Frequently Asked Questions

SmartFlo Pro is built for freelancers and service-based businesses — consultants, designers, photographers, marketers, coaches, virtual assistants, agencies and similar. If you bill customers for services, track payments and manage business expenses — SmartFlo Pro was built for you.

A regular template is a static file you fill in manually. SmartFlo Pro is a fully automated system. It generates PDF invoices, saves them to your Google Drive, emails them to your customers, tracks your entire financial history and updates your dashboards in real time — all from within Google Sheets. No manual work. No copy-pasting. No external software required.

Yes. SmartFlo Pro runs entirely in Google Sheets which works on any device with a web browser — Mac, PC, Chromebook or tablet. No software installation required.

SmartFlo Pro runs entirely within Google Sheets and is compatible with all major modern web browsers. However, for the fastest performance and the most reliable automation experience, we strongly recommend using Google Chrome. Chrome provides the best support for Google Workspace features, ensures your PDF invoices render perfectly, and offers the most stable environment for running the built-in automation scripts.

SmartFlo Pro supports a single currency per file. You can configure your preferred currency symbol and format in Settings during setup.

Yes. SmartFlo Pro receives free minor bug fixes throughout its version lifetime. Annual feature update packs are released as optional paid upgrades at a discounted rate for existing customers. Update notifications are sent to the email address used at purchase.

No coding required and no advanced spreadsheet knowledge needed. SmartFlo Pro is fully built and ready to use from the moment you set it up. The automation scripts are already written — you simply authorize them once during a five-minute setup process. Step-by-step video tutorials are provided in your SmartFlo Hub immediately after purchase.

Most customers are fully set up and running their first invoice within five minutes. The SmartFlo Hub includes video tutorials that walk you through each step.

Go to your Business Profile tab and insert your logo image directly into the designated Company Logo cell. Your logo will then appear automatically on all generated PDF invoices and quotes.

Go to your Settings tab and update the currency symbol in the Currency List section.

Each licence covers one business. If you operate multiple businesses you will need a separate licence for each. Additional licences are available at the same one-time price.

Fill in your customers, services and amounts in the New Invoice/Quote tab and click SAVE/SEND. SmartFlo Pro instantly generates a professionally formatted PDF invoice, saves it to your Google Drive and emails it directly to your customer — all in one click.

Yes. In the document type dropdown — select Quotation instead of Invoice. The system generates a quote with your QT prefix, saves it to your Drive and emails it to your customer. Quotes are tracked in your Quote Register and feed into your Pipeline Overview Dashboard.

Yes. SmartFlo Pro includes tax fields on all invoices and quotes. You configure your tax name and rate by Customer in My Customers and it applies automatically.

SmartFlo Pro supports up to 10 line items per invoice. If your project requires more — create a second invoice for the additional items and reference the same project or PO number in both.

To maintain a strict, professional audit trail, SmartFlo Pro does not allow you to edit an invoice once it has been generated and sent. If you make an error, simply create a Credit Note for the original amount to cancel it out, and then generate a new, corrected invoice.

Go to the Record Payment tab, select the customer and invoice, enter the amount received and payment date. SmartFlo automatically updates the invoice status and reflects the payment across all your dashboards in real time.

Yes. SmartFlo Pro supports partial payments applied across multiple invoices. Enter each allocation separately in the Record Payment tab and the system tracks each independently.

Your Business Command Center shows outstanding and overdue totals at a glance. Your Invoice Register flags every invoice by status — Paid, Outstanding, Partial or Overdue — with an aging summary in 30, 60 and 90 day buckets.

Go to the Expense Input tab. Select the date, category, sub-category, vendor and amount. If the expense includes tax — enter the pre-tax and tax amounts separately. The expense is logged instantly and reflected in your dashboards.

Yes. Each expense entry includes a pre-tax amount and tax amount field. SmartFlo tracks the split automatically so you always know your total expenses, tax-claimable portion and net business costs.

Yes. Go to Expense Category and add your main category and sub-categories. These populate your dropdowns in the Log Expense tab automatically.

Your data is stored entirely in your own Google Drive — not on any SmartFlo servers. SmartFlo Edge never has access to your financial data. Everything lives in a Google Sheet in your own Google account, under your full control.

We monitor the platform and release updates when Google makes changes that affect functionality. Minor fixes are provided free of charge to all existing customers. SmartFlo Edge is not affiliated with Google and cannot guarantee the continued availability of the Google Sheets platform — though we will always act quickly to maintain functionality.

After purchase you receive access to your SmartFlo Hub which includes video tutorials, a full FAQ section and a dedicated support ticket system. For account and billing questions — email support@thesmartflo.com directly.

Yes — with one important note. SmartFlo Pro is optimised for single-user operation. PDF invoices and documents will always save to your designated SmartFlo folder in your Google Drive regardless of who creates them. However, if a shared user clicks Send Via Email, the email will be sent from their Gmail account rather than yours. For this reason we recommend keeping all client-facing email sending with the file owner.

All generated PDFs are saved to a SmartFlo folder in your Google Drive — the account that owns the file. This is true regardless of who creates the invoice. Your documents are stored in your own Google account and are never stored on any SmartFlo servers.

This almost always means the automation scripts need to be re-authorized. Go to Extensions → Apps Script in the top menu, then close that tab and try clicking the button again.

You are most likely working from the original shared SmartFlo file rather than your own copy. Go to File → Make a copy to save your own version to your Google Drive.

Check that the scripts are authorized and that your Google Drive has available storage. If both are fine and it still isn't saving, submit a support ticket and we'll help you diagnose it.

Check that the client's email address is correctly entered in your My Customers tab and that Send Email is checked before clicking Save & Send.

Press Ctrl + Shift + F9 on Windows or Cmd + Shift + F9 on Mac to force all formulas to recalculate.

Yes — genuinely one-time. You pay once to purchase and own SmartFlo Pro forever. There are no monthly fees, no subscription charges and no hidden costs.

Your Hub access link is delivered via email from Lemon Squeezy immediately after purchase. Check your spam or promotions folder first. If you still cannot find it — email support@thesmartflo.com with your purchase email address and we will resend your access within 24 hours.

SmartFlo Pro is a digital product delivered instantly upon purchase and cannot be returned. We do not offer refunds. If you experience a technical issue that cannot be resolved — please contact us at support@thesmartflo.com within 14 days of purchase and we will review your request on a goodwill basis.

All payments are processed securely by Lemon Squeezy who act as the Merchant of Record. SmartFlo Edge never stores your credit card or payment information. You will receive a receipt from Lemon Squeezy immediately after purchase.