How to use Zyph, step by step

The 3 things you will do most

1. Issue invoices to customers
2. Keep your stock correct
3. See if you are making money (Dashboard and Reports)

Two things worth knowing before you start

• Zyph opens in Portuguese. If you prefer English, switch it in Settings → Localization (for the whole company) or in your profile (just for you). Every screen, document and email follows.
• Light or dark: the button beside your name in the top bar switches, and Zyph remembers. The public page opens light; inside the app, Zyph follows your computer or phone until you choose.

Every screen carries the same small icon as its entry in the left-hand menu, so you always know where you are.

Create your account

1. Open the Zyph address in your browser
2. Click Get started and fill in your name, email, password and company name
3. You go straight into a short guide — no email wall. Four steps: make it yours, add a customer, add a product, issue your first invoice. You can skip to the dashboard anytime.
4. You are the Admin of your company. A gentle reminder to confirm your email stays at the top until you do.

First 5 minutes

1. Add a customer — a name is enough to start
2. Add a product — name and price is enough
3. Issue your first invoice — pick the customer, pick the product, click Issue and download the PDF

That is it — you have invoiced with Zyph. Everything else builds on this.

Set up your company (recommended, 5 more minutes)

• Company details and tax ID — these appear on your invoice PDFs
• Logo — appears on all documents
• Currency — used across the app. VAT rates are fixed by your country (Mozambique: 16%, 5%, Exempt); you pick one per product
• Invoice numbering — e.g. prefix INV-2026- starting at 1

Invite your team

Settings → Users → Invite. The person receives an email and sets their own password. Choose a role:

Each person sees only what their role allows. Settings → Users → What each role can do explains it in plain words. You can also give a department and a job title — those are labels for organising, separate from access.

Administrator

Creates the account, sets up the company (tax ID, logo, currency, numbering) and invites the team. Only the administrator opens Settings and the Zyph subscription. If a colleague cannot see a menu item, the role is almost always why.

Manager

Runs the day to day — invoices, stock, purchases, expenses and reports — without touching settings or access. That is the seat for whoever directs operations.

User (sales, warehouse, finance, HR)

Each role opens only its slice of the work: sales (customers and invoices), warehouse (products and stock), finance (expenses and ledgers), HR (people and leave). The menu shrinks with the role. Department and job title are labels, not permissions.

Customer

They have no login on the company account. They receive quotes, invoices and receipts as PDFs by email, with the company’s brand and payment details. Email replies go to the company, not to Zyph.

The Zyph ERP manual at /legal covers the same four seats with Zyph Tech, Lda.’s institutional framing.

• Sales and expenses this month, each with an arrow versus last month
• Net result — the difference, green when positive
• Needs your attention — overdue invoices, low stock and money due this week, each one click from the fix
• Quick actions at the top — new invoice, new customer, new expense
• Latest invoices and money coming in vs going out over the next 30 days

Start every day here. Red numbers are the ones asking for attention.

• Add: the New button — a name is enough; tax ID and address show on invoices if you fill them in
• Find: search by name, tax ID or email
• Open a customer to see quotes, invoices and how much they still owe you
• Open a supplier to see purchase orders and what you still owe them
• Delete: if they already have documents, they are archived — your history stays intact

Contacts

Contacts are the actual people — the buyer at a business customer, the accountant you email invoices to. A contact can stand alone or be linked to a customer; one per customer can be marked primary. When you email a document, Zyph offers the customer email and all their contacts. Add them under Contacts in the sidebar, or from a customer page.

Products

Physical goods you keep in stock. Each has a name, optional SKU, category, price (what you charge), cost (what you pay), tax rate and minimum stock. Set the minimum at the level where you would reorder — Zyph alerts you when a product falls below it (orange Low stock badge and a Dashboard list).

Services

Things you sell that are not physical — consulting hours, deliveries, installation. Same price, cost and tax fields, plus a unit (“hour”, “visit”). Services never have stock. Invoices and quotes can mix products and services freely.

Inventory

One screen for everything stock: current levels, the full movement history (filterable by product), low-stock highlights and manual adjustments.

How stock changes (mostly by itself)

• You issue an invoice → stock goes down
• You receive a purchase → stock goes up
• You issue a credit note → stock comes back

For anything else (counting corrections, damaged goods): Inventory → New movement → In, Out or Adjustment, with a reason. Every movement says what changed, when, why and by whom.

Quotes

A quote is a price proposal — it does not touch stock or money yet.

1. Quotes → New quote → pick the customer, add products and quantities (totals calculate themselves)
2. Download the PDF and send it to your customer
3. Mark it Accepted or Rejected
4. If accepted: Convert to invoice — everything copies over

Invoices — the heart of Zyph

1. Invoices → New invoice (or convert a quote) → customer, lines, due date
2. While it is a Draft, you can still edit anything
3. Click Issue — Zyph gives the official number, lowers stock and registers the amount owed to you
4. Download the branded PDF and send it

After issuing, the invoice is locked — that is correct accounting. Made a mistake? Use a credit note or Cancel. Nothing is ever silently rewritten.

Statuses: Draft (grey) → Issued (blue) → Partially paid → Paid (green). Past the due date without payment it shows Overdue (red).

Discount: next to the totals, choose % or a fixed amount. Tax is calculated as normal; the discount comes off afterwards. Works the same on quotes and carries over when a quote becomes an invoice.

Recording payments

Open the invoice → Record payment → amount, date, method (cash, transfer, card…). Partial payments are fine — the invoice shows what is left and turns Paid by itself when complete.

Credit notes

For returns or invoicing mistakes: open the issued invoice → Create credit note → choose the lines. Stock returns and the customer debt is reduced, automatically.

Recurring invoices

For a customer you bill every month (or week, quarter, year): open an already-issued invoice → Make recurring. Choose the frequency, first issue date, payment term and, optionally, an end date. Leave the email tick on so each invoice is sent automatically. On the day, Zyph issues with the agreed lines (later product-price changes do not affect it), emails the customer and drops a notification in your bell. Under Sales → Recurring invoices you can generate now, pause, edit or delete. You do not need to keep the app open.

Pipeline (CRM)

A Kanban board for opportunities before they become invoices. Up to 3 pipelines (for example Sales, After-sales), each with its own columns. Drag cards; one column is Won and one is Lost. On a win, Zyph offers to create a quote or invoice. Only Admin, Manager and Sales use the pipeline; configuring columns is Admin/Manager.

Agenda

Your personal calendar — month, week or day. New event: title, type (meeting, call, task, reminder), times, optional customer or deal, participants and a reminder. By default you see only what you own or are invited to. Admin/Manager can view the team calendar. Only the owner (or an Admin/Manager) can edit or delete.

Tasks

List or board: To do / In progress / Done. Title, description, assignee, priority, due date and an optional link to a customer, deal or event. You see what is assigned to you and what you assigned to others. The assignee gets a bell notification, one day before the due date, and again the day it becomes overdue.

Chat

Internal messaging at your own company — nobody outside can join. Direct message or a named group, with a file up to 10 MB. New messages appear while you have a conversation open (every few seconds). If a colleague has been away, Zyph emails them (at most once every 30 minutes per conversation).

1. Purchases → New purchase order → pick the supplier, products and agreed prices
2. Send the PDF; mark as Sent
3. When goods arrive: Receive and confirm quantities (partial deliveries are fine)
4. On reception, stock goes up and the amount is registered as money you owe the supplier

Expenses

Rent, fuel, software, coffee — record everything: Finance → Expenses → New. Description, category, amount, date. Categories are yours to manage (Rent, Salaries, Marketing…). This is what makes the monthly result on the Dashboard true.

Money owed to you (Receivables)

Created automatically when you issue invoices. The list shows who owes what and since when — overdue in red at the top. Settle by recording the payment on the invoice.

Money you owe (Payables)

Created automatically when you receive purchases; you can also add a manual one (for example a loan instalment). Mark them settled as you pay.

Weekly habit: open Receivables and message the overdue customers. It is the fastest way to improve your cash.

Finance at a glance

• Finance → Overview — totals, expense categories, how old unpaid invoices are, top-5 lists, evolution lines and a comparison with the previous period. Every chart carries a one-line reading underneath.
• Cash view — money in vs money out over time
• Expenses, Receivables and Payables each open with a small summary before the list

• From a document: open an invoice, quote or credit note → Email — the message comes pre-filled in the customer language with the PDF. Receipts can be emailed after a payment.
• Email → Outbox: to whom, when, delivered or failed
• Email → Templates: edit the standard wording in both languages; every future send uses your words
• Email → Compose: any address, Cc, files (up to 5, 8 MB each) and, if you want, a customer to pull addresses and attach an invoice
• Email → Automations: send the invoice when it is issued and the receipt when a payment is recorded. Automatic overdue reminders also live here — those need the daily server job set up on hosting
• On an overdue invoice, Send reminder for a one-off nudge
• By default messages go out from Zyph’s address, replying to yours. To send from your own (for example invoices@yourcompany.co.mz), an Admin sets it up in Settings → Email — there is a Test button
• SMS is the primary channel for a few high-value alerts (new sign-in, forgot password, important notices, Zyph subscription payment, trial ending, monthly report link). Invoices, receipts and overdue reminders stay on email only, to keep SMS costs down. Add your phone in Profile.

• HR → People: each team member’s file — department, job title, contract type, key dates. Linked to their user account when they have one
• HR → Leave: request and approve absences (annual, sick, unpaid…). HR or an Admin reviews; everyone sees their own history
• HR → Team activity: an honest summary of work done in Zyph — invoices issued, quotes sent, payments recorded, stock received — per person, per period, exportable to PDF. Everyone can see their own under the profile menu; only HR/Admin see the team view. It counts real work actions, never keystrokes or screens

• Sales by period — how much you sold, compared with the previous period
• Expenses by category — where the money goes
• Top products — what actually sells
• Monthly summary — sales, expenses, result: your month on one page

Month-end routine (10 minutes): Monthly summary → Expenses by category → Overdue receivables → chase, decide, done.

The documents you download

Invoices, quotes, credit notes, receipts, purchase orders and reports follow one branded look:

• Your logo beside the company details (or the Zyph name if you have not added one)
• The customer details and dates, without repeating the company identity
• A line-item table with a branded header, a highlighted Total, and the amount in words on invoices and receipts (Portuguese)
• Receipts describe the transaction (invoice lines, method and amount received) and do not include a signature pad for the issuer
• Commercial footer (payment details, terms, contact) only on invoices, quotes and similar documents — reports stay numbers-only
• Company identity at the top of the first page and the line “Computer-processed - Zyph ERP”; later pages continue the table
• The customer language (Portuguese or English) and your currency; Mozambican companies also get the NUIT, the per-rate VAT breakdown and the IRPC or IRPS withholding line

You do not configure any of this — it just comes out right. Longer reports flow across pages keeping the table heading and page count.

• Company profile — details and logo used on all PDFs
• Branding and themes — logo, colour and look everywhere
• Dark mode — the moon/sun button in the top bar; your brand colour stays consistent in both
• Localization — language, currency and country profile
• Fiscal settings — VAT regime, rates, IRPC (companies) and IRPS (individuals)
• Document numbering — invoice/quote prefixes and next numbers
• Users — invite, edit, change roles, deactivate. Zyph never lets the last Admin be removed: make someone else Admin first
• Departments and job titles — labels; departments can be merged if you reorganise
• Email — how outgoing mail is sent
• Domains — optional: an address like yourcompany.zyphtech.com, or a domain you already own. The screen shows the DNS records and a Verify button. If it says unavailable, your hosting plan does not support it — everything else works normally

My profile (everyone)

Click your name (top right) → Profile: name, email, password and preferred language. You can also delete your own account — documents and history stay with the company. If you are the only Admin, Zyph blocks it until you make someone else Admin.

Branding and themes

Settings → Branding. One screen sets how the business looks across the app, documents and emails, with a live preview on the right. Upload your logo (PNG, JPG or SVG, up to 2 MB) — it appears on the top bar, on PDFs and in email headers. Colour can come from the logo, from suggestions, or an exact colour. Zyph checks that text stays readable; if a colour would be too hard to read, it nudges it and tells you. You can always go back to the Zyph default. The company theme (light or dark sidebar) is the look every teammate sees; each person can pick their own in Profile → My theme. Document footers take the contact email/phone, payment details (M-Pesa, e-Mola, bank), terms and a thank-you line.

Point of sale (the counter)

1. Tap an item to add it to the sale (tap again to add another; use − and + to adjust)
2. Choose the customer, or leave Walk-in customer for a normal counter sale
3. Choose the payment method. In cash, type the amount tendered and change appears on its own
4. Click Charge — the invoice is issued, the payment recorded, stock goes down and the receipt is ready to print

The last five sales stay at hand to reprint a receipt. What appears in the catalogue follows the company type (Settings → Company profile).

Attendance

Beside your name there is Clock in. After you click it, it shows time worked and becomes Clock out. My attendance (in your menu) shows your days and the month total. HR → Attendance shows the whole team, day by day. If someone forgets, HR adds the day by hand — it is marked with the name of whoever entered it. In HR → Settings you set the company hours (start, end, days and grace). Anyone arriving after start plus grace is marked Late. If you do not set hours, nobody is marked late.

Good habits

• Record payments and expenses the day they happen — 30 seconds now beats one lost hour at month-end
• Trust the colours: red = act, orange = watch, green = fine
• Use quotes for anything negotiable; only issue invoices you are sure about

Common questions

I cannot edit an invoice. It is issued — that is by design. Use a credit note or cancel it.

Stock looks wrong. Open the product → movement history. Find the odd movement, then fix with an Adjustment and a clear reason.

I cannot see a menu item. Your role does not include it — ask your Admin.

I deleted a customer by accident. If they had documents, they are only archived — an Admin can restore them.

I forgot my password. Forgot password on the login screen → check your email (and SMS, if you have a phone on your profile).

I uploaded a logo but it does not show. Go to Settings → Company profile, choose your image (PNG, JPG or SVG, up to 2 MB) and Save — it then appears on screen and on every PDF.

My PDF did not download. Try again in a moment. Zyph falls back to a built-in engine if the main one is briefly unavailable, so you still get the document.