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Step-by-step answers for everything in thruflow, from your first forwarded email to posting in QuickBooks and getting paid.
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64 articles · 10 topics · press / to search
- Getting startedSet up your organization, bring your team in and find your way around.6 articles
- Email & documentsForwarding addresses, uploads, and checking what was read.5 articles
- Orders & pricingApproving orders, price lists, and credit limits that hold risky orders.3 articles
- Campaigns for agenciesEstimates, scopes and milestones, the team's time, purchase orders, and billing a campaign over time.19 articles
- Inventory & shippingStock by location, picking, packing and shipping orders, and invoicing what shipped.5 articles
- Invoicing & getting paidInvoices, reminders, statements, payments, credits and disputes.9 articles
- Bills & payablesVendor bills from inbox to approved, posted and paid.2 articles
- QuickBooksConnect, map, post without duplicates, and keep payments in step.7 articles
- ReportsReady-made reports, your own canvases, exports and the cash forecast.3 articles
- Security & adminTwo-step verification, roles, approval rules and the audit trail.5 articles
Most read
- Your forwarding addressesEach organization has its own addresses for customer orders, invoices, vendor bills and payments. Forward to them by hand or with a rule.
- Connect QuickBooks OnlineLink your QuickBooks company, then import customers, vendors and items so nothing is created twice.
- Post to QuickBooks without duplicatesPreview exactly what will be written, post one or many at once, and retry safely if QuickBooks is slow.
- Record payments, including part paymentsRecord a payment against one invoice or spread one across many, with credit notes, early-pay discounts and short payments handled.
- Two-step verificationAdd a code from an authenticator app to your sign-in, and choose what your organization asks for.
- Send invoices, and test before you go liveEmail invoices from thruflow with a PDF and a pay link. Start in test delivery so the first ones come to you.
Getting started
- Your first week with thruflowWhat to set up first, in the order that gets your first order or invoice through the same day.
- Today: everything that needs you, in one listOne page for what the back office needs from a person: what's one click, what's yours to decide, and what Autopilot already did.
- Autopilot: let thruflow take the routine stepsChoose which routine steps thruflow takes by itself, up to what amount, and get a morning brief of what it did and what needs you.
- Invite your team and choose their rolesAdd people by email, pick a role for each, and resend or cancel an invite that hasn't been used.
- Keyboard shortcuts and the command paletteMove around thruflow without the mouse: search anything, jump between pages and work through a queue.
- Work in more than one organizationBelong to several companies with one sign-in, and switch between them in a click.
Email & documents
- Your forwarding addressesEach organization has its own addresses for customer orders, invoices, vendor bills and payments. Forward to them by hand or with a rule.
- Upload documents by handDrop in files that didn't come by email: a scan, a photo, a batch of PDFs.
- Check what was readEvery value is shown where it was found on the page. Confirm the ones thruflow isn't sure of, fix any it got wrong, then approve.
- Duplicates and PDFs with several documentsHow thruflow spots a document sent twice, and splits one file into the invoices or bills inside it.
- Remittance advice: payments that match themselvesHave customers send remittance to your payments address and each payment arrives split across the invoices it pays.
Orders & pricing
- From purchase order to invoiceA customer's order comes in, is checked and approved, priced from their price list, then invoiced.
- Price lists, quantity breaks and promotionsGive each customer their own prices and check every order against them automatically.
- Credit limits and credit holdsStop new orders from customers who are over their limit or badly past due, before anything ships.
Campaigns for agencies
- Write an estimate and have the client accept itPrice the work from your rate card, send it, and let the client accept it in their portal. Accepted, it becomes the campaign, with nothing typed twice.
- Bill a campaign over time against its scopeGive a campaign a scope of fees, retainers, milestones, hours, costs and media, and bill each part as it falls due.
- Campaigns, from the signed order to the last invoiceOne place for a campaign's whole life: new work to check and approve, campaigns under way, finished ones, and the engagements they sit under.
- Media: from the insertion order or from vendors' billsBill a campaign's media up front from its insertion order, or at cost as vendors invoice it, with your fee as a percent of net or gross, a flat fee, or tiers.
- Check media against vendors' billsBy channel: what the insertion order planned, what the client was billed and what vendors invoiced. Credit what was billed and not delivered.
- Ad platforms' and vendors' bills by email, straight to a campaignForward a Google Ads or Facebook receipt, or any vendor's bill, to a campaign's own address. It arrives linked, read and coded, ready to bill with your fee.
- Billable items and preparing an invoiceEvery installment, retainer period, cost and media line is an item first. Invoices are made from the items that are ready.
- Costs passed on to the clientCode a vendor bill's lines to a campaign, pass them on at cost plus a markup, and see each campaign's cost and margin.
- Change orders, closing a campaign, and engagementsChange an approved scope with a second approval, and the client's. Close a campaign once it's billed. Group campaigns under engagements you can renew.
- Log time and have it approvedLog the hours you worked on a campaign, submit them, and have someone else approve them so they can be billed.
- Time and materialsBill approved hours at their rate, with an estimate or a not-to-exceed amount, and gather them into one invoice line per role.
- Retainers with hoursSay how many hours a retainer's fee covers each period, and what happens to hours over and hours unused.
- Rates for a particular client, and what each fee isGive a client rates of their own (commission, fees, hourly rates, markup), see them beside the agency's card, and know how every fee on an invoice is worked out.
- Billing roles, hourly rates and staff costSet what an hour of each role bills at, give each person a billing role and a cost rate, and see what staff time costs a campaign.
- Autopilot for agencies: fast, with a person where it countsFollow-ups, deliverable reminders, retainer invoices, matched bills and time nudges, done or prepared by Autopilot. First emails and decisions stay with people.
- Team capacity, bookings and utilizationBook people onto campaigns by the week, see who's over or under, and measure utilization against each role's target, with leave taken out.
- Purchase orders for freelancers, production and mediaRaise a purchase order when you commit money to a vendor, so the campaign shows what's committed before the bill arrives, and the bill is checked against it.
- What clients see: campaigns, deliverables and updatesClients follow their campaigns in their portal, accept estimates and deliverables there, and get an update from you drafted from the records.
- AI that drafts, and the rules that decideWith AI on, Claude drafts estimates, time, invoice wording, reminders and client updates. Every figure is still worked out by rule, and a person confirms everything.
Inventory & shipping
- Inventory: products, locations and stockKeep stock in thruflow alongside the orders it's for: on hand, committed to orders and available, per product and per location.
- Print & decoration: blanks out, finished goods backSend blanks to be screen printed, embroidered or heat pressed, keep them on your books at the printer, and get each finished piece back at its true cost.
- Receive, count, adjust and move stockThe four ways stock changes outside an order, each kept as a movement with what was on hand after it.
- Pick, pack and ship ordersApproved orders wait in one queue. Ship all of an order or part of it, with the carrier, tracking, a packing slip and an email to the customer.
- Invoice once it ships, and close an order shortChoose whether orders are invoiced when they're approved or once they've shipped, and bill only what went when the rest isn't coming.
Invoicing & getting paid
- Send invoices, and test before you go liveEmail invoices from thruflow with a PDF and a pay link. Start in test delivery so the first ones come to you.
- Reminders and statementsNudge a customer about an overdue invoice, or send their whole account in one click.
- Customer replies: read and answeredReplies to your invoices, reminders and statements land in one place, each sorted and tied to the customer and invoice, with the step it points to and an answer drafted.
- Collections: who to chase todayEvery overdue account, ranked, with its next step: a reminder, a call, holding new orders, a final notice. Calls and promises are kept on the account.
- Recover: money leaking between the order and the bankGoods shipped and not billed, short payments, late discounts, vendors charging more, prices given away: found in your books, with the way to get each back.
- Record payments, including part paymentsRecord a payment against one invoice or spread one across many, with credit notes, early-pay discounts and short payments handled.
- Let customers pay onlinePut a pay link on invoices, reminders, statements and PDFs: through QuickBooks Payments or your own payment page.
- Credits, returns and deductions in disputeIssue a credit memo with its reason, apply it to open invoices, and hold short payments in dispute until they're settled.
- Late fees and early-payment discountsCharge a fee on invoices past due, or offer terms like 2/10 Net 30 that reward paying early.
Bills & payables
QuickBooks
- Connect QuickBooks OnlineLink your QuickBooks company, then import customers, vendors and items so nothing is created twice.
- Choose where each line postsMap each kind of line to a QuickBooks item or account, and set where payments land.
- Post to QuickBooks without duplicatesPreview exactly what will be written, post one or many at once, and retry safely if QuickBooks is slow.
- Payments recorded in QuickBooksPayments entered in QuickBooks come back into thruflow, matched to the right invoices, so balances agree.
- Reconcile balances with QuickBooks or SAPEvery customer's and vendor's balance in thruflow against your accounting system, and every difference explained, with how to settle it.
- Balance certificates: proof your books match QuickBooksEach morning thruflow checks every customer and vendor against QuickBooks and keeps the result as a sealed certificate you can share with your accountant or lender.
- Bring your books over from QuickBooksCustomers, vendors and every invoice and bill still owed, brought into thruflow once and linked, so both sides agree from day one.
Reports
- Reports and canvasesTwenty-three ready-made reports, and canvases where you arrange your own: filtered, pivoted and charted.
- Export to Excel, CSV or PDFEvery list and report exports with real currency, dates and percents, ready for your accountant.
- How the cash forecast worksA 13-week view of money in and out, based on when each customer actually pays.
Security & admin
- Two-step verificationAdd a code from an authenticator app to your sign-in, and choose what your organization asks for.
- Roles and permissionsDecide exactly what Submitters, Approvers, Finance and Admins can do in your organization.
- Approval rules: strict or relaxedSeparate who enters, approves and pays, or let a small team do it all while the audit trail notes each waiver.
- The audit trail, and verifying itEvery change is recorded, can't be edited or deleted, and is sealed into a chain anyone can verify.
- Your data: where it's kept and how to delete itWhat's stored, where, who can see it, and how to close your account.
Still stuck?
Write to us and a person who knows thruflow will answer. Say what you were doing and what you saw.