Guide — Oltrano

Getting started

The first hour: your company, your first invoice, your domain.

Send your first invoice in about five minutes What to fill in before you issue anything, and what happens when you do.

Documents, numbering, VAT, how they look, what the law wants.

Invoice numbering: series, gaps and why they matter How series work, and why a failed issue never eats a number.
How to correct an invoice you already sent Credit note, void, or neither — and how to tell which one you need.
VAT, reverse charge and VIES checks When tax comes off automatically, and when it must not.
Recurring invoices that issue themselves A template that bills on a schedule, with or without asking you.
Make your invoices look like your company Templates, logo, accent colour, paper size, and what prints.
Put a company stamp on your invoice PDF Draw one, put it on documents, or download it with no background.
Invoices in your customer’s language and currency Eight document languages, any currency, and where the rate comes from.

Reminders, statements, deposits, cards, subscriptions.

Chase late invoices without doing it by hand Automatic reminders per invoice, and when they stop.
Send a customer a statement of account Everything a customer owes, how old it is, and one button for all of them.
Deposits, retainers and customer credit Ask for money up front, and keep track of money you already hold.
Charge a saved card automatically Save a card once, bill it on the due date, and handle the refusals properly.
Bill subscriptions: plans, add-ons and proration Recurring money with plans, quantities, trials and mid-term changes.
Give customers their own page, with no account One link per customer: every document, every balance, pay online.

EN 16931, Peppol and the national systems, country by country.

EN 16931 and Peppol, explained for people who sell What the standard actually requires, and what your country adds on top.

Warehouses, what you have, and not invoicing what you do not.

Get warned before you invoice what you don’t have Turn it on per item, and decide whether a shortage warns or blocks.
Receiving, moving and counting stock The three ways stock changes without an invoice.
Stock cost and the margin on an invoice Weighted average, why not FIFO, and why old margins never change.

Your domain, mailboxes, moving in, and the webmail.

Set up email on your own domain The DNS records, what each one does, and the one-click path.
Mailboxes, aliases, groups and catch-all What costs money, what is free, and when to use which.
Move your mail from Google, Zoho or anywhere IMAP migration you can run twice without duplicating anything.
An email signature with your logo, done properly Fields or free text, a logo that is not an attachment, and both formats.
SPF, DKIM and DMARC without the folklore What each one does, what breaks them, and what to actually set.
Shared mailboxes and who may open whose mail One address, several people — and an audit trail for the awkward case.

Sending something to be signed, and proving it was.

Send a document to be signed electronically A quote, a contract or any PDF, signed with an audit trail.

Coming from Zoho, Google Workspace or QuickBooks.

Coming to Oltrano from Zoho What maps across, what works differently, and what we do that they do not.
Coming to Oltrano from Google Workspace Per-seat maths, what moves, and what you will miss.