Flanceflow User Guide

Personalize your freelance business name, choose your primary currency (USD or INR), add your studio logo, and configure invoice details in under five minutes.

Set up dual currency handling in Flanceflow so you can seamlessly calculate your dashboard metrics in USD or INR while billing global clients in their local currency.

Collaborate with subcontractors, virtual assistants, and partners while keeping your financial earnings and private client rates strictly confidential.

A deep-dive reference guide into Flanceflow’s four security authorization levels and how data boundaries protect your studio finances.

Switch between sleek Dark Mode and high-contrast Light Mode, and fine-tune your workspace color theme to match your creative studio aesthetic.

Manage multiple creative businesses, agencies, or independent freelance brands from a single Flanceflow login with isolated client rosters and financials.

A complete tour of the Flanceflow Settings console, including general studio identity, branding preferences, team access, and payment integrations.

Organize client contacts, company names, tax details, and preferred billing currencies in one unified, searchable freelance client roster.

Classify your freelance relationships using status stages from initial discovery lead to high-value VIP and archived accounts.

Keep track of discovery calls, Zoom meetings, email discussions, and critical scope decisions directly inside the client timeline.

Monitor relationship scores based on invoice turnaround, recent touchpoints, and follow-up frequency to prevent client churn.

Track lifetime billings, outstanding balances, overdue receipts, and payment method habits across all projects for a specific client.

Build a catalog of standardized service offerings with preset pricing, descriptions, and deliverables to quote projects and draft invoices in seconds.

Compare the three major freelance pricing models in Flanceflow and learn how to set up project templates that maximize your earnings.

Quote domestic Indian clients in Rupees (₹) and international overseas clients in US Dollars ($) from the exact same reusable service catalog.

Update pricing tiers, retire legacy offerings without breaking historical invoices, and organize your freelance catalog.

Set up organized client projects with deliverable scopes, budgets, deadlines, and milestone trackers in under two minutes.

Master Flanceflow’s visual delivery pipeline using the six standardized project columns from Backlog to Completed and Cancelled.

Structure complex projects with sequenced delivery milestones, firm deadlines, and tied billing deposits to prevent scope drift.

Understand how Flanceflow calculates weighted project completion percentages across tasks, milestones, and deliverable sign-offs.

Create actionable tasks, assign sub-checklists, attach reference links, and delegate work to subcontractors with ease.

Learn when to create an actionable deliverable task versus logging a contextual studio note or client preference.

Configure automated in-app and email reminder alerts for upcoming deadlines, client check-ins, and invoice follow-ups.

Generate secure, token-protected client portal links where clients can review deliverables, leave revision feedback, and view project timelines without creating an account.

A definitive privacy guide explaining the exact data boundary between your internal workspace and what is exposed to clients in the public portal.

Upload design assets, documentation, and source archives with automatic virus checks, organized folders, and high-speed global CDN delivery.

Manage iterative design and document revisions without cluttering your folders with files named "final_v2_really_final.pdf".

Control exactly which deliverables, mockups, and invoices are shared with clients and which remain private studio drafts.

Track billable hours with precision using Flanceflow’s persistent topbar timer, linked project scopes, and background clock synchronizer.

Add missed hours, bulk-log meeting durations, and adjust past time records with accurate client tags and notes.

Audit unbilled hours, review contractor timesheets, and generate detailed time reports across projects and date ranges.

Transform unbilled hourly logs into a detailed, professional client invoice in two clicks with automatic line item consolidation.

Draft, itemize, and issue client-ready tax invoices with automatic numbering, tax calculations, dual currency conversion, and direct payment links.

Configure multi-tax calculations (GST, VAT, Sales Tax), export zero-rated rules, itemized discounts, and line-item scopes.

Personalize invoice visual identity with your studio logo, custom accent colors, custom payment instructions, and tailored footer policies.

Generate crisp, vector-sharp PDF invoices with embedded fonts, official receipts, and print-ready page layouts.

Send interactive web invoice links where clients can review line items, download PDFs, and click to pay online with zero attachment friction.

A step-by-step quality control checklist to review tax compliance, currency codes, bank details, and scopes before issuing client invoices.

Understand when to safely edit a draft invoice versus voiding a finalized tax invoice to maintain a clean, audit-compliant accounting ledger.

Record bank wires, UPI transfers, cash deposits, and stripe transactions to balance invoices, issue receipts, and update cash flow metrics.

Master collected, pending, and overdue buckets to eliminate late payments, track freelance cash flow in real time, and protect your take-home revenue.

How Flanceflow handles multi-currency transactions, bank exchange rates, and foreign remittance reconciliation between USD and INR.

A visual walkthrough of the Flanceflow financial dashboard, including monthly income trends, forecast receivables, and client revenue concentration.

Automate gentle payment reminders and follow-up email drafts for overdue accounts without feeling awkward or aggressive.

Compare Flanceflow’s three subscription tiers to find the right balance of active projects, collaborator seats, cloud storage, and FlowAI capabilities.

A granular feature breakdown between Starter, Pro, and Premium tiers, highlighting limits, advanced automations, and AI tools.

Switch between monthly and annual billing, upgrade mid-cycle with prorated credit, or downgrade plans seamlessly.

Scale your collaborator seats, understand addon pricing structures, and manage contractor seat allocations.

Update your Paddle payment method, manage auto-renewal, and prevent billing interruptions.

Redeem promotional discount codes, referral bonuses, and seasonal upgrade extensions to save on your Flanceflow subscription.

Download official tax receipts and VAT/GST invoices for your Flanceflow software subscription for your business expense write-offs.

Discover how Flanceflow’s specialized AI assistant analyzes your studio cash flow, drafts client emails, suggests project pricing, and automates freelance operations.

Query your studio database in plain English to extract financial insights, project bottleneck audits, and client payment trends.

Use FlowAI as an experienced business mentor to navigate client scope creep, handle difficult contract negotiations, and craft value-based proposals.

Understand the differences between basic Ask AI discovery prompts on Starter plans versus full workspace context FlowAI on Pro and Premium tiers.

Connect your Google Workspace or Gmail account securely with 1-click OAuth to send client invoices and project notifications directly from your own professional address.

Configure any custom domain email provider—including Zoho Mail, Fastmail, Outlook 365, AWS SES, or custom cPanel mailboxes—using secure SMTP credentials.

Deliver professional PDF invoices, automated payment links, and customized client messages directly from Flanceflow with delivery tracking.

Diagnose and resolve common delivery problems including spam filters, bounced messages, SMTP authentication timeouts, and SPF/DKIM/DMARC DNS records.

Calculate your ideal hourly rate, day rate, and project quote based on your target annual income, business overhead, non-billable hours, and profit goals.

Generate polished, boundary-firm instant messaging replies for prospective client inquiries, payment follow-ups, price haggling, and weekend messages.

Keep your registered legal entity name, GSTIN / VAT / EIN / Tax ID number, official physical address, and contact details accurate across all client invoices and contracts.

Download a complete, portable JSON backup of your client roster, invoice histories, received payments, services, and project tasks.

Learn how to permanently delete a workspace from Settings > General, understand the 2-workspace safety requirement, and review purged records.

Request complete Flanceflow user account deletion via Ask AI, understand the 15-day recovery window, and learn what happens to subscriptions and data.

Review Flanceflow’s security infrastructure, end-to-end TLS encryption, Firestore multi-tenant security rules, and zero-model-training privacy guarantees.

Quickly resolve authentication roadblocks including forgotten passwords, blocked Google OAuth popups, expired verification tokens, and browser caching conflicts.

Diagnose exchange rate caching, client-specific currency locks, dual currency overrides, and payment gateway settlement discrepancies.

Fix missing automated invoice payment reminders, project task deadline alerts, client portal revision notifications, and browser push permissions.

Resolve theme flickering, low-contrast text readability, custom logo background boxes, and browser system preference sync issues.

How to reach Flanceflow’s dedicated customer support team, report bugs, request new freelance features, and get fast technical assistance.