📖 Welcome Guide
Learn Paysheet in 15 minutes
Everything from creating your first project to sending clients their delivered files. Jump to any chapter or go step by step.
1
Projects & Studio SetupCreate events, add days, configure studio info
✓→2
Quotation BuilderMulti-package quotes, crew rates, PDF & share
✓→3
Invoices & PaymentsRecord advances, generate invoice PDF, balance due
✓→4
Crew ManagementAssign crew, set rates, track payments
✓→5
Client PortalMagic link, 4-digit PIN, deliverable status
✓→6
Tips & Common MistakesPro workflow habits, mistakes to avoid
✓→💡
Tap a language in the top bar to read each slide in English, हिंदी, తెలుగు, ಕನ್ನಡ or தமிழ். Use ← → keys or swipe to navigate.
Chapter 1 · Projects
The Events Dashboard
Opening Paysheet lands you on the Events screen. Every client booking lives here as a project card.
EVENTS
🔍 Search events, clients…
Events
Analytics
Calendar
👆 tap the cards
1
Tap ＋ (centre of bottom nav) to create a new projectFill client name, phone, venue and package amount
2
Each card shows event date, status chip, and total valueStatus flows: Upcoming → Editing → Delivered
3
Tap any card to open Event Detail — 4 tabs insideSummary · Days · Payments · Crew
Chapter 1 · Projects
Inside a Project — the 4 tabs
Every project has four tabs at the bottom: Summary, Days, Payments, Crew.
📋 Status: Upcoming
📍 Taj Falaknuma Palace, Hyderabad
Linked Quotation
QT-384721 → View
📊
Summary — KPI cards: total, received, balance, crew costAlso shows linked quotation and project status
📅
Days — All event functions (Wedding, Haldi, Reception…)Expand each day to see crew and deliverables
💳
Payments — Record each instalment from clientInvoice PDF is generated from here
👥
Crew — All crew assigned across all daysSee who's paid and who's pending
Chapter 1 · Projects
Adding event days
In the Days tab, add each function — Wedding, Haldi, Reception, Sangeeth — as a separate day. Each gets its own crew and deliverables.
💒 Wedding
Taj Falaknuma · 3 crew
₹12,000
🌼 Haldi
Date not confirmed
TBD
＋ Add Day
💒 Wedding
🎉 Reception
🌼 Haldi
🎶 Sangeeth
💍 Engagement
📸 Pre-Wedding
💡
TBD dates: Toggle if not confirmed yet. Update the date later — crew calendar and reminders auto-update automatically.
Chapter 1 · Studio Setup
Set up your studio profile
Your studio name, logo, and contacts appear on every PDF. Set this up once — applies everywhere automatically.
🏢
Studio Name
Krishna Photography
›
🧾
GST Number
36AAACK2296P1ZE
›
✍️
Tagline
Capturing moments…
›
1
Tap ⚙️ top-right → Studio InfoOn the main Home screen
2
Enter Name, Phone, Email, GSTGST prints on invoices if you're registered
3
Upload your Studio Logo (PNG or JPEG)Appears in all invoice, quotation, and receipt headers
⚠️Do this first! Without a logo, all PDFs show plain text. Upload before sending anything to a client.
Chapter 2 · Quotations
The Quotation Builder
Access from Tools tab → Quotation Builder. Create multi-package quotes with crew costs, deliverables, payment terms — share as link or PDF.
Recent Quotes
Ravi & Priya
QT-384721
Accepted
₹1,12,000
＋ New Quotation
Events
Analytics
Tools
Calendar
Staff
📦
Multi-package quotesSilver, Gold, Platinum — client picks their package
🔒
Internal crew ratesNever shown to clients — only for your margin tracking
📄
3 share formatsInteractive link · PDF · Side-by-side comparison PDF
Chapter 2 · Quotations
Building a quotation
Step-by-step process for every new client enquiry.
✕
QUOTATION BUILDER
Preview
Client Name *
Sharma Family
Packages
1
Tools → Quotation Builder → + NewAuto-generates unique QT-XXXXXX number
2
Fill Client Name, Phone, Venue, Event DatePhone pre-fills WhatsApp sharing link automatically
3
Create packages — Silver / Gold / PlatinumSet price, optional discount, internal crew cost per package
4
Under each package, add events + deliverablesToggle Teaser, Video, Album per function day
5
Review Payment Terms in the Extras sectionEdit to match your actual policy before first send
Chapter 2 · Quotations
Packages, discounts & crew costs
Each package has a client price, optional discount, and an internal crew cost that's never shown to the client.
Net Total₹90,000
🔒 Internal crew cost₹62,000
✓ Margin₹28,000
Package Price₹95,000
Discount−₹5,000
Net Total (shown to client)₹90,000
🔒 Crew Cost (you only)₹62,000
🔒
Crew rates are 100% internal. Never appear in client PDF or interactive link. Only visible to you for margin tracking.
Chapter 2 · Quotations
Sharing quotes with clients
Three ways to send — each serves a different purpose.
🔗
Interactive LinkClient selects their package, copies WhatsApp summary. Best for first send.
⬇️
Download PDFBeige/gold styled PDF with your logo. For email or formal clients.
📊
Compare PDFAll packages side-by-side. Great when client is deciding between tiers.
1
Tap 👁 Preview — see exactly what the client sees
2
Tap 🔗 Share Link → copies URL + QR → paste to WhatsApp
3
Mark status Sent immediately to track your pipeline
🚀
Auto-Prepare: When accepted, tap Auto-Prepare — creates project, events, crew, and post-prod tasks in one tap!
Chapter 2 · Quotations
Quote statuses & lifecycle
Track every quote from draft to outcome. Update after each client interaction.
Draft
Not sent
Sent
Awaiting
Accepted
Confirmed
Rejected
Lost lead
📝
Draft — Still building. Client hasn't seen it yet.
📤
Sent — Link/PDF sharedMark this immediately after sharing
✅
Accepted — Client confirmed! Use Auto-PrepareCreates project, events, crew automatically
❌
Rejected — Keep for records and pipeline analysis
⚠️Always set Quote Valid For: 7 days in Extras. Prevents clients from demanding old prices months later.
Chapter 3 · Invoices
Generating an invoice
Invoices are generated from the project's Payments tab — track advances, apply discounts, calculate balance due.
Krishna Studios
Photography & Videography
GST: 36AAACK2296P1ZE
Invoice
INV-384721
15 Jan 2025
Gold Package₹1,10,000
Discount−₹5,500
Advance · 10 Nov−₹30,000
Balance Due₹74,500
1
Project → Payments tab → tap InvoiceSelect which events to include
2
Apply Discount in ₹ or %Converts automatically
3
Add all Payments Received with datesEach instalment separately for clean history
4
Tap ⬇️ Download PDFPrint-ready invoice opens in new tab
Chapter 3 · Invoices
Recording payments & receipts
Record every instalment as it arrives. Balance updates automatically. Send WhatsApp receipts instantly.
Package Total₹1,10,000
Discount (5%)−₹5,500
Advance · 10 Nov−₹30,000
Wedding Day · 15 Jan−₹40,000
Balance Due₹34,500
1
Tap + Add Payment — enter date, amount, mode (UPI/Cash/Bank)Add each instalment separately
2
Tap Generate Receipt → Share to WhatsAppPre-fills client's number. Shows amount, date, balance.
📋
Standard structure: 25% advance → 25% on first shoot → 90% before last event → 100% before delivery.
Chapter 4 · Crew
Your crew database — Staff tab
Add crew once, reuse across all projects forever.
STAFF
Permanent employees & salary management
RK
Ravi Kumar
2nd Photographer
₹3,500/day
Events
Analytics
Tools
Calendar
Staff
1
Tap Staff tab → + AddEnter Name, Role, Default Day Rate
2
Once added, available across all projectsNo re-entry needed ever again
3
Default rate can be overridden per projecte.g. Ravi ₹3,500 normally → ₹4,000 for big weddings
Chapter 4 · Crew
Assigning crew & recording payments
Assign crew to each shoot day, track what you owe them, generate receipts.
Wedding · 15 Jan
RK
Ravi Kumar · 2nd Photo
✓ Paid
₹3,500
SK
Suresh K · Video
⏳ Pending ₹4,000
₹4,000
Reception · 16 Jan
AM
Anand M · Drone
⏳ Pending ₹5,000
₹5,000
＋ Assign Crew to Day
1
Crew tab → tap a day → + AssignSelect from staff list or add a new name
2
Record payment → Mark Fully Paid when doneCrew member turns green
3
Generate Crew Receipt PDFProof of payment they can keep
📲
WhatsApp reminder: One tap sends "Hi Ravi, ₹3,500 for Sharma Wedding is pending." to their number.
Chapter 5 · Client Portal
The Client Portal
Give clients a private webpage — magic link + 4-digit PIN — to check status and access files. No more "when will my photos come?"
Hello, Priya! 👋
Here's your latest project update
📋 Status — Editing
✏️ Currently editing your photos & videos
📁 Deliverables
📸Photo GalleryReadyOpen ↗
🎬TeaserEditing
🔗 Magic Link
🔑 4-digit PIN
📱 No app needed
🔄 Live updates
✅
Studio plan onlyClient Portal requires an active Studio plan subscription
Chapter 5 · Client Portal
Setting up & updating the portal
Configure from inside the project's Clients tab. Keep updating as post-production progresses.
✓Booked
✓Shoot
✏️Edit
👁Review
🎉Done
1
Project → Clients tab → scroll to Client Portal → toggle ON
2
Set 4-digit PINTip: last 4 digits of client's phone — unique and easy
3
Set Project Status and configure deliverables per event
4
When file is ready → paste Drive/WeTransfer linkClient gets an "Open ↗" button
5
Tap Share on WhatsAppSends portal link + PIN to client automatically
🔄
Tell clients upfront: "Check your portal anytime for updates." Saves hours of WhatsApp messages every month.
Chapter 6 · Tips & Mistakes
Pro tips & mistakes to avoid
Build these habits from day one. Avoid these mistakes that trip up new users.
✓
Always set Quote Valid For: 7 daysPrevents old-price demands from clients
✓
Create crew templates in Quotation Builder"Full Wedding Team" → apply in one tap
✓
Use Auto-Prepare the moment a quote is acceptedProject, events, crew, post-prod tasks — all at once
✓
Record payments immediately when receivedDon't leave for later
❌No logo: All PDFs show plain text. Upload logo first before any client send.
❌Portal before deliverables: Configure all deliverable statuses before sharing the portal link.
❌TBD dates forever: Update dates the moment they're confirmed — crew calendar depends on it.
❌Skipping Payment Terms: Edit the pre-filled defaults to match your actual policy before first send.
🎉 All Done!
You know Paysheet now
All 6 chapters complete. Here's your quick reference cheat sheet.
✅Tutorial Complete!
Jump back to any chapter from slide 1.
🚀
New booking checklistCreate project → Add days → Build quote → Share → Accept → Auto-Prepare → Enable portal → Invoice
📅
After every shootAssign crew → Record advance → Update portal → Set deliverables to Editing
📤
After deliveryFinal payment → Invoice → Receipt → Mark Delivered on portal
🆘
Need help?paysheet.in/support · Or tap ? in app settings
📖
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