Help center
Short guides with a video for each step: connect e-mail and WhatsApp, upload a bank statement, ask suppliers for what is missing and send your accountant the month.
Getting started
Sign up, connect e-mail and WhatsApp, send invoices
- ScaleFlow in 45 secondsInvoices arrive from e-mail and WhatsApp, you see against the bank statement what is missing — and we ask the supplier for it.
- Sign up — no credit cardSign-up takes a minute, and there is nothing to cancel if you don’t continue.
- First setup: your businessChoose the country, business name and currency — they decide the tax ID, VAT and the files for your accountant.
- Forward invoices from Gmail — set it onceSet up automatic forwarding in Gmail, including the confirmation code and the filter.
- Older invoices from Gmail — up to 4 years backForward the invoices already sitting in your inbox in one go.
- Outlook: a forwarding ruleAutomatic forwarding from Outlook — no confirmation code needed.
- Business Outlook blocks forwarding? Here’s what to doSome organisations’ Microsoft 365 blocks forwarding outside — a security setting, not a fault.
- On iPhone: invoices from iCloud MailComing soonUsing iCloud Mail? The forwarding rule is set on the iCloud website, not on the iPhone.
- Connect WhatsAppAdd the numbers you’ll send invoices from — and start sending.
- Send an invoice on WhatsApp: photo, PDF or linkThree ways to send — and a confirmation for every document.
- When the bot isn’t sure: duplicate, unreadable, not an invoiceDuplicates, blurry photos and things that are not invoices are not filed.
Bank and matching
Bank statement, the payments screen, questions and rules
- Upload a bank statementThe bank statement is the basis for the list of what’s missing: every outgoing payment gets a status.
- Reading the payments screenTabs by status, and 'How it was matched' for every payment we found an invoice for.
- Question card: remember next time, or just this onceWhen a payment is unclear, we ask instead of guessing.
- Change a category — and teach the system'Remember forever' applies the change to all of a supplier’s documents; 'Only this time' to this one only.
- A detail missing on an invoice? Fill it in a minuteWhen we couldn’t read a detail, we mark exactly what is missing.
- VAT to reclaim — on the home screenHow much VAT is waiting to be reclaimed, and how much is stuck in invoices that are still missing.
What’s missing
Reminders, supplier requests and follow-up
- WhatsApp reminder: reply with a numberThe list of payments still without an invoice comes to you on WhatsApp — reply without opening the app.
- Ask the supplier for the invoice directlyOne click sends the supplier a clear request, in your business’s name.
- The 'Missing documents' screen: what was sent, what was answeredEvery reminder and every supplier request — and what happened to it.
- A supplier who doesn’t want messages: STOPEvery supplier request includes a way to opt out.
Your accountant
The monthly report, exports and the partner programme
- The monthly report for your accountantChoose recipients, day and frequency — your accountant gets a closed month.
- Send a single document to your accountantYour accountant needs one invoice now? No need to wait for the report.
- For accountants: the partner programmeA monthly commission on every client who joins through you — or an office plan for all your clients.
Account and billing
Several businesses, free trial and privacy
Didn’t find an answer? Write to us on WhatsApp or by e-mail and we’ll get back to you.