Pro Forma Invoice

In zistemo, if you create an invoice and do not activate it – so you just save as a draft – you have yourself a “Pro-forma invoice”. This invoice is only visible from account owners profile and staff members’ profiles (administrators, team leaders, team members). It isn’t displayed in the […]

Link Invoices to Projects

With zistemo it’s very easy to link an invoice to a project. First, you have to choose the client, then on the “Edit Invoice” page, pick the project from the dropdown list in the “Select Project” field. Once you complete this action, you’ll be able to see this invoice in the Invoices […]

Text-block Templates

Flextime escalation messages Invoice Intro zistemo helps you automate and simplify your business correspondence while making it appear more professional. Therefore, we propose default texts for many of the messages you send through your zistemo account. All these messages, plus default invoice/estimate intros or default Terms and Conditions can be […]

Payment Reminders – Automatic and Manual

Automatic Reminders Manual Reminders   zistemo helps you get paid faster by enabling you to set up Payment reminders which will be sent to your client if the related invoice is overdue. This can be done either automatically or manually. Automatic Reminders To customize auto-reminders, go to Settings -> Reminders.  […]

User presence status

The statuses are changing according to the attendance option: when the user clicks ‘on-site’/off-site’ then it shows ‘online’: When the user clicks ‘break’ then it shows ‘break’ status: and when the user has vacation/leave it shows: If you’d like to see those statuses affecting your employee’s workflow, in other words, […]

Capture Data – Temporary Staff Role

What is a ‘Capture Data’ and what permissions does this role involve? How can the role ‘Capture Data’ update time records and create/add tasks? What is a ‘Capture Data’ and what permissions does this role involve? For the temporary staff on your team, you can use the role Capture data, […]


Set Staff as an Administrator You may add an additional administrator to your account. That person can do the same as the account owner except performing the subscription changes. An administrator doesn’t see the Subscription and Reset Data pages, so he cannot buy a zistemo account, change subscription or reset […]

Add an Expense to Project

If expenses are related to the project, you can attach them to it through the expense page. Mark the ‘Attach to project’ checkbox and choose the client and project. If you want to, that “Attach to project” is checked by default, please enable it in the Preference Settings -> Expense: […]

Hide zistemo Footer and “Powered by zistemo” Watermark

Remove the “powered by zistemo” watermark Hide the zistemo e-mail footer Remove the “powered by zistemo” watermark Subscribers on a paid plan are able to remove the “powered by zistemo” watermark from: * estimates and invoices; * the zistemo branded footer in our automated emails. In order to hide the “powered […]

Client’s VAT ID

Client’s VAT ID on invoices There are countries where you are legally bound to add the client VAT ID (tax number) on the invoice if a certain amount is exceeded (e.g. Austria – for invoices over 8.000 € – or in case of a reverse charge notice). Go to ‘Contacts’ […]

Document Space

Your personal document space Buy extra megabytes for Document Space Your personal document space Since we started zistemo to help you run your business from one place – your zistemo account – we also give you some personal document space where you can safely store files, as it follows: – […]

The Referral Code

Your own referral code We support an easy-to-remember referral code based on your first + last name and maybe a number (e.g. MartaMustermann or MartaMustermann1). Use it, promote it on your online channels and share it with your friends, colleagues or business partners. Each time someone uses your code to […]

Text Cloud for Tax Categories

Whenever you create/add an expense, just type in a phrase related to the context where you’ve spent the money, for instance ‘dinner’ or ‘lunch’. Based on the hint you typed, zistemo will provide several choices for the correct tax accounts and expense types. You just have to select the right category […]

Staff Position

With zistemo, it’s very simple to map your staff and assign specific positions they have within your business and on each internal project, they’re involved in. The ’Position’ field is meant to simplify any staff, projects and time overview you’re interested in. Simply go to ‘Contacts’ ➝’Staff’, select one of […]

How to Know if a Client Saw your Email

In order to help you get paid faster and simplify the relationship with your clients, zistemo added the ‘E-mail has been viewed by client’ update in the ‘Invoice History’. You’ll no longer have to wonder whether your clients have received your invoices or to call them in order to make […]

Partial Payments

On zistemo you can record a full or partial payment to an invoice. To do that, just go to the invoice list, choose an invoice and click “Add a payment”: On the “Enter Payment” page, uncheck “Pay in full” and enter the needed amount. After clicking “Save Payments”, the invoice […]

Expense Report

What is the zistemo Expense Report? The zistemo Expense Report is a quick and handy reporting tool which helps freelancers, startups and small businesses. Use the ‘Expense Report’ to track your business spending. Using the Expense Report? You can easily access it by going to ‘Reporting’, then click on ‘Accounting […]

Payments Collected

What is the zistemo ‘Payments Collected’ report? The zistemo Payments Collected is a quick and handy reporting tool which helps freelancers, startups and small businesses. Use the ‘Payments Collected’ to see how much money you have received from your clients. Where can I find the ‘Payments Collected’? You can easily […]

Accounts Aging

Accounts Aging is a report where you can see how much money your clients owe you. The data is grouped per clients and per time periods listed in 30–day aging “buckets”, so you can easily evaluate:  the health of your business; identify habitual late payers. Just go to Reporting  -> Client Reports -> Accounts Aging to get […]