How do I set up my Profyn account?
Sign up with email, Google or Apple, verify your address, then complete the business profile wizard with your trading name, registration and VAT details. Your dashboard unlocks as soon as the profile is saved.
Help Centre
Guides and answers for every part of Profyn — from your first capture to payroll, reports and billing.
Getting Started
Create your account, register your business and capture your first record.
What should I do first?
Add your business logo, create one customer, then issue a test invoice or capture a receipt with QuickSnap AI. Those three steps populate the dashboard so you can see how the numbers flow.
Can I import my existing records?
You can upload historical invoices, receipts and statements into the document vault and capture the key ones with AI. For bulk migration from another package, contact support and we will guide the import.
Invoicing
Quotes, invoices, online payments, reminders and share links.
How do I create and send an invoice?
Open Sales, choose New Invoice, pick a customer, add catalogue items or free-text lines, then send. The live preview shows exactly what your customer receives, including your logo and banking details.
How do customers pay online?
Enable the Pay Now button on the invoice. Your customer opens the secure link, pays through PayFast, and Profyn marks the invoice paid and reconciles it automatically.
Can I convert a quotation into an invoice?
Yes. Open the accepted quotation and choose Convert to Invoice. Line items, pricing and VAT carry across unchanged.
Expenses
Capture spend, attach proof and keep categories clean.
How do I capture an expense from a photo?
Use QuickSnap AI, photograph the slip, review the extracted supplier, date, VAT and total, then save. The image stays attached to the expense for audit and VAT purposes.
How do I fix a wrong category?
Open the expense and change the category. The original entry is preserved in the audit trail, so nothing is lost and your accountant can see what changed.
What is duplicate review?
Profyn fingerprints every document. If the same receipt is captured twice, it appears in Duplicate Review where you can keep, replace or dismiss the copy.
Payroll
Employees, salary structures, payslips and statutory deductions.
How do I run a payroll cycle?
Add your employees and salary structures, open Payroll, choose Run Payroll for the period, review the calculated PAYE, UIF and SDL, then finalise to generate payslip PDFs.
Are the tax calculations current?
Yes. Profyn applies the current South African tax year brackets, rebates and thresholds for PAYE, plus UIF and SDL rules, and shows the EMP201 totals you need for submission.
Can I record leave and overtime?
Yes. Capture leave requests, overtime hours and bonuses against each employee and they flow into the next payroll run automatically.
Inventory
Catalogue, stock levels and automatic movements.
How do I add products and services?
Open Catalogue and add an item with its SKU, cost price, selling price and opening quantity. Services can be saved without stock tracking.
How does stock update automatically?
Invoicing a tracked item reduces stock; capturing a supplier purchase for that item increases it. Every movement is recorded against the source document.
Banking
Payments, proof of payment matching and reconciliation.
How do I match a proof of payment?
Upload the proof in the Payments or Bank section. Profyn's AI scores it against your open invoices and suggests the best match, which you confirm before it is applied.
Can I record a partial payment?
Yes. Record the amount received and the invoice shows as part-paid with the outstanding balance carried forward.
Reports
Profit and loss, cash flow, VAT readiness and exports.
Which reports are available?
Cash flow, revenue versus expenses, receivables and payables ageing and expense breakdowns are available on all plans. Profit & loss, balance sheet and VAT preparation are on the Professional plan.
How do I export a report for my accountant?
Open the report, choose your date range and export to PDF or CSV, or share a secure time-limited link to the underlying documents instead.
Account Settings
Business profile, branding, users and roles.
How do I change my business details or logo?
Open Settings, edit the business profile and upload your logo. Changes apply to new invoices, quotes and payslips immediately.
How do I invite a team member or accountant?
In Settings, invite the person by email and assign a role — Owner, Admin, Manager or Accountant. Each role controls exactly what they can see and change.
Billing
Plans, invoices, payment status and cancellation.
How do I upgrade, downgrade or cancel?
Open Billing in your account. Upgrades take effect immediately; cancellations keep your paid features until the end of the paid period, then move you to the Free plan.
Where do I find my subscription invoices?
Billing history lists every charge with a downloadable PDF receipt, and receipts are also emailed to you when a payment succeeds.
Troubleshooting
Camera, uploads, sign-in and payment issues.
The camera shows a black screen — what now?
Allow camera permission for the site in your browser settings, close other apps using the camera, then reload the page. If it persists, use the upload option and attach the photo from your gallery.
I did not receive my verification email.
Check spam and promotions folders for a message from our ProFuturePlan sending domain, then request a new link from the sign-in screen. Contact support if it still does not arrive.
A payment succeeded but the invoice still shows unpaid.
Confirmation can take a few minutes to reach us. If the status has not changed after 15 minutes, contact support with the payment reference and we will reconcile it.
Still need a hand?
Our support team answers on business days. You can also read the general FAQ or the billing FAQ.
Contact support