FAQ

Get to grip with the important bits

General

Receipts

  • What receipts can I upload?

    Any! If it’s a receipt for something you’ve bought or paid for, then snap away and we’ll store it for you. It can even be in a different currency. Please don’t take pictures of anything that might reveal any personal data about you.

  • I can’t capture a receipt

    Asto needs a clear, sharp photo of your whole receipt. Check that yours isn’t blurry and that no parts are cut off. We need to see the merchant name, date, amount and VAT details.

  • Will I be able to upload electronic receipts?

    Not yet, but we’d like to add this feature.

  • Will I be able to upload handwritten receipts?

    Yes, but they can be tricky for Asto to read. You might need to manually add or amend some details to these yourself in the app. It’s a good idea to always check your receipt details have been properly recorded.

  • Can I transfer my receipt data into a report?

    Yes. Asto can export all of your data from the receipts you have saved in the app into a spreadsheet or PDF. You can then email this to yourself to share with your bookkeeper or accountant.

  • What should I do with my paper receipts?

    Once scanned, your receipts are safe with us. However, we recommend you hold on to the paper copies, just in case.

Making and sending an invoice

  • Will I be able to itemise an invoice with line items?

    Yes, it’s really easy to create itemised invoices, including details such as the description of the product/service, materials and/or labour hours.

    On the invoice creation screen, tap the ‘Total amount’ field and then the ‘+ add items’ button. On the next screen, fill in the details, decide whether to include VAT, then ‘Accept’ or ‘Add another item’.

  • Can I add VAT onto my invoice?

    VAT can be added by using + 20% VAT when adding line items or, for simple invoices, tapping the VAT toggle when entering your invoice amount. Either option will add a breakdown to show how much VAT has been added and a total.

  • Can I edit date and payment terms?

    You can give invoices custom due dates and set your own payments terms. Both options can be adjusted when you create an invoice or edit a draft. If you do set custom payment terms, we’ll let you know the new date your invoice will be due.

  • What is a payment term?

    This is the number of days between the date you issue an invoice to your customer and the date you require them to pay you for the goods or services you provided. Payments terms are typically 30, 60 or 90 days from the invoice date, but vary from business to business.

  • Can I change the logo on invoices?

    Yes, you can now upload custom logos to invoices.

  • Will I be able to update my payment details and business information?

    You can change a lot of your company details in the ‘Business profile’ section at the top left of an invoice. This includes your company name, company number, address, VAT number, sort code and account number. You can also add IBAN, SWIFT and/or PayPal details there, too.

  • Are invoices numbered?

    Yes, all invoices are created with an auto-generated invoice number and increase in increments of one with each new invoice created.

  • Can I edit a sent invoice?

    No, editing a sent invoice is not possible. If you have made a mistake and need to change any aspect of it, you can delete the invoice and create a new one with the relevant details. Don’t forget, you may have to create and send a credit note for the invoice you have deleted.

  • Can I delete a sent invoice?

    Yes, there is a delete feature. In ‘Invoices’, select the invoice that you wish to delete. This will let you view the details. Make sure you’re in the correct invoice before deleting it. In the bottom right, select ‘more’. Here you will have the option to delete.

  • Where are all my ‘sent’ invoices?

    You can find all your sent invoices in the ‘Invoices’ section as well.

  • Can I change the colour of my invoice?

    Yes. You have the option to change the colour of your invoices when you save and preview. Select a new colour from the options below the preview screen. The preview will update with your chosen colour. Once happy, save and send.

  • Can I save draft invoices?

    Yes, you can create an invoice and save it as a draft enabling you to add or amend those all important details when you need to.

  • How do I add bank, IBAN, PayPal details?

    You can add these details in the ‘Your business profile’, found in the top left of the ‘Invoices’ section. It’s also where you can adjust your company information and bank details.

  • Can I see if my invoice is paid?

    At this time, we do not provide the ability to track if your invoice is paid through the app. However, this will be coming soon.

  • Can I print my invoices from within the app?

    No, at this time there is no option for you to print invoices you have created from the app. You can, however, view all invoices sent from you invoices main screen.

  • Can I look up email addresses in my contacts?

    Yes, when entering the recipient email address, click the ‘+’ icon and you will see a list of all your contacts with email addresses. You can search for a name or email address using the search box at the top. Select the chosen address and this will be added in for you.

  • How do I preview my invoice?

    Once you have entered all the details for your invoice, press next in the top right corner. This will take you to a preview page where you can view your invoice. If there are any incorrect details or you wish to make a change, click the ‘

  • Can I add other VAT rates (e.g. 5%)?

    The VAT toggle button on the app only allows for the standard rate of 20%. So if that is the rate you use, then your VAT can be calculated and added to your total automatically.

    However, if you are registered for an alternative amount, such as 5% for instance, then you will have to calculate the amount yourself. You can then simply mention it within the invoice as an individual, separate line item. You can also do this for CIS (Construction Industry Scheme) deductions.

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