators: in the notifications list, by email and by push, as each has chosen.
- Each payment is «Due» until you mark it «Paid» (a date and an amount, which may differ) or «Skipped». One past its date is «Overdue». Only what is paid counts as spent.
- From a supplier's invoices: choose the supplier, and each services invoice received from them fills in its period's payment.
- Rent: state the landlord (a private person, a non-resident, a sole trader or notary, an Armenian company, a foreign company, the state or a community). Invoq works out the tax withheld (income tax, a non-resident's profit tax) and, when needed, the VAT as a tax agent. The «Taxes withheld from rent» section shows when to pay them.
- An expense in a foreign currency: counts at the CBA's rate. Anything paid above that is an exchange difference.
Paid expenses go into «Analysis» → «Profit».
Workers
For whom: administrators only.
What it is for: the company's workers (whether or not they use Invoq) and their pay. Every deduction is made from the gross salary: the employer pays nothing on top of it.
| Tab | What is there |
|---|---|
| Workers | Name, position, start and end of work, date of birth (on which the funded pension and the health insurance depend), salary, days of annual leave |
| Payroll | The month's payroll: each worker's gross salary, bonus, extra hours, deductions (income tax, funded pension, stamp duty, health insurance), leave pay, sick pay, and take-home pay. The «How it is worked out» section shows each step and the rates applied |
| Time off | Leave, sick leave and extra hours |
- Three kinds of salary: Fixed (the amount is used as it is), Gross (split into deductions and take-home pay), Net (the take-home pay is what is agreed: Invoq finds the lowest gross that gives at least that).
- With the «Approve» button the month's payroll is approved, and its figures and rates are kept as approved. «Reopen», to change it. Only approved months go into the «Profit» tab.
- Leave pay is paid before the leave, separately; the rest with the month's salary.
Reports
What it is for: a summary of the documents you issued in the chosen period. Documents are counted by supply date, in Yerevan's calendar days.
Period: «This month», «Last month», «This quarter», «This year», «Last 12 months», or «From–To».
| Section | What is there |
|---|---|
| Issued | Only the documents at the tax service. Drafts do not count |
| Held, not sent | Invoices held on Invoq, which count as sales but are not at the tax service yet |
| Awaiting issue | This period's drafts: they are not income yet |
| Voided | Documents issued, then cancelled or invalidated |
| By month | 12 months, up to the period's end |
| By status | Count and amount, by status |
| VAT breakdown | The lines' amounts by kind of transaction: these are what go into the VAT return |
| By counterparty | The amounts by buyer |
Amounts: «Before VAT», «VAT», «With VAT».
Notifications
What it is for: everything Invoq has told you — under the bell at the top, and as a whole list. For example: a new received document, a buyer approved, a signature finished or failed, a new delivery handed to you, an expense coming due, a tax-service account stopped working, a sign-in from a new device.
Which of these also reach you by email and by push, you choose in «Settings» → «Notifications».
Settings
Settings come in two groups. You see only the sections your role allows.
You
| Section | What is there |
|---|---|
| Your details | Your name and phone in this organisation: this is how you appear in deliveries, beside scanned codes and in the members list. Deleting your account is here too |
| Your tax-service accounts | Your own ՀՆԷՀ user for each company. Without it, you act under the company's account |
| Signing | The way to sign, and the phone number the request goes to. The default way is set by an administrator |
| Security | Password (at least 12 characters: changing it signs you out of every other device) and two-step sign-in |
| Devices | Where you are signed in, and how to sign out. On remembered devices no sign-in code is asked for 30 days; the password is always asked for |
| Scanner check | Check what your barcode scanner sends (a desk scanner or one built into a device), and how to set it up. Nothing is kept |
| Notifications | What you are told, and how: email, push, the devices that receive notifications |
| Install the app | Add Invoq to the device's home screen (shown only where that is possible) |
Organisation
| Section | Who | What is there |
|---|---|---|
| Organisation | Everyone | The companies, your roles, and the tax service's registry details: name, activity, status, address, whether it is a VAT payer, the last check. You can switch to another organisation from here |
| Members | Administrator | Who is in the organisation and what they may do: roles, two-step sign-in, last sign-in. Invite a new member (the invitation link expires), change roles, decide in which companies |
| Warehouses | Whoever manages the stock | The warehouses, confirming received goods, the company's cost method, the company's markup, the goods categories, and, for an administrator, emptying and refilling the catalogue and resetting the stock. See the Stock guide |
| Invoices (sending) | Whoever manages the company | Whether your invoices are sent to the tax service, or held on Invoq until you decide to send them |
| Accounts (ՀՆԷՀ) | Whoever manages the ՀՆԷՀ accounts | «Tax service accounts»: the ՀՆԷՀ logins the company works with the tax service through. Without one, the company cannot issue documents. A password is never shown again |
| Rules | Anyone with the right to read rules | «When something happens», do it for you, in all your companies. A rule can be tried on the last days' documents, and its runs can be seen. Nothing a rule does is sent to the tax service |
| Activity | Administrator | Who changed what: members, roles, companies, accounts. Nothing here can be edited |
| Plan and billing | Administrator | Your plan, what you use, what it costs, the invoices and payment |
Two sections of Settings are about «accounts» in Armenian («Հաշիվներ»): one decides how your invoices are sent to the tax service, the other holds the company's ՀՆԷՀ logins.
Sign-in, sign-up and getting ready
| Page | What it is for |
|---|---|
| invoq.am | The public home page |
| Sign in | Email, password, and a two-step sign-in code (if it is on) |
| Sign up | Creating a new organisation |
| Reset your password | A link is sent to your email |
| Accepting an invitation | Joining an organisation at an administrator's invitation |
| Getting ready («Get ready to issue») | Four steps to take at the tax service that only your company can take: the ՀՆԷՀ agreement, the ՀՆԷՀ user, the user's rights, the login and password. After that, Invoq checks everything on your company's behalf. You can come back to this page at any time |
Roles and permissions
A member of the organisation can have one or several roles, in every company or only in some:
| Role | What they may do |
|---|---|
| Administrator | Everything in the organisation: members, companies, ՀՆԷՀ accounts, signing, finance (profit, expenses, workers, the VAT lines added by hand), and the other roles' work |
| Maker | Creates drafts and sends them for signature, manages the stock, hands out deliveries, attaches marking codes |
| Signer | Signs and invalidates documents, approves and rejects received documents at the tax service, hands out deliveries |
| Receiver | Scanning goods in and checking codes, approving received documents at the tax service, viewing |
| Viewer | Viewing only |
| Courier | Scanning at loading and delivery, attaching marking codes: sees only the documents handed to them |
Every role but the courier sees all the company's documents, the stock, the analysis (without the «Profit» tab), the VAT page and the reports.
Signing is always a person's own act, on their own phone. A role gives the right, but signs nothing by itself.