Cyso Flow — User Guide

First-Time Setup

Before you start booking jobs, spend two minutes filling in your business details. This information goes directly onto every invoice you create.

1

Business Details

Enter your Business Name, address, phone number and VAT number. These appear at the top of every invoice.

2

Invoice Settings

Set your default VAT rate (e.g. 21%) and a payment note — for example: "Payment due within 14 days."

3

Work Hours

Toggle which days of the week you work and set your normal start/end times. This is used in job scheduling.

4

Google Drive & Calendar (optional)

Tap Connect Drive to save invoices to your Google Drive automatically. Tap Connect Calendar to sync jobs with Google Calendar.

Business & Invoice details

Work Hours — toggle your working days

Connect Google Drive & Calendar

Your Dashboard

The Dashboard is your daily command centre. At a glance you can see this month's revenue, your calendar of booked dates, and all upcoming jobs.

Dashboard — revenue, calendar & jobs

📈

Revenue Banner

Shows total revenue and profit for the current month. Green means you're on track.

📅

Calendar

Dates with a blue dot have scheduled jobs. Tap any date to filter the job list below.

📋

Job Cards

Each card shows the customer name, job type, time, and whether it's been paid (green border) or not (orange border).

Navigation Bar

At the bottom of the screen (or left side on desktop) you have five main sections:

Adding & Managing Customers

Your customer list is the foundation of Cyso Flow. Every job and invoice is linked to a customer you've saved here.

1

Open the Customers page

Tap Customers in the navigation bar. You'll see a list of all saved customers with a search bar at the top.

2

Tap "+ Add Customer"

The blue button at the top right opens the customer form.

3

Fill in the details

Enter the customer's name, phone number, email, and address. Notes are optional — use them for site access codes, parking instructions, etc.

4

Tap "Save Customer"

The customer is saved instantly and appears in your list. You can edit or delete them at any time.

The Add Customer form

Creating a Job

A "job" is a scheduled appointment with a customer. You can record the work done, materials used, travel time, pricing, and profit — all in one place.

The full Job creation form

1

Choose a Customer

Tap the customer field and search by name. The address will fill in automatically.

2

Set the Date & Time

Pick the date, start time, and estimated duration. This adds the job to your calendar.

3

Describe the Work

Enter a job title and description — this goes straight onto the invoice.

4

Enter Pricing

Fill in labour hours, hourly rate, and any materials cost. The app calculates your profit automatically (after materials and travel time deductions).

5

Save & Mark Paid

Tap Save Job. Once the customer pays, toggle the Paid switch — the job card will turn green on your dashboard.

What each job card shows

Adding Photos & Getting a Signature

Protect yourself and your customers by capturing before/after photos and a digital signature on completion.

1

Open the job

Tap any job card on the Dashboard to open the job detail view.

2

Tap "Add Photo"

Choose a photo from your gallery or take one with your camera. You can add up to 10 photos per job (Pro/Teams plan).

3

Label each photo

Give each photo a caption like "Before" or "After the repair" so it's clear in the record.

4

Request a signature

Hand the phone to the customer. They draw their signature on the screen, then tap Save Signature. Their name and timestamp are recorded automatically.

Job detail — photos & signature

Customer signs directly on screen

Generating & Sending an Invoice

Cyso Flow creates a professional PDF invoice in seconds — no design skills needed. You can email it, save it to Google Drive, or share it via WhatsApp.

📋 A professional invoice generated from your job details — ready to send in seconds.

Viewing Your Finances

The Finance page gives you a clear picture of how your business is performing — without needing an accountant.

Finance — revenue, profit & job list

💸

Revenue & Profit cards

See your total revenue (all paid jobs) and your net profit (after materials deducted) for any selected period.

📊

6-Month Bar Chart

A visual history of monthly revenue so you can spot busy seasons and slow months at a glance.

📄

Job List with Paid/Unpaid badges

Every job is listed below the chart. Tap any job to jump straight to it and mark it paid.

📄

Export to Spreadsheet

Tap the export button to download a spreadsheet of all your jobs — useful for your accountant at tax time.

Managing Your Team

The Teams plan lets you invite technicians, assign jobs to them, and see who's working where — all from your admin account.

Inviting a Technician

1

Open the Team page

Tap Team in the navigation bar (visible to admins only).

2

Enter the technician's email

Type the email address of the person you want to invite and tap Send Invite. They will receive an invitation when they log into Cyso Flow.

3

Technician accepts the invite

When they log in, a confirmation screen asks them to accept or decline. Once accepted, they appear in your team list.

Team page — invite & manage technicians

Assigning a Job to a Technician

The "Assign To" field when creating a job

1

Create or edit a job

Open the job form as normal. You'll see a new "Assign To" field that only appears on the Teams plan.

2

Select a technician

Tap the dropdown and choose who should do this job. The assigned technician will see it in their app immediately.

3

Monitor from Dispatch view

Your Dashboard shows a blue chip with the technician's name on each assigned job card — so you always know who's doing what.

👳 Admin dispatch view — blue chips show which technician is assigned to each job.

Technician View

When a technician logs in, they see a simplified view — only their assigned jobs. They can clock in, clock out, add photos, and mark jobs complete.

Technician's job list for the day

1

View assigned jobs

The technician sees only the jobs that have been assigned to them — sorted by time.

2

Tap "Clock In"

When they arrive on site, they tap Clock In. The app records the GPS location and start time.

3

Add photos & notes

They can take before/after photos and add notes from the job detail screen while on site.

4

Clock Out & Mark Complete

Tap Clock Out when leaving. Tap Mark Complete when the work is fully done. The admin sees the update instantly.

🕖 Technician job detail — clocked in, timer running, Clock Out and Mark Complete buttons.

Quick Tips

A few things that will make your day-to-day easier.

Plan Comparison