Commercial forms: full feature list

What you can create without an account

All five documents and the five-document pack are free. Invoice, quotation and receipt keep their own no-account generator pages.

Line items you control

One row per line as description, quantity and unit price. Rows are never invented: if you supply nothing, the document shows a placeholder instead of an example.

Deterministic totals

Unit prices round to pennies, each line rounds to pennies, and tax rounds once on the subtotal. The same inputs always produce the same totals.

Rejected inputs

Negative, non-numeric or non-finite quantities, prices and tax rates are rejected rather than silently coerced, and the currency must be one of GBP, USD, EUR, CAD, AUD or NZD.

Timesheet entries

One row per line as date, activity and hours. Hours are net of breaks — nothing is deducted automatically — and must be between 0 and 24.

Five-document pack

Enter shared business, party and project details once, complete each document's own fields, and download all five as a ZIP.

Forms it generates (5)

Forms are built from the information you supply and downloaded as editable Word, PDF or Markdown. Invoices, quotations and receipts also have their own free generators that need no account at all.

Records the tracking preview holds

Two record types, each with a title, reference, status, owner, start, end, review and due dates, and an optimistic version number.

Customers and suppliers

Party type, address and contact reference, held as the parent record for the documents raised against them. Active or archived.

Commercial documents

Document kind, project reference, currency, items, tax rate, amount supplied and payment reference, each linked to its customer or supplier.

Seven document statuses

Draft, issued, accepted, declined, paid, void and archived. Paid, declined, void and archived documents leave the active counts and date queues.

Same totals engine

Saving a commercial document runs the currency, items and tax rate through the same calculation module the free forms use, so an invalid line is rejected at the record too.

Stale-edit protection

Every save carries the version it was loaded from, so a second tab cannot overwrite a newer edit.

Dates and actions it watches

Issue, due and review dates

Due dates, review dates and end dates on active documents, plus evidence expiry and review dates, are collected into one queue in date order.

Overdue, due today and upcoming

Anything past its date is overdue, today is due today, and anything inside the next 30 days is upcoming.

Actions

Chase-up actions with a title, owner, due date, notes, normal or high priority, and an open or completed state.

Four dashboard counts

Active records, overdue dates, open high-priority actions, and missing evidence — active records with nothing linked to them. All four are derived from saved rows.

Evidence it stores

PDF and Word files up to 10 MB each, filed against a record and checked against their declared format before they are stored.

Five evidence categories

Order, delivery, payment reference, timesheet and other.

Dates on each item

Issue, expiry and review dates plus notes, so a document that needs revisiting appears in the same queue as a due date.

Reviewed copies of generated documents

An invoice, quotation, purchase order, receipt or timesheet you generated and reviewed can be linked to its record, keeping the template, version and reviewed snapshot.

Historic links stay put

Editing the document afterwards does not rewrite the linked snapshot; linking the newer version is an explicit action.

Reminders, import and questions

Daily email reminders

Once a day, a digest of due dates, review dates and chase-up actions that are overdue or due today, those due in the next 30 days, and documents with no evidence linked. Sent to the reminder email in Settings, or the workspace owner, at most once a day and only when something is listed. Preview the exact email before any is sent.

Import from a document

Upload an existing invoice, quotation or purchase order as a PDF or Word file and Soteriaa proposes a record from what is written in it, with line items kept only when they fit the description, quantity and unit price format. You review every field before saving; status is never set for you, so nothing is recorded as paid by the reader.

Ask Soteriaa

Ask which documents are overdue, what is due this week, what is recorded as issued, or what is on file for a named customer. Answers come only from this workspace's saved records and report statuses as recorded. It is read-only and gives no tax or financial advice.

Workspace, roles and exports

Nine workspace sections

Dashboard, Ask Soteriaa, records, documents and evidence, deadlines and actions, forms and packs, reports and export, activity, and settings.

Four roles

Owner / director and admin can do everything including archiving and settings; an operations manager edits records, evidence and actions but cannot archive; a read-only auditor can read and export only.

People and pending invites

Settings lists everyone in the workspace with their role. An owner or admin can record an invite for an admin, operations manager or read-only auditor, and cancel it. Invites are held as pending: joining from an invite is not available yet, so no email goes to the person invited.

Server-side permissions

Every mutation re-checks the role, the company and the area on the server.

Record summary export

Word, PDF or Markdown summary of one record with its supplied fields, evidence index, actions and the area's review note.

Activity trail

The 100 most recent workspace events, with the record they relate to.

Development preview status

Documents are released, tracking is not

The five documents and the pack are live and free. The tracking workspace runs in local development review only and is refused in production, so there is no sign-up, price or checkout for it yet.

Capacity and paging

A workspace holds up to 10,000 records and 20,000 evidence items and actions. Lists show 50 items a page with search and filters, and past the limit the workspace refuses to show partial counts rather than a short total.

Fair-use limits

Document import is limited to 100 documents a month and Ask Soteriaa to 100 questions a day per workspace, counted before any model call. When a limit is reached, records can still be entered by hand and every view still works. The numbers are provisional until plans are priced.

No inherited entitlement

A welding or sponsor subscription grants no access to this area, and this area starts no subscription.