FAQ

Common questions and answers about SettleWise.

General

How do I get started?

Sign in to SettleWise, confirm your organization, and follow our Quick Start Guide. It walks you through the core areas, basic configuration, and creating your first invoice — you'll be reconciling payments within minutes.

What languages are supported?

SettleWise supports English and Spanish (Argentinian dialect). The interface, AI assistant, invoices, and email notifications all work in both languages. You can switch between languages at any time.

Do I need QuickBooks?

No — QuickBooks is optional. SettleWise works as a standalone invoicing and reconciliation tool. QuickBooks integration adds automatic sync of customers, invoices, payments, and credits to keep your accounting records up to date. See QuickBooks Integration for details.

Can I use SettleWise on mobile?

SettleWise is designed for desktop use. The application is not optimized for mobile devices or small screens. For the best experience, use a desktop or laptop computer with a modern browser.

Invoices

How do I create an invoice?

Navigate to Invoices → Create Invoice, fill in the customer, amount, and details, then send or save as draft. You can also create invoices by telling the AI assistant what you need in natural language. See Create and Send an Invoice for the full walkthrough.

Can I edit invoices after sending?

Yes. Unpaid invoices can be fully edited (amounts, products, dates, customer). Partially paid invoices can be edited with automatic payment reallocation. Fully paid invoices are limited to notes and metadata. See Edit an Invoice for details.

What is a two-phase payment?

A two-phase payment splits an invoice into a deposit (Phase 1) and a final payment (Phase 2), each with its own due date. This is common for bookings or reservations where a deposit secures the booking and the balance is due later. See Two-Phase Payments.

Payments

How do I add a payment?

Open the invoice and click Actions → Add Payment, or go to the Payments page and click Add Payment. Enter the amount, method, and date, then confirm. See Add Payment Manually for the full walkthrough.

Can I record partial payments?

Yes. When you add a payment for less than the invoice total, the invoice status changes to "Partial" and the remaining balance updates automatically. Multiple partial payments can be applied until the invoice is fully paid.

What if I receive an unknown payment?

Use the AI assistant's payment investigation feature. Describe the payment (amount, date, any identifying details) and the assistant will analyze unpaid invoices to help identify the sender. See Payment Investigation.

Credits

What is a credit memo?

A credit memo records value owed to a customer. It's created when you issue a rollover (deposit converted to future credit), process a balance transfer between customers, or issue a courtesy credit. The credit appears on the customer's profile and can be applied to future invoices. See Credits & Credit Memos.

How do I rollover a deposit?

Open the invoice, select Actions → Issue Credit → Rollover, confirm the amount, and process. The invoice status changes to "Rolled Over" and a credit memo is created for the customer. See Rollover Credit to Next Season.

AI Assistant

How do I use the AI Assistant?

Click the chat icon in the sidebar or press Cmd + K (Mac) / Ctrl + K (Windows). Type your request in natural language — the assistant previews the action, and you confirm or modify before it executes. See AI Assistant Overview.

What languages does the assistant understand?

The assistant understands both English and Spanish (Argentinian dialect). You can mix languages in the same conversation and the assistant adapts to your preference.

Can the AI assistant make mistakes?

The assistant always shows a preview of what it will do before executing any action. Review the preview carefully before confirming. The assistant respects your role permissions and will not perform actions you don't have access to.

Troubleshooting

A payment shows "Required Actions" — what do I do?

This means the payment needs review before it can be completed. Common reasons: the amount doesn't match an invoice, no matching invoice was found, or a potential duplicate was detected. Open the payment and resolve the flagged issue.

My QuickBooks sync failed — how do I fix it?

Go to Settings → Organization → QuickBooks Integration and check the sync history for error details. Common causes: expired connection token (reconnect QuickBooks), duplicate customer names, or invalid account mapping. See QuickBooks Connection for troubleshooting.

I can't edit an invoice — why?

Check the invoice status. Fully paid invoices can only have notes edited. Voided invoices cannot be edited at all. If the invoice is unpaid and you still can't edit, verify your user role — Staff users cannot edit invoices after creation.

Billing & Security

How is my data secured?

SettleWise uses industry-standard encryption for data in transit (TLS) and at rest. Payment processing is handled by Stripe, which is PCI DSS compliant. Access is controlled through role-based permissions.

How do I change my subscription plan?

Go to Settings → Billing → Plan and click Change Plan. Upgrades take effect immediately; downgrades take effect at the end of your billing cycle. See Billing & Subscription.

How do I cancel my account?

Go to Settings → Billing and click Cancel Subscription. Your account stays active until the end of the billing period, and data is retained for 90 days.

FAQ