Help

My company

New Company

Each type of subscription is limited by a maximum number of companies, for example on the free plan you can create a company, while on the Premium plan you can create more. You can only use the features of Iberis once you have created or joined at least one company.

The creation of a new business requires that you complete a form consisting of 4 steps. The first step is the general configuration of your business, you must enter your business title (public name, company name) and can add your logo which will be used on all PDFs, your phone number and your website. The PDF language field represents the default language used on your PDFs, this option can of course be modified on each PDF that you generate.

The second step is to enter accounting information relating to your activity. The first field to select is to specify the activity of your company. The following field relates to your Tax Registration Number, this field is not mandatory but can be completed to have it on your PDFs. Choose after the financial year of your company (First month of activity - month of closing of the financial year). The main currency is the default currency used as well as the currency with which you will have your statistics and reports. The primary currency cannot be changed if you have already created an invoice, expense, purchase order, quote, or payment.

1. Configuration générale (titre, logo, téléphone)
2. Informations comptables (activité, matricule fiscal, devise)
3. Adresse de l'entreprise
4. Details bancaires

Dashboard

The dashboard is fully customizable: add, move and resize widgets by drag & drop to compose the view that suits you. A widget catalog organized in tabs (sales, purchases, cash, stock, accounting...) is available from the add button.

Each widget can be configured individually (period, company, filters) and your layout is saved automatically per user and company. The figures below describe some of the available widgets.

How to

1. Open the Dashboard from the main menu.
2. Click Add widget and pick one from the tabbed catalog.
3. Drag and drop and resize the widgets to compose your view.
4. Open a widget configuration to adjust the period and options.
5. Click Save to keep your layout.

Analysis Of Sales For The Current Fiscal Year

On the first figure of the dashboard you find an analysis of your sales for the current financial year. This analysis takes into account your quotes with the status “Sent”, your invoices with the same status as well as your Payments received. To display only your Invoices, Quotes or Received Payments, click on the appropriate title at the bottom of the figure on the right

Current exercise

This figure shows the result between your income and your expenses during the current fiscal year. It only shows you the total of the expenses subtracted from your income per month for the entire current fiscal year. Hover over the curve to display the result for a specific month.

Total Balance

The figure displayed represents the result of your expenses and income since the first activity of your business.

Total Expenses and Income

These two figures show the total income and expenses during all the activity of your business.

Expenses VS Income for the current fiscal year

This figure shows you a monthly comparison of your expenses and income based on your payments received and payments issued. Drag the cursor on the curve to have the total expenses and income for the chosen month.

Main categories of expenditure for the current fiscal year

On this last figure you will find the list of the TOP 6 categories of expenditure for the current fiscal year. Drag the cursor over a category to get its total for this exercise.

Collaborators

You can invite your colleagues and collaborators to join your company on Iberis in order to share with them the management of your company while having all the access you have apart from the possibility of inviting themselves to other collaborators.

To invite a collaborator to join your company, enter their full name and email address in New Collaborator and click Add. An invitation email will be sent automatically to your employee.

The invitation must be accepted or declined within a week, otherwise it will be automatically canceled.

You can also as the owner of the company remove access to a collaborator whenever you want.

How to

1. Go to Settings › Collaborators then click Invite a collaborator.
2. Enter the email address of the person to invite.
3. Choose the role and the accesses to grant.
4. Click Send invitation; it must be accepted within one week.

Roles & Permissions

You can create additional roles, configure related permissions, and assign your collaborators to these roles.

Additional Entries

An additional entry is a field that is added to your document (Invoice, Estimate…) with an amount as a percentage of the total excluding taxes or a fixed figure.

To add an additional entry, enter its title such as Tax Stamp, choose its default value which will be used directly on your documents (which you can change directly on the document in question if needed) and choose its Type between a percentage (%) or a fixed number (0.00). You can also specify if you want the additional entry to be calculated before taxes or after (VAT) and the sign of this additional entry (Negative - or Positive +)

We can take a simple and practical example of an additional entry almost always used which is the Tax Stamp.

The “Use” box allows you to define whether your additional Entry can be used manually or automatically under a specific Country or Currency specific condition, or to be used everywhere.

Conditional use by Country will cause your Additional Entry to only appear if the country of your client or supplier is the same as the country chosen on that entry in question. You can of course choose not to use this entry on a specific document even if the condition is met, but you will not find this entry on a document whose client or supplier is not from the same country. The same rule applies for the Currency condition.

Manual use will make this Entry available on all your documents, without enabling it by default on them. On the other hand, using Anywhere will ensure that this Entry becomes available and activated on all your documents.

Added additional entries will not be used automatically on your old documents, but you will find them available and can activate them there.

How to

1. Go to Settings › Additional inputs then click New input.
2. Give the input a name (for example fiscal stamp or discount).
3. Choose a fixed amount or a percentage of the total.
4. Save; the input will be available to add on your documents.

Taxes

You can add your company's Taxes such as VAT from the Taxes tab.

To add a new tax, enter its Title such as VAT and its rate for example 19 to create a tax of 19%. This tax can be used directly on your documents for each item.

You can modify your old Taxes or delete them provided that the tax in question is not already used.

How to

1. Go to Settings › Taxes then click New tax.
2. Fill in the name (for example VAT) and the rate.
3. Specify the type (percentage or fixed amount) and the linked accounting account.
4. Click Save; the tax will be available on your documents.

Banks

To add your banks, simply enter the name of your bank and your IBAN. The other fields are optional. Designating a bank as the primary bank will automatically display its details if you decide to show bank details on your documents (invoices, delivery notes, etc.).

How to

1. Go to Settings › Banks then click New bank.
2. Fill in the bank name and the account number; the other fields are optional.
3. Tick Main bank to show it by default on your documents.
4. Click Save.

Customization

The personalization tab allows you to configure several elements of your business such as the header of your PDF document, the numbering sequence used, the purchase categories of your expenses, the payment methods for payments issued and received, the accounting, the categories and brands of your articles and the default conditions included on your documents.

How to

1. Open the Settings menu from the gear icon in the header.
2. Choose the element to configure: Numbering sequences, PDF templates, categories, payment methods or accounting.
3. Adjust the parameters in the matching section.
4. Click Save to apply to your next documents.

Series Names

On each document you generate, a unique number is attached to it. For example, for the case of an invoice, it will have the default number 00001 preceded by INV, resulting in a name displayed on the PDF as follows: INV-00001. Each document must have a unique number per year.

On Iberis, each serial or numeric serial name can be defined by 3 elements: A prefix, a dynamic field and the next number to use. Please note that the next number to use cannot be a number already in use.

A dynamic field is a field whose value changes depending on the date of your document. You have 5 choices on this field; None to not use a dynamic value, "YYYY" to display the year since the entered date, resulting in a series name such as INV-2021-00001 for example, "YYYY-MM" to display the month in addition to the year, "YY-MM" to display the last two numbers of the year in addition to the month of the document date, or "YYYY-MM-DD" to display the day in addition to the year and the month. Numbering restarts on each new period: every year, every month or every day depending on the chosen format.

If you have already created your documents and want to update them automatically with a new serial name configuration, check the box “Update all invoice (s) to use serial format of names above ”to update your invoices while indicating the starting number and the new configuration. You can do this again for all types of documents (Quotes, Payments, Expenses, etc.).

Template

We provide you with 5 PDF templates from which you can choose the one you want to use when generating PDFs. Select the one that suits you and click Submit.

Layout

The layout configuration allows you to choose the colors of the columns and borders of your PDF, the size of your logo, and the size of your signature and stamp. You can also enter column names if you want to use custom names on your PDFs.

Page Header

The Page Header is an image that you can upload and it will be attached to all your PDF documents as a header. It is recommended not to exceed 90px in height and 700px in width for your image.

PDF Headers

Your PDF headers are used automatically on your generated PDFs and depend on the data you entered about your business setup such as your business address and bank details.

On the right you find the possible variables, by clicking on one of these variables you can include it in the box on the left which represents the header of your PDFs. Each variable will be dynamically generated directly on your PDF, if you want to add text, do it on the box on the left.

Stamp & Signature

The stamp & signature is an image that you can upload and it can be attached to all your PDF documents as a signature and stamp. You can choose whether to use it or not on the documents. You can resize the uploaded image once it's saved.

Page Footer

The Page Footer is an image that you can upload and it will be attached to all your PDF documents as a footer. It is recommended not to exceed 90px in height and 700px in width for your image.

Purchase categories

Purchase categories are used to group your expenses under specific categories. You can add a category by entering its title then click on Add.

You can edit your old purchase categories or delete them as long as the category in question is not already in use.

Items Management

On this tab, you can manage attributes related to your stock items, such as price grids, units, categories, or brands.

Price Grids

A Price Grid can be linked to a specific client/supplier so that when you choose this client on a document (e.g., an Invoice), the used prices won't be the default ones but the ones you assigned to your client. You can also choose the price grid you want when editing a document (Invoice, Goods Receipt, etc.).

Units

On this tab, you can add, modify, and delete the units you can use on your items and display on your documents.

Categories

Categories are used to differentiate your items. For example, you can organize your items into categories like B2B and B2C.

Brands

This tab allows you to manage the brands that you can use for your stock and reports.

Payment Methods

Payment methods are used to identify how you issued or received a payment. You can add a payment method by entering its title then click on Add.

You can modify your old payment methods or delete them as long as the method in question is not already in use.

Accounting

This tab allows you to configure your company's accounting by modifying the journals on which automated accounting entries are recorded. The Advanced section should not be modified except by your accountant or after obtaining their approval to maintain accurate and compliant accounting in accordance with your country's laws.

Withholding Types

A withholding type can be used on Sales Invoices if your invoice includes a withholding, or on Supplier Invoices. On this page, you can add, edit, and delete withholding types. It should be noted that withholding types may not be available in all countries, and usage depends on your company's country.

Default Conditions

You can have conditions attached to your documents, for example specifying the amount of the advance required for an invoice or the process of validating a quote for example. These conditions may have default content that is applied automatically to your documents, and that you can modify directly on a specific document.

If you want to update all your old invoices with new conditions for example, check “Update all invoice (s) to use the above conditions”. This action will apply this new condition to all your invoices.

You can also define the default conditions of an invoice for example directly from an invoice by checking "Use in the future" after entering your new conditions which will be used on the invoice being modified as well as any invoice you create later.

Quick search (Ctrl+K)

Quick search opens from the header or with the Ctrl+K shortcut (Cmd+K on Mac). It instantly finds a client, supplier, item, invoice, estimate or page, and lets you jump to it in one keystroke. Type a few letters then navigate with the keyboard.

How to

1. Open the quick search from the header or with Ctrl+K (Cmd+K on Mac).
2. Type a few letters of a client, an invoice or a page name.
3. Navigate with the keyboard arrows and press Enter to open the result.

Calendar

We provide you with a calendar allowing you to have a breakdown of your invoices, quotes, payments received & issued, expenses, purchase orders, receipt and issue of your items.

To filter the display and not show for example Quotes, click on Quotes on the left column. To see more details on an operation, click on it directly on the Calendar. You can also change the display to monthly, daily and weekly from the first box at the top of the calendar.

How to

1. Open the Calendar from the main menu.
2. Choose the period to display (month, week or day).
3. Filter by document type: invoices, estimates, payments, expenses...
4. Click an entry to open the matching document.

Access log

Each time you perform an operation on the platform or that one of your employees does, an entry is added to the access log in order to provide you with a history of all the actions performed on your business. The access log shows you the person who performed the action, on which category, the date of the action, the type (Creation, Deletion, Connection, Modification, and the item in question.

The log is composed of two parts, an action log and a log of emails sent from the platform, whether manual or automatic

How to

1. Open the Access log from the Logs menu.
2. Filter by collaborator, category, action type or date.
3. Review the detail: author, IP address, item and action date.

My Files

On the My Files tab, you will find all the PDFs that you have already generated. You can download your PDF directly from this tab or download everything as a single compressed file by clicking Download under Backup at the bottom of the left column.

You can browse the list of your PDFs by category as well (Invoices, Quotes ..) by clicking on the appropriate category on your left.

How to

1. Open the My files tab from the main menu.
2. Find the list of all the PDFs already generated.
3. Click Download for a single file, or Backup to get everything in one compressed file.

My Reports

Sales by Client

This report allows you to display the list of your sales per client with the number of invoices sent per client, the total of invoices excluding tax and including tax.

You can filter this report by start date and end date by changing the “From” and “To” fields and click on “Filter”. By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Sales by Item

On the sales by items report you will find a detailed summary by quantity and by total sales of your items sold.

You can filter this report by start date and end date by changing the “From” and “To” fields and click on “Filter”. By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Sales by Item Category

On the sales report by item category you will find a detailed summary by quantity and by total sales of your sold items grouped by category.

You can filter this report by start date and end date by changing the “From” and “To” fields and click on “Filter”. By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Withholdings (Sales)

A report grouping invoices to which a withholding has been applied, along with the withholding type and the exact amount. This report is filterable and exportable in the desired format.

Taxes Summary (Sales)

The Taxes Summary report displays all taxes used in your company with a breakdown by tax rate. It calculates the overall taxed amount and the total tax. You can filter this report by start and end dates and export it in the desired format.

Client Balances

The summary of Client Balances allows you to have the total calculation of your client's invoices with the main currency of your company as well as that of your clients before the conversion. The exchange rate used is the one entered on the invoices.

You can filter this report by start date and end date by changing the “From” and “To” fields and click on “Filter”. By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Aged Balance Details

This report allows you to have all unpaid invoices to date on one page. You will find on this report the date of the overdue invoice, the client in question, the unpaid amount, the age of the invoice of the invoice and the total amount of the invoice in the currency of the client and that of your company.

By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Invoice Details

The summary of all your invoices detailed by Status, Date, Client and Total excluding taxes and including VAT with your currency and that of your client.

You can filter this report by start date and end date by changing the “From” and “To” fields and click on “Filter”. By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Estimate Details

On this report you will find the list of your quotes detailed by Status, Date, Client and Amount with your currency as well as that of the client.

You can filter this report by start date and end date by changing the “From” and “To” fields and click on “Filter”. By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Delivery Note Details

This report provides a list of your delivery notes detailed by Status, Date, Client, and Amount in your currency as well as the client's currency.

You can filter this report by start date and end date by changing the “From” and “To” fields and click on “Filter”. By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Supplier Balances

The Supplier Balances summary allows you to calculate the total supplier invoices of your clients with your company's main currency as well as your suppliers' currency before conversion. The exchange rate used is the one entered on the invoices.

You can filter this report by start date and end date by changing the “From” and “To” fields and click on “Filter”. By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Supplier Invoice Details

The summary of all your supplier invoices detailed by Status, Date, Supplier, and Total in exclusive and inclusive of taxes with your currency and that of your supplier.

Purchases by Supplier

This report allows you to display the list of your purchases by supplier with the number of expenses sent by client, the total expenses excluding taxes and including taxes.

You can filter this report by start date and end date by changing the “From” and “To” fields and click on “Filter”. By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Purchases by Item

On the expense report by items you will find a detailed summary by quantity and by total expense of your purchased items.

You can filter this report by start date and end date by changing the “From” and “To” fields and click on “Filter”. By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Withholdings (Purchases)

A report grouping supplier invoices to which a withholding has been applied, along with the withholding type and the exact amount. This report is filterable and exportable in the desired format.

Supplier Purchase Order

This report allows you to display the list of your purchase orders by supplier, including the number of purchase orders sent by supplier, the total expenses in exclusive and inclusive of taxes.

Taxes Summary (Purchases)

The Taxes Summary report displays all taxes used in your company with a breakdown by tax rate. It calculates the overall taxed amount and the total tax. You can filter this report by start and end dates and export it in the desired format.

Received Payments

On the Received Payments report you will find the list of your received payments detailed by Client, Date, Reference and Payment Method used as well as the Payment Amount with your currency and that of the client

You can filter this report by start date and end date by changing the “From” and “To” fields and click on “Filter”. By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Payments Issued

On the Issued Payments report you will find the list of your issued payments detailed by Supplier, Date, Reference and Payment Method used as well as the Payment Amount with your currency and that of the supplier.

You can filter this report by start date and end date by changing the “From” and “To” fields and click on “Filter”. By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Sales Statement

The Sales Statement report provides three tables displaying firstly the list of sales invoices with a breakdown of bases and tax amounts, the total exclusive of taxes and inclusive of taxes, the related additional entries, then secondly each tax and its total bases and amounts, and finally the summary and total of sales invoices, taxes, and additional entries.

By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Purchase Statement

The Purchase Statement report provides three tables displaying firstly the list of supplier invoices with a breakdown of bases and tax amounts, the total exclusive of taxes and inclusive of taxes, the related additional entries, then secondly each tax and its total bases and amounts, and finally the summary and total of purchase invoices, taxes, and additional entries.

By clicking on Export, you can also download your report in xls, csv, xlsx and tsv format from the start and end date of your choice and in your preferred language.

Third-Party Integrations

We offer several integrations with applications from around the world, allowing you to automate tasks, receive instant notifications, or even have your invoices payable directly on Iberis. The applications may vary from one country to another. You can enable/disable and configure third-party integrations from this page, as shown in the following image:

How to

1. Open the Integrations page from the main menu.
2. Locate the desired app in the list of available integrations.
3. Click Enable then fill in the requested connection settings.
4. Save to start the synchronization.

Automations

Automations allow you to define automatic workflows triggered by actions on your documents. For example, automatically generate a delivery note whenever an invoice is created with an amount exceeding a defined threshold.

Each automation consists of three elements: a trigger (creation, modification, or deletion of a document), optional conditions (amount, status, client type), and actions to execute (generate a document, send an email, or both).

You can create multiple automations for the same document type. They execute independently of each other as soon as conditions are met.

1. Donnez un titre à votre automatisation et activez-la
2. Choisissez le déclencheur : création, modification ou suppression d'un document
3. Sélectionnez le type de document source (facture, devis, dépense, etc.)
4. Ajoutez des conditions optionnelles (montant minimum, statut, devise, pays du contact)
5. Définissez les actions : générer un document et/ou envoyer un email

Approvals

The approval system allows you to submit your financial documents to a validation workflow before they can be finalized. This strengthens internal controls and ensures compliance of operations.

An approval workflow defines the document types involved (invoices, estimates, expenses, etc.), the approval steps, and the collaborators responsible for each step. You can configure multiple successive steps.

Two approval modes are available: sequential mode, where each step must be validated in order, and free mode, where any designated approver can validate the document.

Documents pending approval display a status badge visible on all list pages. An approver can approve or reject a document from the dedicated page or directly from the document form. A notification email is sent automatically at each step.

1. Créez un workflow d'approbation et choisissez le(s) type(s) de documents concernés
2. Ajoutez les étapes avec le type d'approbateur (collaborateur spécifique ou rôle)
3. Choisissez le mode d'approbation : séquentiel ou libre
4. Les documents concernés afficheront un badge et ne pourront être validés qu'après approbation complète
5. Chaque approbateur peut approuver ou rejeter depuis la page dédiée ou le formulaire du document

Cash Accounts

Cash accounts allow you to manage petty cash and physical cash alongside your bank accounts. Each company has a default cash account created automatically.

Cash accounts track their own balances, can receive payments when the payment method is cash, and transfers can be made between cash accounts and bank accounts.

How to

1. Go to Settings › Cash accounts then click New cash account.
2. Fill in the cash account name and its opening balance.
3. Click Save; the opening balance generates an opening entry.
4. Track the real-time balance updated at each payment or transfer.

Bank Transfers

Bank transfers allow you to record money movements between your bank accounts and cash accounts. Each transfer automatically generates the corresponding journal entries.

For multi-currency transfers, when the source and destination accounts use different currencies, specify the exchange rate and the received amount.

Bank fees can be recorded on each transfer, and the generated accounting entry is viewable directly from the transfer's action menu.

How to

1. Go to Settings › Banks then click New transfer.
2. Choose the source account and the destination account (bank or cash).
3. Enter the amount and, if the currencies differ, the exchange rate.
4. Add any bank fees then click Save.

Roles & Permissions

Custom roles allow you to define granular permissions for your collaborators. Create roles with specific access levels for each module (read, create, update, delete).

Each collaborator can be assigned a role. The company owner always has full access. Roles can be duplicated and modified at any time.

How to

1. Go to Settings › Roles then click New role.
2. Give the role a name (or duplicate an existing role).
3. Tick the Read, Create, Edit and Delete permissions per module.
4. Click Save, then assign the role to your collaborators.

Client Portal

The client portal gives your clients a dedicated space to view their invoices, estimates, and payment history. Each client receives a personalized invitation link.

From the portal, your clients can accept or reject estimates, view and download PDF documents, and see their outstanding balance.

How to

1. Go to Contacts › Clients and open a client record.
2. Enable the client portal and save.
3. Click Send invitation to send the access link to the client.
4. The client views their invoices, estimates and payments, and downloads their PDFs.

Profitability report

The profitability report builder lets you build custom reports crossing revenue, costs and margins by client, item, category or project. You choose the dimensions and the metrics to display.

Each report can be saved and reused. Results are exportable and give a clear view of the real margin per analysis axis.

How to

1. Go to Reports › Profitability then click New report.
2. Choose the analysis dimensions: client, item, category or project.
3. Select the indicators to display (income, expenses, margins).
4. Click Generate to display the report, then export it if needed.