The simplified Preferences will guide you through the most important settings using a few clicks: Show simplified PreferencesIn Preferences you can enter all the basic data about your business and your documents.
Your Licenses are listed in the GrandTotal/Licenses menu. From there you can buy an upgrade.
Once you have purchased and activated an upgrade License you may delete the old one.
Additional fields can be used in your layouts. The same fields are added to all of your clients as well
The format of the client number and the current counter can be changed here. (Counter shows the number the next client will get)
Here you also can change the settings of Account statements
The payment terms are copied to newly created clients and my me changed there individually. In addition you can set custom terms while sending an invoice.
Invoices not being paid within this terms are marked as due. When the date passes the value in the second field they become overdue.
Bank accounts and other information to the payment process can be entered here.
Conditions can be built from text mixed with the blue tokens you find below the text field. Please note that some tokens offer a menu where you can pick from options (e.g. Cash discounts).
The conditions are shared for all estimates
Here you can setup your additional document types and their conditions.
Optionally you can ungroup items for a detailed work report.
In this section you define the contents of an E-Mail for the various document types.
In case you are using stationary paper for printed invoices you may add backdrop for mailed documents here. (Don't use backgrounds in your layout then). If the backdrop hat multiple pages, the first page is used for page 1. Page 2 is used for all subsequent pages.
Following mail clients are supported:
The scripts can be modified here
Base: The directory where all the documents are saved in.
Folder: The sub directory in which the documents are saved. (use "/" between the elements to create further sub directories)
File name: The name of the document.
The tax groups are assigned to the item groups.
⚠Once used in a sent document taxes can't be changed anymore.
In case taxes are being raised or lowered over time you have to create a new tax group. This group needs to be assigned to the item groups.* Ask your tax adviser in case of questions
You may add an exchange rate relative to the default currency. This will be used to covert rates when changing the currency of a document and to calculate the values in the dashboard to your native currency.
Define the conditions for the different payment types in Preferences/Invoices
You can setup up to 3 cash discounts that can be used using the options menu of the “Amount” tag in Preferences/Invoices/Conditions
Timed entries are imported with the unit "h" by default. You can change the unit here.
Using rules you can declare what item groups should be used for the items. If there are no rules the default value of your item groups is applied.
All this settings apply during import and won't affect already imported items.When adding an online timer service it will be added to the Overview screen.
GrandTotal can use the Notification Center to inform you when invoices are due, overdue or recurring.
Notification can repeat themselves if you wish so.
Estimates expire when the validity date is reached and it has not been marked either accepted or declined.
All users need to use the same Dropbox account or share the “GrandTotal” folder in the root of Dropbox
Contact you Bank for details.
This settings are only available when your System Preferences are set to the Region of Switzerland or Liechtenstein.
All values are converted to your default currency using the exchange rate entered in Preferences/Payments.
Note that the open amount stays the same regardless if you have chosen to show the net or the gross amount.
Right clicking on a bar gives you option to spilt the values by various criteria.
Clicking on a bar shows a list of the corresponding documents. Double clicking a document will show it. The list can be exported as well.
All the values are shown in your primary currency. The exchange rate can be set in Preferences/Payments
Previous year's values are only displayed in scales that are comparable.
If comparing items, it is most likely that you will get rounding differences compared to the invoices. (This is because taxed are calculated on the total on invoices and not on the individual item)
Item with no cost are not listed by default. This can be changed in Preferences/Time tracking
"Invoice selection" is looking for the client for the items. In case there is already an invoice draft the entries will be added. Otherwise a new draft is created with the selected item.
You also can add times to a specific document by copying the items, move to the invoice select the list and paste them.
If the option "Auto-group" is turned on, items with the same title are grouped. Titles are setup in Preferences/Work time.Using Edit/Delete you can remove unwanted time entries from that lists. Right click the List to show them again.
Entries archived in Timings will not appear in this list
Mite accounts saved in your keychain are listed automatically. You can add accounts in Preferences/Work time
Important: The API-Access has to be activated in your mite account.
Entries archived in .mite will not appear in this list
In "Date range" you may summarize you data in various ways. Use "File/Export" to save CSV files.
Click the ℹ-button to change the client information.
Here you define the client group, the default currency, terms and what layouts should be used for this clients documents.
When there are recurring invoices ready to send, a blue badge in the overview icon will notify about them.
You can find some plugins for calculating items such as areas and volumes in Overview/Plugins/Get Plugins.
When an estimate is converted to an invoice, options are transformed into regular titles.
Groups cumulate the notes of all enclosed items. You can customize the text by right clicking the notes field and select „Insert note“.
If the document is still a draft you can edit the layout. More on layouts
If you add a payment before sending the invoice it is considered as a progress payment (Date of the payment is earlier than the date of the invoice)
If you get a Deposit from a client you add this to the top hierarchy of the documents. If you drag this payment on an unpaid invoice later it will be assigned to the invoice.
Using multiple selection you can select which item should appear on the account statement.
In account statements the layout placeholder <quantity/> is replaced with the date of the invoice/payment
In case you need layouts in multiple languages you need to create a separate layout for each language.⚠ Usage: this number shows you how many times a layout has been used. This also counts how many times this layout is assigned as default in client settings.
Additional pages can be used to append extra pages. E.g. terms of service.
If you have a multiple pages in your background, right click the background to pick the correct page.
If you are using stationary paper to print your documents, leave the backdrop empty and add it to Preferences/Mail instead
You can check the file size by right clicking the background. A size of 300KB max. is recommended.
Clicking on the table once in page view will show you the global options for the table. Such as background color and if the sums should be aligned at the bottom of the table. A double click will take you to the editing section of the table.
⚠ If you use discounts on items you need to add the <discount/> placeholder.
⚠ Quantities (<quantity/> ) are automatically formatted as duration when the unit is "h". Use the <qty/> placeholder to always show decimal values.
⚠ Date range (<dateRange/> ) shows you the date and the time of items imported from Timings, Toggl and Paymo (Only works if the timer service provides the day time). This placeholder is empty on grouped items.
Example: [Discount: <discount/>]
In case you just want to replace a portion of the text add the placeholder <script/> at the position the script result should be placed.
Scripts can only read values, not change them.
The columns in the preview can be ordered in to fit your need.
You can remove columns by clicking on their header and use the ➖ button. Using the ✚ button you can add other fields.
For drafts you will see a warning in the print dialog. Drafts are not intended to be sent to the client. Use the "Send" button for this.
This works with documents as well. After copied you can paste them in the list of another client.
Duplicate items and documents using ⌘-D.
Begin your search with
Net: The prices of the items don't include taxes. Tax will be added at the end of the document.
Gross: Tax is already included in the items. Taxes are declared a the end of the document
Payments are always a part of the gross amount and have no net value.
There are two different kind of discounts in GrandTotal.
One is on a single item. This is deducted directly from the item itself. Your item section in the layouts table needs to contain the <discount/> placeholder to display the discount.
The global discount entered below the items affects all items. (Including the ones already having an individual discount). This discount will be shown in separate line after the net section.
All documents are drafts after creating them. As long you don't have sent them they don't have a send date and can be edited.
In the preview you will see a red question mark instead of send and due dates. Those will be replaced with the actual dates after hitting the send button.
This only works with drafts. You need to unlock sent documents first
All fields can be added to layouts as well.
Save your stationary template as a PDF and add it as backdrop to Preferences/Mail. This background will be added to all documents you send by mail.
Europeans will get a DD.MM.YYYY date while americans will see a MM/DD/YYYY format. German recipients get a comma as decimal separator, while swiss have a period.
There are options for the date format in Preferences/Advanaced.