Numar – user guide by role

Numar is one system in which sales, client work, hours, invoicing, bookkeeping and funding use the same customers and the same figures. Pick your role below and read only that part.

IT consultant · Supplier (joint project) · Salesperson · Funding adviser and start-up · Public funding · Entrepreneur and accountant · Customer · Administrator · What is ready

This English guide follows the Finnish one (ohje.html). Screen names are given as they appear when Numar is set to English (the language menu in the top bar). Finnish legal terms are kept where they matter: KPL = the Finnish Accounting Act, OmaVero = MyTax, Vero = the Finnish Tax Administration.

Start here

The menu on the left lists the areas one under another, with the open area's views under it. The open area's name (▾) folds its views away and back when you are on the area's first view; from elsewhere in the area it first takes you to the first view. A group heading (e.g. PUBLIC FUNDING) folds that group's views away and back, remembered in this browser. « Collapse menu (at the bottom of the menu) leaves only the icons; the menu opens when you move the mouse over it. On a phone the menu opens from the ☰ button.

In the menu every area has at least two views, and the views are grouped under headings (Funding, Admin). If you would have only one view in an area and that view is also in another area, the area is left out of the menu (for example the auditor's Sales invoices are under Bookkeeping). Company details also opens for everyone from ⚙ in the top bar next to the company name.

Owner and administrator: Owner is the organisation's owner (the top-bar badge "Owner"): they see and manage every company and user of the organisation. As a company role, Administrator (formerly called Owner) gives every right in that company, user management included.

• Home → Today is a dashboard: today's calendar, your own tasks (✓ ticks one off, the top row adds a new one for today), what is waiting, new contacts (business cards and LinkedIn), key numbers (each opens its place, e.g. Money in the bank → Bank) and the reports of your own dashboard. ⚙ Customise chooses which boxes show and in what order (remembered in this browser). 🗺 Numar's parts shows every part you can use.
• Money boxes (Today): Obligations lists the filings and payments due within 14 days or already late (VAT return, EC sales list, the payroll Incomes Register reports and tax payment, net pay, financial statements, PRH and other statutory deadlines), "N days late" in red, otherwise "N days left"; a row opens the place where it is done. The lights at the top show the fiscal year, the last VAT return, the last pay run and the bank statement (green / yellow / red). Things Numar cannot see done by itself (the Incomes Register reports, the employer's separate report, the tax payment, the tax return, the general meeting, UK filings and payments) are ticked off with the row's ✓ Reported, ✓ Paid or ✓ Held button: the row stays red until it is ticked, a ticked row shows ✓ for the rest of the day (Undo mark takes it back) and is gone the next day. Ticking needs the payroll right (payroll rows) or the right to post to the books (the others). "Check it yourself" shows when you may not tick it. Cash position splits open receivables and payables by age (under 7 days, 7–30 days, over 30 days) by the same rules as the Subledgers; a figure opens the invoice list already filtered. Bank accounts shows each account's balance from the latest statement (and the book balance when it differs) and warns when the statement is over 3 days old; Exceptions lists what needs fixing (unhandled bank transactions, unreadable receipts, duplicates, invoices without a reviewer…). Profit tracking compares this month and the fiscal year to date with the same span a year earlier and draws 12 months of revenue and operating result (pale bar and dashed line = the year before; an exceptionally large month is cut and its value written above the bar). The boxes show only when you have the right to see their figures.
• Search (⌘K / Ctrl+K) in the top bar finds people, companies, investors, sales and purchase invoices, sales deals, board cards and your own tasks, as well as any view. Type a name, business ID, city, invoice number or supplier, for example "mikko", "telia" or "1042". Every word must match, in any order. Views show at once, data below them in groups; Enter or a click opens the hit. Search shows only the open company's data and only what you could open anyway.
• Ask Numar (bottom right) answers from your company's own figures and about using Numar, with your own rights. It never changes anything. It also works as an analyst: ask for example Why did the result change last month?, Which costs grew most this year?, How long will the cash last? or Is there anything to fix in the books?. Numar compares periods account by account, says where a change comes from, questions an unusual figure or forecast, lists data-quality problems in the books (late obligations, bank vs. books differences, subledger differences, old open invoices) and suggests 1–3 next steps. A link in the answer, for example Voucher 14, opens that voucher, invoice or card straight away (only if you could open it anyway).
• Language (EN ▾ in the top bar) switches the whole of Numar: Suomi, Svenska (Finland-Swedish: FO-nummer, moms, Skatteförvaltningen, Inkomstregistret) or English. The choice is kept on your account, also in the phone app (⚙ Settings → Language). The Guide link opens this guide in the language you use (Swedish guide-sv.html), and Ask Numar answers in it. The pages your customers see (offer, web form, booking, support, project page) and the offer PDF are in the customer's language: the offer by the customer's language setting, the others by the browser's language (add ?lang=sv or ?lang=en to the link).
• Theme in the top bar changes the colours: Classic, Evening, Spark, Sea, Sun, Forest, Neon or Contrast. Every colourful theme also has a full colour version where cards and panels are coloured too (text black or white, whichever stands out better). The choice is yours and follows you from device to device.
• ⤢ Wide (on a wide screen) uses the whole window width on every page. Boards and pipelines are always full width, so they don't show the button.
• Two-step sign-in is required for everyone: besides your password, sign-in link or username you always give the 6-digit code from the authenticator app on your phone, in the phone app too. Without the code nobody gets to the data, even if someone else knows the password. At your first sign-in Numar guides you through setting it up before anything else is shown: install an authenticator app on your phone (e.g. Google Authenticator, Microsoft Authenticator, 1Password or Proton Pass), scan the QR code on the screen (or type the key by hand; in the phone app also Add to authenticator app) and enter the code the app shows → Turn on. New phone: click your own email address in the top bar → Two-step sign-in… → Change phone or app… and scan the new QR code with the new phone; the old one stops working only once the new one works. Lost phone: ask your organisation's owner or an administrator to reset your two-step sign-in (Users → person card → Reset two-step sign-in), or contact Numar support. You set up the new phone at your next sign-in. Code not accepted → check that the phone's clock is right and enter the newest code.

IT consultant

An IT consultant's work flows one way in Numar: customer → offer → engagement → task cards → hours → customer approval → invoice. The customer's details are entered once and show in every step.

1. Customer and contacts

1. Choose Sales → Customer register → + New company. Enter the name, business ID (Y-tunnus), city and invoice language.
2. Add the contact people on the company card, for example the orderer, the IT lead and the invoice recipient.
3. When the customer is ready to be invoiced, untick Prospect (not yet a customer). A won deal does this automatically.

2. Offer and engagement (terms of the order)

1. Choose Offers → + New offer. Enter the lines, prices and instalments. The customer gets a link and accepts the offer electronically.
2. An accepted offer or a won deal creates an engagement: billing method, hourly rate, price cap, start and end date.
3. Engagements are under Time → Engagements.

3. Client work: project and task cards

Choose Projects → Client work → + New project. A project is one customer's ongoing work, and every request is a card, for example New laptop for Minna or Upgrade the old servers.

• New project: give a name, choose I am the supplier, then the customer, hourly rate, price cap, start and end, and the terms of the order (e.g. response time). Numar makes an engagement for the project; the hours are invoiced at its rates.
• Top of the project: the parties by colour, your hours, cards waiting for the customer, cards ready to invoice and the terms of the order.
• On a card: task, description, requester, owner, start and due date, estimate in hours and Starts when done (a card that must be finished first).
• Columns: New → Started → In progress → Done → Reported → Approved → Invoiced. You can drag your own cards between columns. Only the customer moves a card to Approved.
• Hours on a card: open the card and enter the day, hours and what you did (Log), or use ▶ Timer. The hours also show in Time.
• Views: Board, List and Gantt. Gantt shows the cards on a timeline from start to due date: suppliers by colour, late ones with a red edge, dependencies as "waiting: X", and a vertical line for today.

4. Customer approval

When the work is done, open the card, choose Report to the customer and write what was done. The customer's contact sees the report and the hours from a link and presses Approve or Return (and says what is missing). The approver's name and the time stay on the card as proof. A returned card goes back to In progress, and you get a reminder.

If the contract is "do the work and invoice monthly", approval can be switched off in the project settings.

5. Invoicing

1. In the project, Invoice approved makes a draft invoice in Sales invoices: only the cards the customer approved, one line per card, hours × hourly rate, respecting the price cap. Time → Engagements → Invoice also includes card hours only once the customer has approved the card.
2. Check the draft in Sales invoices and confirm the invoice. The number, reference number, PDF and e-invoice are made at the same time, and the bookkeeping entry is posted automatically.
3. Payments are matched from the bank account's transactions. The company card shows open and overdue invoices.

6. Finding new customers

See Salesperson: importing prospect lists, sales pipelines and the sales agent.

Supplier: joint project

In a joint project two or more suppliers work on the same customer's project, each on their own part. Everyone logs and invoices their own hours from their own Numar, and the customer sees the whole from one link.

Who sees what

Lead supplier: setting up the project

1. Choose Client work → + New project. Give the name, the customer and the terms of the order.
2. Invite the other suppliers under Parties → Invite with their contact person's email. The customer can also set up the project if they use Numar.
3. Share the link with the customer under Customer link. The customer needs no user account.

Invited supplier: joining

1. Sign in to Numar and open Projects → Client work → Project invitations → Join. Choose the company you take part as.
2. Open the project's ⚙︎ Settings → Your company's bookkeeping and choose the customer and hourly rate. Your hours then get your rate, and the invoice goes to your Sales invoices.

Every supplier's day

1. Own cards: make a card for your part. It shows to everyone in your company's colour. You can edit only your own cards; the lead supplier can plan cards for others too.
2. Dependency: mark Starts when done on the card. Gantt shows the timeline of the whole project from all suppliers' cards.
3. Hours: the timer or Log on the card. They go only to your own company's Time.
4. Report: when your part is done, Report to the customer and write what was done.
5. Approval: the customer presses Approve or Return. An approved card can be invoiced.
6. Invoice: Invoice approved makes a draft in your own company's Sales invoices from your cards only, at your rates.

Salesperson

Sales works the same way as Funding: a list of companies (Customer register), pipelines with cards (Sales pipeline) and all pipelines as tiles (Boards).

Contacts: all stakeholders in one place

• Home → Contacts is one list of everyone the company deals with: customers and prospects, suppliers, investors, people and the company's other stakeholders (partner, lawyer, accountant, auditor, bank, insurance company, other). Everyone sees only what their rights allow (e.g. suppliers show to people who read the books or purchase invoices).
• One company in several roles is one row: a company that is both a customer and a supplier shows once with the chips "customer" and "supplier". Companies are merged by business ID (also written FI12345678 or 12345678), otherwise by name (Oy, Ab and punctuation don't matter); people by email.
• Search (every word must match), role chips with counts and town narrow the list. A row opens the card that already exists: customer card, person card, investor card, supplier card or the stakeholder's details; when a row has several roles Numar asks which card to open.
• Responsible people: a row's + Responsible person (or ✎) chooses who in the company handles the contact — one or more, e.g. you and a colleague. One company in several roles is one row, so the responsible people are shared by all its roles. The filter Responsible: me shows your own contacts (also No responsible person or a given person). Sales users, people who keep the books and the owner can choose them; the auditor does not see them. When nobody has been chosen by hand, the row shows the owners of its cards (dashed): the investor's cards in this company's investor pipelines and the customer's or person's owner and sales cards. A hand choice replaces them.
• + New stakeholder adds, for example, the company's lawyer or accountant: role, name, business ID, contact person, contact details, address and notes. Sales users, people who post to the books and the owner can add and edit; the owner or the person who added it can remove it. Stakeholders are also found with Search.
• The Customer register and Investors have a link All contacts →.

Customer register: companies and people

• Companies holds both prospects and customers. The search finds any word: a person's name, business ID, city, industry or tag. Esc clears the search.
• Filters: All, Prospects, Customers, tag and source.
• Each row shows the company, contact, status, cards in pipelines, source and tags, owner and the latest event. + Add to pipeline opens a new card for this company.

Business cards and LinkedIn on the phone

The phone app (/mobiili.html, same sign-in) has Business card and LinkedIn next to the Receipts tab.

1. Event (optional): at a fair, open ⚙ Settings and type the event's name, e.g. SLUSH. While it is on, everyone you save gets SLUSH as the source (shown in the customer register, the pipeline and investors), and the capture view shows "Event on". Off ends it. Earlier events are offered.
2. Business card → Photograph a business card. The AI reads the name, title, company, business ID, email, phone number and website. The address goes to the notes. The photo is not stored.
3. LinkedIn → Photograph a LinkedIn QR code. The person opens their own QR code in the LinkedIn app (the QR icon in the search field) and you take a photo of it. Numar reads the code on the phone, saves the profile link and guesses the name from the link. You can also paste the link.
4. Check the details and choose Where to?
   • As a customer: the person and the company go to the customer register, and a card goes to the first column of the chosen sales pipeline ("No card in a pipeline" if you don't want one).
   • As an investor: to the investor register, and if you like a card in the first column of the chosen investor pipeline.
   • Decide later: only to the New contacts list (Home → Today).
5. No duplicates: the same company is recognised by business ID or name, the same person by email or name. An existing one only gets the missing details, and the same company never gets a second open card in the same pipeline.

Notes: the capture view has a box Note for the next photo — type what you talked about and it goes with the next card or QR code (the notes are at the top of the form). The Latest list under the capture view shows your own saves, newest first (place and notes shown, "Show more" fetches older ones). Tap a row to read and fix the details and notes (Save the changes) or to send a "Decide later" contact on as a customer or investor. Remove contact takes it off the list (if it was already added as a customer or investor, it stays there). The note also shows in the Notes of the sales or investor pipeline card, and the sales card's Meetings and events shows the "Tavattu: …" (met at) line. The phone and the card share one note: what you write on the card in Numar shows in the phone's Latest list (when you come back to the app), and a note fixed on the phone updates the card. Without a card, the phone shows the person's notes. If the note was changed in Numar while the form was open on the phone, Numar does not overwrite it but asks you to open the contact again. A fixed note also updates the person, the investor register and the supplier, unless it was changed there. Wrong company? Open the contact from the Latest list and tap Move to another company…: choose the company (and pipeline) → Move. The card moves with the person, the company, the notes and the timeline (see Moving a card); a contact not sent anywhere yet moves to the other company's list.

Everything saved on the phone also shows in the list on the Today page. A person added to sales is a lead with you as the owner. A new company becomes a prospect. The owner, accountants and employees can add sales contacts; the owner and consultants can add investors. ⚙ Settings also has the colours (9 themes: Violet, Sea, Sun, Mint, Navy, Wine, Forest, Amethyst, Night), the language (Suomi / English) and signing out.

Tasks on the phone

The phone app's Tasks tab is for the salesperson and the fundraising adviser on the move:

• My tasks: your own reminders (Sales) and the next steps of investor cards you own, late ones and the coming week. Done ticks a reminder off. Log opens a log entry for that person.
• Log a contact: search for the person by name (a customer contact or an investor), choose Call, Meeting, Email or Note, write what was agreed and, if you like, the next step and its date. The entry shows on the person's timeline on the computer. In sales the next step becomes a reminder; for an investor it replaces the card's next step.

New contacts (Home → Today)

New contacts on the Today page shows the ones not handled yet. Open the list shows them all:

• Filter: Not handled / All, event (e.g. SLUSH), own list and search.
• On every row: As a customer (asks for the sales pipeline), As a partner (customer register with the tag Kumppani, no card), As an investor (asks for the investor pipeline), As a supplier (the supplier register that purchase invoices know), To a list… (an own list, e.g. "Slush follow-ups"; a new list can be made right there), Done and Not needed.
• The same person can go to several places; the row shows where they already went.
• + Add a contact saves someone you met by phone, for example. Download CSV exports the rows shown (e.g. for follow-up emails).

Importing a large prospect list

1. Choose Customer register → Import prospects.
2. Paste cells from Excel or Google Sheets, or choose a file (.xlsx, .csv, .vcf, LinkedIn export). Lists of thousands of rows are fine.
3. Numar recognises the columns from their headings, and you can change them.
4. Give the whole list a tag (e.g. Trade fair 2026), a source and an owner, and optionally choose a pipeline.
5. The preview tells how many new companies, people and cards will come. Nothing comes twice.

Sales pipelines

• The top of the Sales pipeline tab has a chip for each pipeline. + New pipeline makes a new one.
• ✏️ Edit changes the pipeline's name and columns.
• Traffic light (hot, warm, cold) in the corner of a card is saved at once.
• ▤ Compact view shows the cards compact: only the name, the source colour and the traffic light, so many cards fit on screen. The button then says Expand view, which brings the full cards back. The choice is remembered.
• Card colour: normal / heat colours the whole card by heat: cold light blue, warm yellow, hot red; without a heat the card keeps the theme's own colour. Works in every theme, and the choice is remembered separately for the sales pipeline and the investor pipeline.
• The person responsible shows as initials in the card's corner (e.g. MH), and everyone has a colour of their own. The colours and initials look the same to everyone. Change them in Admin → People → person card → Initials and colour: type the initials (e.g. MH) and pick a colour. Each colour shows who already uses it. Everyone can change their own, and a user administrator anyone's in their companies.
• 💬 and a number at the bottom of a card is how many events (calls, meetings, messages, notes) are on the card's timeline.
• Won → engagement turns a won deal into an engagement that hours are logged to.
• Move or copy… (at the bottom of the card window) takes the card to another sales pipeline or to an investor pipeline. See Moving and copying a card.

Moving and copying a card between pipelines

The sales card window and the investor card's Tools have Move or copy….

1. Choose the target pipeline. The list shows the other sales pipelines and the investor pipelines (investor pipelines if you have funding rights; sales pipelines if you may edit sales).
2. Choose Move (the card leaves its current pipeline) or Copy (the card stays in the current pipeline too).

3. Press Move or Copy. A notice tells what was done.

   • From one sales pipeline to another or from one investor pipeline to another: the card goes to the same column if the target pipeline has one, otherwise to its first column. An investor can be in a pipeline only once.
   • From a sales pipeline to an investor pipeline: the person becomes an investor (same email = the same investor), the card goes to the pipeline's first column and the timeline is copied. When moving you can tick Remove the person and the company from the customer register if they have nothing else — if they have other cards, offers or invoices, they stay in the register.
   • From an investor pipeline to a sales pipeline: the investor becomes a contact person (and a company), the card goes to the sales pipeline's first column and the timeline is copied. When moving you can tick Remove the investor from the investor register if they have nothing else.
   • If the person was already in the target pipeline, no new card is made. A won card and a card with an offer or an investment can only be copied.

To another company (e.g. a card went to the wrong company): choose another of your companies under Company at the top of the window, then its pipeline. The list shows the companies where you have the right to edit sales (sales card) or the funding rights (investor card).

• Under the sales card's Contact person you see the person's phone and email (tap to call or write; Numar's address goes as Bcc).
• Sales card: the card moves to the other company's sales pipeline with the person, the company, the notes, the reminders and the timeline. If the other company already has the same company (business ID or name) or person (email or name), the card is linked to them. A contact saved on the phone goes along. On a move, the person and the prospect are removed from the old company when nothing else uses them there. On a copy the original stays as it is.
• Investor card: the card and its timeline move to the other company's investor pipeline. Companies of the same organisation share the investor. If the company is in another organisation, the investor is found there by email or name, or copied there, and the old investor is removed when nothing else uses it.
• A won card and a card with an offer or an investment can go to another company only as a copy.

Daily work

• 📋 Call list, Forecast, Sales agent, Reminders and Forms and email (web form and logging emails by Bcc).

Automations

Reminders → Automations: "when X happens, do Y". Start from a ready-made model (Offer follow-up, Customer opened the offer, Quiet card 14 d, Web form lead, New support ticket, Won deal) or make your own.

• Limit by pipeline and minimum card value if you like. One automation can do 1–10 things.
• The same event starts an automation only once (a card doesn't get a second reminder when it visits a column again).
• A reminder made by an automation is marked "⚙ automation". If an automation fails, your own save still goes through, and the error shows on the automation.
• Quiet cards are checked when someone opens Sales (once an hour).

Lead notices (e.g. Yrityspörssi)

When you get an email about a new inquiry (Yrityspörssi, a website form, another service), Numar can pick the person out of it.

• Forward the notice to the company's Numar address (kirjaa+…, Forms and email). Numar reads the name, email, phone, business ID, message, listing and source (e.g. Yrityspörssi) from it. The forwarder or the service is never made a contact.
• Or paste the text: 📋 Paste a lead (Customer register or Investors) → check the fields → choose the pipeline → Save lead.
• The lead goes to the first column of the chosen pipeline: in a sales pipeline a person, company, card and the reminder "Reply to the lead"; in an investor pipeline an investor and a card with the next step "Reply to the inquiry" today.
• Where forwarded notices go: Forms and email → Routing of incoming leads. Numar looks in this order: the pipeline's own lead address → a rule by source → the default pipeline.
• Default pipeline: choose a sales pipeline or an investor pipeline. "Automatic" = the sales pipeline if the forwarder has sales rights, otherwise the newest investor pipeline.
• By source: a rule "leads from this source go to this pipeline", e.g. Yrityspörssi → investor pipeline. Type or pick the source (Yrityspörssi, Kauppalehti, Yrityskaupat.net, Invesdor, LinkedIn, Hilma, Tori or the company's own sources), choose the pipeline and press Add rule. Upper and lower case don't matter. Remove deletes the rule, and leads from that source go to the default pipeline again.
• A lead address per pipeline: Routing of incoming leads → Lead addresses per pipeline → + Make a lead address for the pipeline. A notice forwarded there always goes to that pipeline (e.g. one address for investor leads, another for sales leads). Add the address to your email contacts under the pipeline's name.
• Sales teams and taking turns: Sales → Sales pipeline → 👥 Teams. Make a team and choose its members. Under "Who gets new leads", give a pipeline or a web form a team: new leads then go to the members in turn. A person who already has an open card keeps their owner. A suspended member is skipped. Each member shows their open cards and new leads in the last 30 days. Teams are edited by the people admin.
• Incoming emails: the bottom of the Forms and email page shows every email sent to the kirjaa+ address and what Numar did: a lead (which pipeline and who), logged on a timeline, not logged (and why) or returned to the sender (the reason, the same as in the bounce). If a lead is missing from the pipeline, look here first.
• A person with the same email is not added twice: a new inquiry goes on their timeline. The same email forwarded twice is logged once.

Customer service

Sales → Customer service gathers the customers' support tickets into one list.

• Where tickets come from:
• the support form on your website (Forms and email → + New form → Type: Support ticket);
• by phone or in a meeting: log it yourself with + New support ticket (also from the company card, "+ Support ticket"). Choose the company and person from the list or type a new one (a new company is added to Prospects). Handled by is the person who takes care of it. A public reply is also emailed to the customer once outgoing email is set up.
• The customer's link: every ticket has its own page (tuki.html#…). The customer sees your public replies there and can reply without signing in. Someone who used the form gets the link right on the thank-you page.
• Replying: write the reply and choose Send reply or Reply and mark solved. An "Internal note" shows only to your team. ✨ Draft a reply makes an AI draft that you check. ✉️ Reply by email opens your own email with the customer's link in it.
• The status changes by itself: after your reply "Waiting for the customer", after the customer's reply "Open" again. The customer can reopen a solved ticket by replying on the link.
• Response time by priority: urgent 4 h, high 1 d, normal 3 d, low 7 d. Late ones are at the top of the list in red, and Home reminds you of them.
• The company card shows its tickets. Automations have the event "A new support ticket arrives" (e.g. a reminder to reply).

Own fields

• Customer register → Companies → ⚙ Own fields: add your own data fields for companies, people and sales pipeline cards (text, number, date, choice, yes or no, link). For example headcount, contract end date or site address.
• The fields show on the forms under More details. A required field must be filled before saving. The values are found by the Customer register search, and the company list shows the first two.
• A field is not deleted but switched off, so data already entered is kept.

Products and price lists

• Offers → Products: the products and services you sell — fixed price (unit, e.g. pcs or m²), hourly work (€/h) or monthly fee (€/month).
• 💶 Price lists: a discount on all products and/or an own price for single products. The customer's price list is chosen in the company's details (Prospects → company → Price list).
• On an offer, + From product… adds a line at the chosen customer's price.

YTJ, duplicates and targets

• 🔍 YTJ on the company form: type the business ID (or name) and Numar fetches the name, home town, address, website and industry from the trade register. When searching by name, pick the right company from the list.
• 🔍 Duplicates (Customer register): Numar finds companies with the same business ID or name, and people with the same email. Merge moves the people, cards, reminders, events and offers to the one kept and removes the other. You can do the same from the company or person form (Merge into this…). A company with invoices, engagements or hours is never removed — merge the other way round.
• Targets (Sales pipeline → Forecast): a monthly target for the whole company or per salesperson (🎯 Set targets; needs the right to manage users). The table shows won against the target and the weighted forecast as a bar.

Lead scores

• Every person gets a score of 0–100: email and phone known, recent contact, came from a web form, sent an email, open card, hot card, the company opened an offer… 60 points or more = 🔥.
• People: the Score column and the order "Score, highest first". The person card tells where the points come from.
• ⭐ Scoring (on the People list): edit the rules and points (−100…100), add your own (source, tag, industry, stage) or restore the defaults.
• Sales agent → Call first: the five highest scores with no reminder waiting.

Funding adviser and start-up

These views are in the menu in the Funding area under the heading Investors and ownership (formerly the Start-up funding area). The same area also has Public funding and Planning.

The workspace is your own company. Every client company gets its own investor pipeline in the workspace, and all clients use the same investor register.

1. Investor pipeline → + New client company. If a client has no pipeline yet, its chip shows + pipeline.

2. Investors: search, the In pipelines column, Tidy names, Duplicates (the same name or email twice → Merge: cards, timeline and investments into one; the owner can merge; Numar also asks before adding the same name again), Import investors, 📋 Paste a lead.

   ✏️ Types changes the investor types (e.g. Seed investor). You can rename a type, change its colour and order, add a new type and hide one you no longer use. A hidden type stays on the investors that already have it. A type can be removed only when no investor has it. The change shows in all your organisation's companies. The pipeline updates for everyone by itself: when someone moves or edits a card, the others see it within a second without reloading. 3. Investor card: under the name Source (e.g. Yrityspörssi — type or pick it right on the card), then Notes (general notes about this investor in this pipeline; saved when you leave the box). Below them the stage, amount, traffic light and owner, then three parts by time: Next (upcoming: the next step, its day and time — ▾ opens the usual steps, e.g. Send the pitch deck, and fills in the day; a step needs a day, and it shows in the Calendar and in Tasks), Log what happened (already done: a call, meeting, message… goes on the timeline) and Timeline (what has happened, newest first; each entry shows 👤 who of us logged it, i.e. who was in touch and what was agreed). Also Tools (email, WhatsApp, to contacts, draft a message, Move or copy… to another investor pipeline or to a sales pipeline — see Moving and copying a card), Mark as checked and Remove from pipeline. A card with notes shows 📝 on the board. Last contact is the newest call, meeting, WhatsApp, text or LinkedIn message, materials sent or email sent on the timeline — notes, incoming emails and lead notices don't change it. When you correct the day of a timeline entry or remove one, the day is worked out again. 4. Search the pipeline finds a card by name, company, email, source, next step and notes. Enter opens the first hit. 5. ✏️ Edit changes the pipeline's name and columns. The pipeline's name is the same in Boards, on the pipeline chip and heading, and for the round on the Investors page: change it in one place and it changes everywhere. 6. ▤ Compact view (top of the pipeline; changes into Expand view) shows the cards compact: only the name, the source colour and the traffic light. A card whose next step is late gets a red edge. The choice is remembered. Card colour: heat (the button next to Compact view) colours the cards by heat: cold light blue, warm yellow, hot red. The traffic light still sets the heat as before.

   Timeline on the investor card: log a call, meeting or message with a date and time (empty time = now). ✏️ on an event corrects its type, subject, date, time and memo.

   Moving cards: drag a card with the mouse to another column, or up and down in the same column (most important at the top). A line shows where it lands. On a touch screen, press the card for a moment, then move it. The order is saved for everyone. If cards don't move and the Stage menu is grey, you have read-only access: the owner and consultants can change the pipeline. 7. Traffic light: three bars, blue = cold, yellow = warm, red = hot. The lit bar is bright, the others dim. A click is saved at once; a second click clears it. 8. Boards: all pipelines and work boards as tiles. A work board has a Board / Gantt switch: Gantt shows the cards from start to due date, coloured by owner. A card can be set to Starts when done (another card on the same board). 9. Archive and remove: a tile's Archive hides the board under Archived (it can be restored). An archived empty board can be removed for good with Remove: an investor pipeline goes with its round when it has no investors and no ownership entries; a sales pipeline when it has no deals (never the company's only one); a work board when it has no cards. 10. Share → Customers: the customer sees their own pipeline read-only, without notes. 11. Ownership → Convertibles: every open convertible note and SAFE worked out for a round. Enter the conversion date, the round price per share and the shares before the round (fully diluted, filled in from the ownership table). Numar shows: - the interest to the conversion date (simple interest, actual days / 365, from the payment date); - the price with the discount and at the valuation cap (cap ÷ shares before the round); - the lower price and the number of shares.

   Ownership before and after shows the stakes after the conversion; also enter the round's new money to include the new investors. - Book interest: interest expense and an accrued liability up to the date (at the year end and before a conversion). - Convert to shares: the shares go into the ownership table (record them as registered once the Trade Register has), and the loan and interest are booked to SVOP or share capital. - Book the money in (Investments → a convertible or SAFE): bank account / Convertible loans. The balance sheet shows a Convertible loans line under liabilities (long-term if it falls due more than 12 months later). 12. Ownership → Import the share register: bring in the whole ownership history at once instead of recording every investment by hand. Choose Excel (.xlsx, all sheets) or CSV, or paste a table. Numar recognises the sheets: - Share register (share numbers, name, issue date, change date, number): share issues and share sales. A minus row is the seller and a plus row the buyer on the same day. A repeated current position (the same share numbers again) is skipped. The shares of the first day are the founders' shares. - Subscription list (subscriber, subscription date, payment date, price, shares): every investment with its amount. Choose whether the shares are registered or only paid. - List of owners (owner, shares, date signed): the result is compared with it. If you import only a list of owners, you can import it as the opening position.

   The preview shows which names are the same owner (e.g. Pauliina Kario = Pia Pauliina Kario), which sale is missing a date or a party (fill them in) and whether the result matches the list of owners. The same entry is never imported twice, even if you import the same file again. Investments → Imports → Undo the import removes the whole import. Only an owner's name and a company's business ID are stored: personal identity codes, dates of birth and addresses are not read. 13. Ownership → Share sales: shares sold from one owner to another (seller, buyer, date, shares, share numbers). The price is not stored: it is between the seller and the buyer and does not belong in the company's records. The company's number of shares stays the same; the owners' stakes change from the date of sale. Numar refuses a sale in which the seller would sell more than they own on that day. 📄 Read from the agreement: the AI reads the parties, the date and the shares from a share purchase agreement (PDF or photo) and fills in the form; it does not read the price. Check it and save. 14. Book the subscription price (Investments → a share issue or founding shares with an amount): one voucher from the bank account to share capital and the SVOP reserve. Enter how much goes to share capital (as the share issue decision says; at founding often the whole sum) — the rest goes to the SVOP reserve (in a UK company Ordinary share capital and Share premium account). An entry can be booked only once; don't book it if the money in is already booked from the bank transaction. 15. Ownership → Options: option grants are recorded like the rest (+ Record investment, type Options) with their vesting terms: vesting start, vesting period in months, cliff and strike price, plus the expiry date. The view shows the chosen day: granted, vested (nothing before the cliff, then evenly month by month), exercised and exercisable. Exercise… turns exercised options into a share subscription (paid, price = strike price); you can't exercise more than has vested, or expired options. 16. Ownership → Round calculator: what a round would do to the ownership. Enter the pre-money valuation, the new money and, if you like, a new option pool as a % after the round. Numar works out the share price (pre-money ÷ the shares before the round, fully diluted, pool included), the post-money and every owner's stake before and after. Open convertibles and SAFEs convert at the discount or the cap (untick to leave them out). Nothing is saved. 17. A booked investment is locked: once an investment has been booked or converted, its amount, number of shares, currency, type and owner can no longer be changed. Correct it by reversing the voucher and recording the right details as a new entry. The cap table shows options as they were on the chosen day. An investor with a recorded investment or a card in the Closed column cannot be removed — merge duplicates with Merge instead. A card in the Closed column, or one whose investor has an investment from the round, cannot be removed from the pipeline. Reversing a convertible's conversion returns the loan to its unconverted state, and a reversed entry can be corrected and booked again.

Public funding

Funding → Public funding (the same data is also in Bookkeeping → Projects) keeps track of funding from Business Finland, the elinvoimakeskus (the former ELY Centres' business services) and the EU: opportunities, applications, decisions, project hours, costs, reports and deadlines in one place, with the same figures as the books and payroll.

Numar is decision support: it prepares, calculates and reminds, but never submits anything to a funder. The company checks the application and the reports and files them itself in the funder's own service (Business Finland's e-service, the regional government's e-service Aluehallinnon asiointipalvelu, the EU Funding & Tenders portal).

The views are in the menu under the heading Public funding: Projects (status, funder, period, budget, funding, next deadline) · Funding opportunities · Deadlines · De minimis · Own hours. People with Bookkeeping: read and the owner see it; people with Bookkeeping: book and the owner edit it. Project people have their own right in the project (People → Right in the project): a User sees the project's basics and logs only their own hours; a Project admin sees and runs the whole project (basics, people, all hours, budget, costs, reports and deadlines), even without bookkeeping rights. At company level, people who keep the books and the owner run every project. Wages show only with the payroll right: an hourly wage from payroll is shown and counted in the costs only for a person with the payroll right (Payroll); others see the person marked in payroll. A person with the payroll right links an employee to the project and submits a report that has wages from payroll. A submitted report's per-person wages show only with the payroll right; the report shows the totals. Working hours a month are 60–220 (full-time about 160). No more hours can be logged for a period already reported to the funder (reopen the report if needed).

1. Funding opportunities: each funding instrument (e.g. Business Finland Sprint, research, development and piloting funding, the elinvoimakeskus development grant, EIC Accelerator) with its terms and a checklist from the company's own data: ✓ met, ✗ not met, ? check yourself. Numar looks at the age of the company and the group (the founding date — save it here — or the first fiscal year), paid-in equity (accounts 2000–2079), team size, employees from payroll, earlier public projects and the de minimis room. The funder makes the final assessment. Start application creates a project with the instrument's funding rate and maximum and opens the application.
2. Application: sections Summary, Problem and need, Solution and novelty, Market and customers, Internationalisation, Team, Work plan and schedule, Budget and financing plan, and Risks. ✨ Draft the application with AI writes a draft from the project's details, budget, people and the company's figures. It fills only empty sections and asks before replacing your own text. AI text is labelled "AI suggestion" until you edit it. Copy takes a section's text to the funder's form, Download application (PDF) makes a file of the whole draft.
3. Decision → Basic details: status (idea, application in progress, applied, granted, rejected, open, reporting, closed), the funder's case number and the decision number, dates, total budget, funding rate and maximum funding, personnel side costs and overheads as a % of wages (Numar shows the funder's overhead rate for the company's size class) and working hours per month. Tagging in the books: choose a project, or create one with + Create a project with this name. When a line of a purchase invoice, receipt or voucher is tagged to this project in Bookkeeping, it counts as a project cost. Deductible VAT is never an eligible cost. The Budget is entered by cost category.
4. People and hours: add the project's people (a Numar user and / or an employee from Payroll) and the hourly wage — an empty wage is taken from payroll (the hourly rate, or the monthly salary ÷ working hours per month). Hours are logged in the Hours section or in Own hours once the project is granted or open and the day is within the project's dates. Time sheet (PDF) makes each person's monthly list of hours for signature.
5. Costs: choose a period. Numar works out wages (hours × hourly wage), personnel side costs, overheads and the tagged purchases, compares them with the budget and shows the funding, the payments received and what is still to come. Leave out removes a purchase from the project's costs (the reason is saved), Restore brings it back. Warnings: a missing hourly wage, no project for tagging, a cost category over budget.
6. Reports: create a draft report for a period (cost report, payment application or final report) and download the attachments: Business Finland cost statement (CSV and PDF), elinvoimakeskus payment application attachments (list of costs and payroll attachment, CSV and PDF) and the EURA 2021 list of costs (CSV — check the columns against the EURA import template). Send marks the report sent in Numar: the period's costs are frozen on the report and the period's hours are locked (🔒). Reopen releases them, Mark approved saves the amount the funder approved. File the report yourself in the funder's service.
7. Deadlines: Create reporting schedule makes interim reports and payment applications every 3, 6 or 12 months and the final report (by default 60 days after the project ends); add single deadlines, e.g. a change notice. Deadlines show in Today → Obligations 14 days before and in red when late, and in the Calendar (source Public Funding); the row opens the project. Payments: record advances and instalments, and Numar shows how much of the funding is still to come.
8. De minimis: record all of the company's de minimis aid. Numar works out the three-year total and the room left (at most €300,000, EU 2023/2831).

Projects: sites and engagements

Projects → All projects brings together everything of one site or engagement: purchases, receipts, hours, invoices and margin. A project is the same as the cost allocation project of the books (Bookkeeping → Allocation → Projects), so you never make a "project" in two places. You see projects if you can read the books or are the administrator. If you have neither Time nor Client work, All projects is under Home.

1. + New project: code and name, customer, site address, start and end. Pricing: Cost-plus (costs + markup %) or Fixed-price contract (contract price, VAT 0 %). When the work is done, enter the Completed date: the project leaves the choices and no work in progress is proposed for it.
2. Choose the project for purchases. Purchase invoices, receipts, sales invoices and engagements have a Project choice. On the phone, the person taking a receipt photo picks Project / site first, and the choice is remembered for the next receipt. When the voucher is booked, its cost and income lines are allocated to the project automatically. You can change the project later: the allocation moves with it. The reviewer of a purchase invoice may also choose its project.
3. The project card (click a project): costs (materials, subcontracting and services, personnel, other), invoiced, margin and materials not yet invoiced, every voucher with the supplier's name (click = open the voucher), the engagements' hours and the public funding projects linked to it.
4. Invoice materials: tick the purchases not yet invoiced (or Select all), check the markup % and invoice date and press Invoice selected. Numar makes an invoice draft for the customer with one line per purchase (e.g. Materials: K-Rauta 2.3.2026). Check and confirm it in Sales invoices. Each purchase is invoiced only once; deleting the draft frees the purchases again.
5. Hours: link an engagement to the project (Projects → Time → engagement → Project). The engagement's hour invoices then belong to the project.
6. From the warehouse: if the company has the Warehouse, Take from the warehouse… on the project card takes material to the project, and its value becomes a project cost.
7. Public funding: a Business Finland, regional (elinvoimakeskus) or EU project can belong to the same project. The same purchase then counts both for the funding project's costs and the project's costs, but it is in the books only once.
8. Financial statements → step 3 → Work in progress: the costs of open projects up to the year end are inventory (KPL 5:6). The proposal is the project's costs; for a fixed-price contract at most the contract price minus what is already invoiced. Change the value if needed and press Book work in progress: Numar books only the change from before (1520 Work in progress / 3600 Change in work in progress; the accounts are made if missing).

Warehouse

Warehouse is an area of its own in the menu when the company has the Warehouse module (Administration → Companies → Edit → Modules). It does not need projects: it works as well for a shop or a wholesaler as for a construction company. Rights: Warehouse: sees and Warehouse: books (the administrator and the bookkeeper have both, the viewer and the auditor see; others get them in Administration → People → Rights).

1. Items: add the warehouses (e.g. Main warehouse, Van; a warehouse can be linked to a site, one is the default) and the items (+ New item: name, code, unit, sales price, purchase price, reorder level, barcode). An item is the same product as in offers and sales invoices, so there is one product register; an existing product becomes a stock item with Make a product a stock item.
2. + Goods in: warehouse, date, items, quantities and purchase prices. From a purchase invoice, Into the warehouse… opens the same window.
3. − Goods out: use, waste, other or to a project. The value of material taken to a project is booked with a memo voucher as the project's cost (the expense account debited to the project / credited to the same account, the result does not change), so it shows on the project card, in public funding costs and in Invoice materials.
4. ⇄ Transfer: from one warehouse to another (e.g. from the main warehouse to the van).
5. Sales invoice: add a line with + From a product…. When the invoice is confirmed, the stock items leave the default warehouse; a credit note brings them back.
6. Stock: quantities per item (and warehouse), the value at the weighted average cost (KPL 5:6), a reorder mark at the reorder level and a negative balance in red. Inventory list (PDF) and CSV for any day.
7. Stock count: choose the warehouse and the day, type the counted quantities and press Save the count. Numar books the difference.
8. Activity: every goods in, goods out, transfer, count and sale. A movement is never edited: Undo makes the opposite movement (and reverses the voucher of a project issue). A sales invoice's movement is corrected with a credit note.
9. On the phone: the Warehouse tab — find an item and press Take (also to a project) or Count: this is the balance now.
10. Financial statements → step 3 → Warehouse: Numar works out the stock value on the last day of the year. Check it and press Book the stock value: only the change from before is booked (1510 Materials and supplies / 4400 Change in inventories; the accounts are made if missing).

Margins

Sales → Margins (also Bookkeeping → Margins) shows sales, cost and margin in euros and per cent for the chosen period — by product or by customer. You see it if you may see all sales invoices or the books, you are an administrator, or you have been given the right Sales invoices: sees purchase prices and margins (Admin → People → Rights). Others see no purchase prices or margins, not even while writing an offer.

1. Choose the period (this or last month, 12 months, this or last year, or your own) and the grouping. Sent sales invoices count by invoice date; credit notes reduce.
2. The cost is fixed on the invoice line when the invoice is sent and never changes after: the stock item's weighted average cost, the price of the purchase billed with Laskuta materiaalit, or the product's purchase price (on the product card). A credit note uses the original invoice's cost.
3. Lines without a cost (for example a free-text line without a product) are shown in the column Cost missing and don't change the margin per cent.
4. Tap a row to see the invoices and lines; the invoice number opens the invoice. Download CSV takes the table to a spreadsheet.
5. The customer card and the product card show the last 12 months' sales, margin and margin % (Invoices… opens the lines).
6. While writing an offer, a line added from a product shows its margin (the product's purchase price or the stock average), and the totals show Margin (product lines). The customer never sees the margin.

Equipment

Equipment tells who has each machine, tool, vehicle or device and where it is — so devices are got back before they are sold or scrapped, or when an employment ends. It is an area of its own in the menu once the company has the Equipment module (Administration → Companies → Edit → Modules). It is for the company's internal use only: the rights Equipment: sees and Equipment: records are the administrator's by default and ticked for others in Administration → People → Rights. The auditor and the consultant never see the equipment, even with the boxes ticked, and it is not shown to them in the change log.

1. + New device: name, ID (e.g. the sticker number), type (machine, tool, vehicle, IT device, other) and serial number. Record small, expensed devices too.
2. Who has it and where: pick a person (a Numar user, an employee in Payroll or Another person or company…, e.g. a subcontractor), the day from which they have it, and a project, warehouse or free-text location. Every handover, return and move stays in the device's history.
3. Inspection and the books: the next inspection (e.g. the periodic inspection of lifting equipment, or a vehicle inspection) and the device's fixed asset (1160) if it was capitalised. An overdue inspection shows in red, one within 30 days in yellow.
4. Plan: To be sold or To be scrapped and the day by which. If someone has the device, it moves to the To collect list at once.
5. To collect lists the devices to get back now: the holder's employment has ended or ends within 30 days (the end date in Payroll), the holder is no longer a user of the company, the device is to be sold or scrapped, or its fixed asset was removed from the books. Mark as returned marks it as back. The same page shows the devices ready to be sold or scrapped and the coming inspections.
6. Take out of use…: Sold, Scrapped or Lost. A device someone still has can't be marked sold or scrapped — get it back first, or mark it lost if it can't be found. Put back in use reopens it.
7. Fixed assets: when Sold or scrapped is pressed for an asset in the books, Numar warns if devices linked to it are still with someone (the accountant sees only the number, no names).

Board report

Home → Board report builds the month's report for the board with one click. You see it if you can read the books or are the administrator (not the auditor).

1. Choose the month at the top (default: last month; ✓ = final report, • = draft).
2. The report has: key figures (revenue for the month and the financial year so far against last year, operating result, cash and how long it lasts), the income statement (with a budget comparison when the financial year has a company budget) and a 12-month chart, cash and funding from every Planning scenario with the cash chart, receivables, payables and bank, sales pipeline and funding rounds weighted, ownership and coming deadlines. A part whose figures you may not see is left out.
3. Comments: write the review yourself or press ✨ Draft the comments — the AI writes a draft from the report's figures only. The draft carries the label AI suggestion until you edit the text. Always check the figures and the tone before sharing.
4. Save keeps the draft; a draft's figures follow the books. Mark as final locks the figures at that moment. Back to draft opens the report again.
5. Download PDF makes a file you can send to the board. Numar never sends the report itself.

Planning: cash forecast and runway

Bookkeeping → Planning (also Funding → Planning) shows how long the cash lasts and how much funding is needed — per scenario, from the books, the budget and the funding rounds. Plans book nothing. People with Bookkeeping: read and founders see it (not the auditor); people with Bookkeeping: post and founders change it.

1. Cash and runway: pick a scenario. Tiles: Cash now (bank and cash accounts in the books at the end of last month, or an opening cash you type), Monthly burn (average of the last three months without investments and loans), Runway without new funding and Runway with funding (how many months the cash stays above the cash floor), Funding need (how much money keeps the cash above the floor for the whole forecast) and what is still missing after the planned funding, the lowest cash and Break-even (the first month with a result of zero or more).
2. Chart: actual cash as a solid line, the forecast with funding dashed and the forecast without new funding dotted in its own colour. A dot = funding comes in, a vertical line = the month the cash goes below the floor. Hover over the chart (or select it and use the arrow keys) to see the month's figures. The same figures are in the By month table, and Download CSV takes them to a spreadsheet.
3. Income and costs come either from a budget (Bookkeeping → Budget; the budget's Cash forecast button opens it here) or from the average of the books over the months you choose. Months outside the budget use the average. Growth % per month and "income / costs % of the basis" change the level. Payment delay: how many months later customers pay us and we pay suppliers. Open receivables and payables turn into cash in the first months. Depreciation is not a cash cost. VAT is not yet calculated separately.
4. Funding comes in by itself from Funding → Ownership and the rounds: committed and signed investments in Ownership that are not yet paid (in the round's closing month) and what an open round still misses of its target (in the closing month; without a date, three months from now). A date that has passed is marked late and the money is expected now. + Funding or item adds the scenario's own item: equity, a loan, a grant, other income or other cost (e.g. a tax payment, a machine, a loan repayment), once or repeating. Change in this scenario makes your own estimate of a round (date and amount) that replaces the round in this scenario.
5. Edit assumptions: name, type, default scenario, the basis of income and costs, growth, level, payment delays, forecast length (6–60 months), cash floor, opening cash and Funding counted: no new funding, committed funding only (committed investments and items marked certain) or everything planned. Copy copies the scenario with its items. Create scenarios makes Base, Cautious (income 80 %, committed funding only) and Optimistic (income 120 %).

6. Business model: choose a model and give its assumptions. Four models:

   • Subscription (consumers): monthly price, yearly price increase, paying customers at the start, churn, customer acquisition cost (CAC), marketing budget (fixed, growth, % of revenue, cap), organic new customers, market size, cost of sales % and other fixed costs. Month by month: marketing ÷ CAC = new customers, churn takes away, customers × price = revenue.
   • B2B SaaS: like the subscription model, plus salespeople (deals per salesperson), partners (e.g. accounting firms: partners at the start, new ones a month, customers per partner, partner commission), expansion (customers buy more) and an onboarding fee. Tile Net revenue retention (NRR): over 100 % means customers buy more than is lost.
   • Usage-based: base fee + use (units per customer, usage growth) × unit price; every unit has a cost (e.g. the device owners' share).
   • Consulting and projects: billing people × working hours × utilisation × hourly rate + monthly contracts + subcontracting (sales and purchase price). The tiles show billed hours and revenue per person.

   The tiles show customers, monthly and annual revenue (MRR, ARR), gross margin, customer lifetime value (LTV), the LTV/CAC ratio (good is at least 3) and how long it takes to earn the acquisition cost back (good is under 12 months). Edit model → Model switches the model, and the shared numbers (customers, churn, marketing) stay. Make Cautious and Optimistic makes two scenarios from the model with weaker and stronger assumptions. 7. Headcount: planned roles are typed by hand, imported from Excel or from Payroll (Import from Payroll, without names): title, group (e.g. Sales, Development), number of people, monthly salary, side costs % (25 % by default), start and end month and a yearly pay rise. On top of the books' average or a budget enter only new hires; in a business model the whole staff, salespeople and billing consultants too. The costs show by group and by month and are part of the cash forecast (column "of which personnel"). 8. Sensitivity: each assumption is changed in turn by ±10, 20 or 30 %, and Numar shows how the cash at the end of the forecast and the runway change. The biggest effect is at the top of the chart: those assumptions deserve the most time. 9. Rounds and exit: + Funding round adds a planned round to the scenario: month, pre-money (the company's value before the new money), money, option pool % after the round (made before the money, so the current owners carry it), preference (1 × = the investor gets the money back first) and participating or not. The round's money comes into the scenario's cash forecast; if you pick an investor pipeline round, the plan replaces its target (the same money is not counted twice). Numar shows the share price, the post-money and the ownership after each round. Current ownership comes from Ownership, fully diluted. Exit assumptions: exit month and value (multiple × annual revenue in the exit month, or a value by hand), whether the forecast cash is added, and deal costs %. Who gets what: preferences are paid first, the newest round first; a non-participating round takes its preference or converts to shares, whichever is more. The table shows every owner's share, return (MOIC = received ÷ invested) and annual return (IRR from the payment dates in Ownership). Exit value sensitivity shows the same at a quarter, half, double and four times the value. Options are assumed used. 10. Scenarios compares all scenarios side by side: runway without and with funding, the lowest cash, funding need, what is missing and break-even. 11. Import from Excel (Excel .xlsx, CSV or HTML; the file is read in the browser): - Budget: Bookkeeping → Budget → Import from Excel. Rows are accounts (an account number or the name of an account in the chart) and columns are months (e.g. 1/2026, tammi 2026, Jan-26 or 2026-01). The preview shows the accounts and totals, the rows not imported (total rows, unknown accounts) and months outside the fiscal year. Costs are imported as positive even when the file shows them negative. The file's values replace the budget's values for the same account and month; optionally the budget's other values are removed first. - Business model assumptions: Edit model → Import assumptions from Excel. Numar looks for familiar labels in the workbook (e.g. CAC, Churn, ARPU / Monthly price, Marketing % of revenue, Fixed costs, Hourly rate, Utilisation) and the number next to or below them; a share such as 0.06 becomes a percentage (6). The values found are filled in on the form, highlighted, to check before saving. If the file has a minimum cash or opening cash, they can update the scenario too. - Roles: People → Import from Excel. The heading row needs at least Role and Monthly salary; it may also have Team, People (FTE), Employer costs %, Starts, Ends and Raise %. A missing start month is the start of the forecast and missing employer costs are 25 %.

Company details

Admin → Company → Company details (also ⚙ next to the company name) gathers the company's own details in one place: Basic details (name, legal form, business ID, VAT number, founding date, domicile, industry and industry code, website, description), Contacts (address, email, phone) and Invoicing and bank (name on invoices, IBAN, BIC, e-invoice address and operator, payment terms). The same details are used on invoices, payroll reports and funding applications. The Bookkeeping box shows the country and currency of the books, the current fiscal year, the VAT status and whether the books are in the test phase or in use.

1. Founding date: if it hasn't been given, Numar uses the start of the first fiscal year (e.g. to count the company's age in funding applications) and reminds you on the Today page. Give the date from the trade register.
2. 🔍 Fetch from YTJ compares the details with the trade register (by business ID or name) and shows the differences: registration date, name, legal form, industry and industry code, website and address. Tick the ones to use and press Save. YTJ's date is the date of registration in the trade register: check it if the company was founded before that.
3. People who keep the books and the administrator change the details; the company's name is changed by the administrator or the organisation's owner. Every user of the company sees the basic details; the bank details only readers of the books or sales invoices and the administrator.
4. Invoice layout, logo, numbering and the late-interest text are under Admin → Settings → Invoicing; fiscal years in Bookkeeping → Financial statements.

Settings

Admin → Company → Settings gathers the company's settings in one place. You see only the parts you have a right to:

• Invoicing: the name and contact details on invoices, IBAN and BIC, e-invoice address, numbering, payment terms, late-interest text, footer and logo (formerly Sales invoices → Settings).
• Bookkeeping and VAT: the books' country and currency, VAT registration, the VAT period (month, quarter, year) and the accounting method (accrual or cash basis). They used to be in Bookkeeping → VAT; that view now shows the chosen period with a link here.
• Payroll: pension insurance, pay day, the Incomes Register contact, holiday bonus %; for a UK company the PAYE references and pension (formerly Payroll → Settings).

The old places (Sales invoices → Settings, Payroll → Settings, Bookkeeping → VAT) bring you straight here.

Calendar

Home → Calendar shows everything that has a date in one place:

• Month, Week and List. The day number opens that week. In the list, late items are at the top.
• A click opens the item: the investor card, reminder, offer, invoice or card. A change shows in the calendar at once.
• The colour buttons hide or show a source (e.g. sales and purchase invoices). Your choice stays until you change it (in this browser). Only mine shows only the steps, reminders and cards assigned to you and your own entries.
• Time: type e.g. 14, 14.30 or 1430. An hour alone means on the hour (14 = 14.00). Entries on the same day are in time order, with those without a time last.
• For an entry over several days (e.g. Slush), give a Last day. Entries show to all users of the company; everyone can edit their own (the owner all).
• Everyone sees only what they have rights to: for example purchase invoices show only to those who can see Purchase invoices.
• 📅 Link a calendar gives a personal link that shows the calendar in Apple, Google or Outlook Calendar (it updates itself). It includes the company's own entries plus your reminders, next steps and cards, round closing dates and offer validity. New link stops the old one at once.

Booking pages (Calendar → Booking pages) are your own booking link to share in emails, your signature or on your website:

1. + New booking page: give a title (e.g. 30 min intro), the length, days and hours, a break between bookings, how soon and how far ahead people can book.
2. Where: Zoom, Google Meet or Teams (your own permanent link), a phone call or an address. The customer sees the link only after booking.
3. A booking goes to: Sales (a person in the customer register and a reminder of the meeting), Investors (a new investor) or Calendar only.
4. Copy the link and share it. The customer picks a free time, gives their name and email and gets a confirmation and a calendar entry (.ics). Your own bookings and your timed calendar entries in every company block the time, so the same time cannot be booked twice.

5. The booking shows in the calendar with its time and under Upcoming bookings. Cancel frees the time. The customer can cancel from their own link.

   Confirmation and reminder emails start once Numar's email is set up.

Tasks

Home → Tasks gathers all your tasks in one list by day: Late · Today · Tomorrow · This week · Later · No date.

1. Add a task in the top row: type it, choose For whom (Me or a colleague), for yourself also where (Own, an own list or Sales reminder), and if you like a day and time, and press Enter. With a time you get a reminder 15 min before.
2. A task for someone else: choose a colleague in For whom (anyone you share a company with). Only the two of you see it — in their Tasks and in your Given list. The task's window has a Conversation: they can ask or answer, and you both get the message in the 🔔 bell. When they mark it done, you are told too. Only the giver can change who does it or remove it. From an investor card and a sales deal card (under Next) + New task adds a task for yourself or a colleague straight from the card — the card stays open. The task has a link ↗ card that opens the investor or the deal (when you have the right to it). The task list and the task window also show who it is about with their phone number and email: in the window and in the phone's Tasks view, tap the number to call.
3. ✓ (the circle at the start of the row) does each one's natural "done":
   • an own task or reminder is marked done;
   • an investor step is logged on the investor's timeline and cleared, so you can agree the next one;
   • a work-board card moves to the board's last column;
   • a client-work card is marked ready.
4. Clicking a row opens it: an own task or reminder can be edited (day, time, list, Today / Tomorrow / Next week), the others open on their own card.
5. ⚙ Own lists: make lists (e.g. Shopping, Home, Ideas), give them a colour and an order. Own tasks and lists are visible only to you, in every company — not even to the company's owner.
6. The colour buttons hide or show a source or list; the choice stays. Done shows what was done in the last 30 days, including investor steps logged on the timeline (change those on the investor card).
7. Whose (for the owner): Own, All or one person. A reminder can be moved to someone else in its window (For whom).

The phone app's Tasks tab shows the same reminders and steps plus your own tasks, which you can add and tick off on the phone.

Reminders

A reminder belongs to a task or a next step, and it goes to the person the thing is given to: the reminder's owner, the investor card's owner or the card's assignee.

• Remind: in the window of a task, reminder or next step choose No reminder, At the time, 15 min, 30 min, 1 h or 1 day before. A new task reminds 15 min before by default. A reminder needs a time; day-only tasks come to the bell in the morning and to the morning summary.
• 🔔 in the top bar shows how many have come due since you last looked. Open it: Now and late, Later today, Tomorrow. Clicking a row goes straight to the thing, in another company if needed.
• Pop-up: while Numar is open, a reminder shows on screen. 🔔 → Allow pop-ups shows it also when Numar is in another tab.
• On the phone: phone app → ⚙ Settings → Notifications → Turn on notifications. On iPhone, first add Numar to the Home Screen (Safari's Share → Add to Home Screen) and open it from there.
• Morning summary by email on weekday mornings at 7: late tasks and today's, with links. Stop or start it: 🔔 → Morning summary by email.

Apple Reminders: Apple has no open interface to Reminders, so a web service can't sync with it directly. Steps and reminders with a day already go to Apple Calendar with Calendar → 📅 Link a calendar.

Entrepreneur and accountant

The AI makes a proposal and you approve it. Nothing is booked without a person's approval.

VAT return: Bookkeeping → VAT shows each period (month, quarter or year) with its due date and the return under the same field names as OmaVero (MyTax): tax on sales by rate, reverse-charge tax on EU purchases and construction services, deductible tax, tax payable, and the euro amounts of 0% sales, EU trade and construction services. The return is made from the posted vouchers (VAT codes) and checked against the VAT accounts. Enter the figures in OmaVero and choose Mark filed: the return is saved, the VAT accounts (2930 and 1763) move to account 2939 VAT to be paid, and the period is locked (KPL 2:7). Home reminds you as the due date approaches. New VAT codes: EU purchases of goods and services, services bought from outside the EU, imports, and EU sales (also on sales invoices).

Cash-basis VAT: with VAT accounting basis in the VAT view a small business (turnover up to €500,000) can switch to the cash basis: an invoice's VAT is reported in the period it is paid; receipts and bank bookings by their booking date. VAT on unpaid invoices waits on the VAT accounts, and the VAT settlement moves only the reported tax. The basis cannot be changed in the middle of a year with filed periods.

Legal form and the financial statements: Bookkeeping → Financial statements → step 1 Legal form (Oy, Oyj, cooperative, Ky, Ay, sole trader, association, foundation) changes the wording and the deadlines: the first equity line (share capital, cooperative capital, capital contributions, equity), who signs, the profit proposal, income tax (sole traders and partnerships book no corporate tax), and the general meeting, tax return and PRH deadlines.

Signers of the financial statements: choose the signers in advance in Notes and signature page → + Add signer: pick a Numar user (a user of the company who signs in Numar themselves) or type a name (e.g. a board member who does not use Numar), and the role for the legal form (chair of the board, board member, deputy member, managing director; Ky/Ay general partner, sole trader). Reorder with the ↑ ↓ arrows and remove with ✕. The names and roles are printed on the signature page as the signature lines, also in the draft PDF. Once the statements are prepared, Signatures and registration shows each one's state (signed in Numar, signed on paper or waiting) and e.g. "2 / 3 signed". Sign shows only for the person chosen as that line's Numar user; someone with the right to post entries marks the others with Mark as signed on paper. The list can be changed with the right to post entries; a signed line is not changed or removed, and after the PRH filing the list is locked. When no signers are chosen, signing works as before (Sign with a name, or + Signed on paper).

Foreign-currency bank accounts: if the company has a bank account in another currency than its books (e.g. Wise USD), the year-end entries show Foreign-currency items: the balance in the currency, the European Central Bank rate of the balance sheet date, the book value and the difference. Book exchange differences books the difference as an exchange gain (9150) or loss (9450) on one voucher (KPL 5:3); the same date is never revalued twice.

Depreciation difference: if the planned depreciation in the fixed-asset register is lower than the maximum tax depreciation (machinery and equipment 25 % of the reducing balance, a balance under €1,200 at once), the year-end entries show Depreciation difference per account: the reducing balance, the maximum, the planned depreciation, the accumulated difference and the proposed change. Book the depreciation difference books the appropriation (9800 Change in depreciation difference / 2400 Accumulated depreciation difference; a decrease the other way round). Nothing is booked if no planned depreciation has been booked for the year, and a decrease is at most the year's planned depreciation (KPL 5:12, KILA 2149/2026). A small company may also use the tax depreciation as its plan, and then no difference arises.

EC sales list: when the period has EU sales, the bottom of the VAT view shows the EC sales list (yhteenvetoilmoitus) month by month: the buyer's country and VAT number, goods and services. Credit notes reduce the month they are booked in. Numar warns about sales without an invoice or a buyer VAT number. Enter the figures in OmaVero (Self-assessed taxes → VAT recapitulative statement) by the 20th of the following month and choose Mark as given. To correct: Remove the mark, give a replacement list and mark it again.

XML bank statements: Bookkeeping → Bank → Import statement also reads Finnish banks' XML statements (camt.053). Booked transactions are imported; a batch of reference payments is split into payments, each with its archive id, reference and message. If the statement's account is not the IBAN of the chosen bank account, the import is blocked.

Subledgers: Bookkeeping → Subledgers shows on a chosen date the open sales invoices (sales ledger) or purchase invoices (purchase ledger) by customer or supplier with aging (not due, 1–30, 31–60, 61–90, over 90 days). The total is compared with the balance of account 1700 or 2871 on the same date; a difference means entries that are not Numar invoices (e.g. an opening balance). A row opens the invoice.

Fixed assets: Bookkeeping → Fixed assets is the register item by item: name, account (e.g. 1160), acquisition date and cost, and the depreciation plan (straight line in years, declining balance %, or none). Numar suggests purchases booked on fixed-asset accounts for the register. Book depreciation books depreciation up to the chosen date on one voucher, never twice. Sold or scrapped expenses the remaining book value. Accounts handled by the register no longer get the per-account depreciation proposal in the financial statements.

Capitalisation: The AI recognises durable items on receipts and purchase invoices. A machine, device or piece of equipment over €1,200 (excl. VAT) used for more than 3 years is proposed straight to account 1160 Machinery and equipment; add it to the register after booking (Add to the register?). If the purchase is already booked as a cost, Capitalise a cost… moves it to the balance sheet: Numar makes a transfer voucher (asset account / expense account) and adds the asset to the register; the original voucher stays as it is. The depreciation plan defaults to the account's own rule (machinery and equipment 25 % of the reducing balance), so similar assets are depreciated the same way every year.

Small acquisitions: Durable items up to €1,200 (excl. VAT) may be expensed at once, at most €3,600 in total per tax year (EVL 33 §). Items used for less than 3 years are not counted. The AI marks small acquisitions, and you can mark them yourself (Capitalise a cost… → Small acquisition). The Small acquisitions part of the Fixed assets page shows the year's total against the limit; rows over the limit are red and are capitalised with Capitalise.

A durable item booked as an expense: the accountant can always book an item the AI proposed for fixed assets as an expense (change the receipt's or invoice's account before approving). If the item is over €1,200, Numar asks right after booking Was it right to book this as an expense?: Used under 3 years — expense (a reason is required, e.g. useful life under 3 years; under EVL 33 § a short-lived item may be deducted at once whatever the price), Capitalise as a fixed asset or Decide later. Undecided items show in Small acquisitions marked to be confirmed. The reason is saved in the change log, so the auditor sees it. In the Capitalise a cost… window an expense line over €1,200 has the button Expense (under 3 yrs).

Development costs: Development costs… capitalises own development work (e.g. wages): Development costs 1010 / Work performed for own purposes 3950. A purchased development service can also be capitalised through Capitalise a cost… with the kind Development costs. A reason is required: why the cost is likely to bring income in future years (KPL 5:8, prudence). Depreciation is straight-line over the estimated useful life, 5 years by default, at most 10 years. The part still in the balance sheet is deducted from distributable funds (OYL 13:5) and gets its own item in the notes.

Balance sheet specifications: Bookkeeping → Balance sheet specifications (KPL 3:12) lists every balance sheet account at the fiscal year end: the balance, the specified amount and the difference. Receivables, payables and the fixed-asset register accounts are itemised by Numar itself (sub-ledgers, register). Other accounts are itemised line by line: open the account, write what the balance is made of (e.g. bank statement, loan, accrued expense), add a note and mark it Checked — your name and the time are saved. A closed fiscal year's specifications cannot be changed. Download PDF makes them for the auditor; they also close the whole-year archive PDF.

Accruals: Bookkeeping → Accruals: when you pay, say, a year's insurance at once, book the invoice on a balance sheet account (e.g. 1800 Prepaid expenses) and make + New accrual: expense account, balance sheet account, amount, first month and number of months. Income invoiced in advance works the same way (balance sheet account e.g. 2960, income account). Book accruals books every unbooked month up to the chosen date on one voucher; the same month is never booked twice, and the last month evens out the rounding. Once months are booked, the accrual can be renamed or ended, but not changed or removed.

Allocation: Bookkeeping → Allocation: set up cost centres (e.g. sites, branches) and projects with a code and a name. Allocate income and expense lines on the voucher: open the voucher (Journal or General ledger) and pick a cost centre or project for the line under Allocation. The posted voucher never changes — the allocation is kept separately and can be corrected later. The report shows income, expenses and result per item; unallocated lines on a row of their own. Download CSV or PDF.

Budget: Bookkeeping → Budget: + New budget for a fiscal year — for the whole company or for one cost centre or project, optionally copying the figures from another budget. Edit figures: enter monthly amounts, or a yearly amount in the Year column, which is spread evenly over the months. Import from Excel takes the values from a table (see Planning, item 11). The view compares the budget with actuals for the year to date (difference and actual %) and month by month.

Archive copy: Bookkeeping → Books → Whole fiscal year's books (PDF) makes one file (list of books, list of accounts, journal, general ledger, subledgers and fixed assets at the year end) for the archive or the auditor. The board and the CEO approve the list in the same view (KPL 2:7a, 3:7a). Everything (ZIP) downloads the whole fiscal year at once: the books as PDF, the journal, general ledger, chart of accounts, trial balance and invoices as CSV files (they open in Excel), and the vouchers' attachments named by voucher number. The material is yours: archive it, give it to the auditor or take it to another service.

Part payments (sales invoices): the amount in Mark paid is the invoice's open amount. A smaller amount is booked as a part payment (e.g. an advance): the invoice shows Partly paid with the paid and open amounts until everything is paid. The sales ledger shows the open part. A payment is booked only to a bank or cash account, and the payment date can't be before the invoice date. If the payment voucher is reversed, the invoice opens again.

Construction and EU sales: construction services sold to another builder: choose Reverse charge (construction) as the VAT — the invoice has no VAT and carries the reverse-charge note (the customer needs a business ID). An EU sale (VAT 0 %) needs the customer's VAT number from another EU country.

Purchase credit notes: a credit note stays in the payables until it is settled: open the booked credit and choose Set off against invoice… (an open invoice of the same supplier — the payment takes the invoice minus the credit from the bank) or Money refunded… if the supplier paid it back to your account. A booked or paid purchase invoice can't be deleted, and the booked payable must equal the invoice amount. An invoice that looks like a duplicate can be booked anyway only with a reason.

VAT from bank bookings: the VAT return no longer counts the VAT lines of bank bookings as a tax base again. If you have already filed a period with VAT bookings made from the bank, compare the VAT view with what you filed and correct it in OmaVero if needed. The year-end checklist warns when a limited company's equity is negative (Companies Act 20:23: notice to the Trade Register). For a UK Ltd, the Books view shows the UK deadlines (Companies House, HMRC).

Reversals (v89): a voucher can be reversed only once, and a reversal cannot be dated before the original voucher. A purchase invoice booking is corrected on the invoice (Correct booking…). A pay run can be reversed (first the net-pay payment, then the pay voucher): the run shows as Reversed and the corrected run is made as a new one. An employee gets only one payslip for an overlapping period.

Customer payments from the bank: a customer payment is not booked from the bank straight to account 1700. Open the line's ⋯ menu and choose Customer payment to a sales invoice: Numar suggests the invoice with the same reference first and books the payment on the invoice (a smaller amount = a part payment). On the cash basis, the VAT of a part payment belongs to the period in which it was received.

Overpayments: if a supplier was paid too much (e.g. an invoice was paid twice and the supplier moved the excess to the next invoice), record the overpayment: Purchase invoices → Suppliers → the supplier → + Record overpayment… (amount, date, bank account and note), or from an unbooked bank line's ⋯ menu Overpayment to a supplier…. The overpayment is a receivable on account 1790 Overpayments to suppliers. When the supplier's next invoice is marked paid, the window shows the unused overpayment and Set off the overpayment against this invoice (ticked already) takes it off the payment: the bank pays only the rest, or nothing when the overpayment covers the whole invoice. Only overpayments made by the payment date are used, oldest first. If the bank paid more than the invoice, choose More than the invoice was paid from the bank… in the payment and type the excess: it is booked in the same voucher as the supplier's overpayment. When the supplier returns the money, choose Mark refunded… on the overpayment row or Supplier's refund of an overpayment… in a bank line's ⋯ menu. The Suppliers list shows an Overpayment … € chip.

Customer overpayments: if a customer paid more than the invoice's open amount, Numar asks when the payment is booked (the sales invoice's Mark as paid or the bank's Customer payment to a sales invoice) whether the excess is booked as the customer's overpayment. The overpayment is a liability to the customer on account 2895 Customer overpayments. A bank line's ⋯ menu can also book the whole line as a customer's overpayment (Customer overpayment…) or as a refund paid to the customer (Refund of a customer's overpayment…). The customer's next open invoice shows the unused overpayment and Set off the overpayment against the invoice, which books it as the invoice's payment. Bookkeeping → Subledgers shows under the purchase and sales ledgers the unused overpayments on the chosen date and compares them with the balance of account 1790 or 2895.

Payroll

Payroll → Pay runs · Employees · Holidays · Reports · Settings. In a Finnish company, tax is withheld by the tax card and TyEL, unemployment and health insurance contributions go by age; in a British (UK) company, PAYE, National Insurance, pension and student loans (see below).

1. Holidays (Finnish Annual Holidays Act): the holiday credit year is 1.4.–31.3.; each full month (at least 14 working days, or 35 hours for the hourly paid) earns 2 holiday days, 2.5 if the employment had lasted a year by 31.3. The employee's entitlement is chosen on the employee: holiday days, holiday compensation 9–11.5 % (the percent rule) or no annual holiday (entrepreneur). Holiday days carried over are days earned and not taken when payroll moves to Numar. + Record holiday records a holiday taken or planned; the holiday days (Mon–Sat without public holidays, Midsummer and Christmas Eve) are counted for you. The view shows each person's days earned, taken, planned and left, the pay per holiday day (monthly salary / 25 or hourly rate × 7.5 h, unless given) and the holiday pay liability.
2. The pay run gets by itself: the hourly paid's holiday pay, the holiday bonus (Settings → Holiday bonus % of holiday pay, e.g. 50 % by the collective agreement) and the percent rule's holiday compensation for the period the holiday starts in; when employment ends, the days left as holiday compensation. A monthly paid person gets their normal salary on holiday.
3. Book holiday pay liability books the pay for unused holidays, the holiday bonuses and the employer contributions as an accrued liability (5300 / 2965 and 6190 / 2966); each time only the change since the last booking, so it can be done every month or at the year end.
4. Incomes Register: from a booked pay run, Incomes Register report shows the deadlines and the figures, and Download XML file makes the earnings payment reports as a file (send it in the Incomes Register e-service's upload service (latauspalvelu); one file holds all the pay run's reports, no signature needed). It needs the business ID and a contact person (Settings). Try the first file in the Incomes Register test service. The employer's separate report (health insurance contribution) is made in the e-service with the amount shown.
5. Payslips for employees: link the employee to a Numar user (Employees → Numar user; invite them first under Admin → People, e.g. with the role Employee). They see their own booked payslips and holiday days under Home → Payslips (see Payslips) — not anyone else's pay. From a booked pay run, Send payslips opens a message in your mail app for each person: a notice for a Numar user, a PDF payslip to attach for the others.
6. Reports: pick the period and the grouping (person, location, job or whole staff): gross pay, tax withheld, employee contributions, net pay, tax-free allowances, employer contributions and costs in total, and by month against the chosen budget's personnel cost accounts (5000–6499). CSV and PDF.
7. Headcount budget: Planning → Headcount → Import from Payroll turns the current employees into planned roles without names (job, location, pay, employer contributions from the rates, start and end). Shown only with the Payroll right.
8. UK payroll (a British company, GBP): for each employee the date of birth, National Insurance number, tax code (e.g. 1257L, S1257L Scotland, C1257L Wales, BR, 0T, K codes), basis (cumulative or Month 1), NI category (A, B, C, H, J, M, V, X, Z), director (NI on the annual basis), student loans (Plan 1, 2, 4, 5 and Postgraduate), workplace pension (employee and employer %, qualifying earnings or all pay) and the previous employer's P45. In the settings the PAYE and Accounts Office references, Employment Allowance and the pension tax relief (relief at source / net pay). Pay runs are monthly; the tax month comes from the pay date (tax year 6.4.–5.4.). Booking: 7000 Gross wages, 7006 Employer's NI, 7007 Employer's pension / 2210 PAYE and NI, 2220 Net wages, 2230 Pension. HMRC (FPS) shows the figures to report with HMRC-recognised software or Basic PAYE Tools on or before the pay day, and the amount to pay HMRC (by the 22nd); CSV. The payslip is in English.
9. Checks (v121): an employee can be linked only to the same Numar user (the same name or email as on the employee card), so nobody sees another person's payslips. For a UK director appointed during the tax year give Director from; the NI thresholds are then counted for the weeks left. The tax codes D2 and D3 are Scottish only (SD2, SD3). Under the percent rule the holiday compensation at the end of employment includes the last month's pay. In a SEPA payment file names and messages are changed to the banks' character set (e.g. å ä ö → a a o), the IBAN length is checked per country and amounts under €0.01 are refused.

Financial statement documents

Bookkeeping → Financial statements → Financial statement documents (at the bottom of the page) keeps the signed financial statements and their attachments in Numar: balance sheet specifications, minutes of the general meeting, the auditor's report, the PRH registration receipt and other attachments. Choose the document type and the financial year, then the files (PDF, image, Excel, Word, ZIP or HTML, 50 MB at most). Earlier years made in another program are saved with Earlier financial year… and its start and end date. The documents are kept for 10 years from the end of the financial year (Accounting Act 2:10) and can't be removed before that. A wrong file can be removed within 24 hours of saving it. The name can be changed with ✏️. The year's documents are also part of the whole-material ZIP file (Books → Everything (ZIP)).

Moving from another program (Procountor, Netvisor and others)

The old program's data is imported from files: Excel (.xlsx), CSV or an HTML report (e.g. the pages of a Kitsas archive), and the opening balance also from a PDF. Export the report from the old program to a file. Numar recognises the columns from the headings (Finnish, English, Swedish). If a column is recognised wrongly, pick the right one under Columns. Import in this order:

1. Chart of accounts: Bookkeeping → List of accounts → Import chart of accounts. The file needs the account number and name. If the file has no account type, Numar proposes one from the account number (Finnish chart). You can change the type before importing. Numar adds the missing accounts and shows the accounts whose name or type differs from the file. When moving from an old program, choose Update the name and type of accounts from the file: accounts without entries get the old program's name and type, so imported entries go to accounts with the same content as in the old program. Accounts that already have entries are not changed (Accounting Act 2:2).
2. Opening balance: Bookkeeping → Financial statements → Enter the opening balance → Read from a file. Choose the balance sheet or trial balance of the previous financial statements. Numar fills in the form's fields and compares the totals with the file's TOTAL ASSETS and TOTAL EQUITY AND LIABILITIES rows. A PDF is read by the AI, and the figures are marked as an AI proposal: compare them with the printout. If the printout has no account numbers (an official balance sheet), Numar shows the balance sheet rows and proposes an account for each; change them if needed and press Fill in the form. The year's profit goes to retained earnings. If the previous year's statements are saved in Financial statement documents, Read from the archive reads them directly. If accounts are missing from the list of accounts, Add accounts to the list of accounts and fill in adds them. Check the figures and press Book the opening balance. The opening balance is booked only for the first financial year.
3. This year's entries: Bookkeeping → Journal → Import entries. The file needs the voucher number or date, the account, and debit and credit (or one amount column, minus = credit). Each voucher of the old program becomes its own voucher in Numar. The voucher refers to the old program's voucher number (Accounting Act 2:5). Before importing, Numar shows the number of vouchers, the dates, the vouchers that don't balance (they are not imported) and the missing accounts. In Procountor's journal the VAT is beside the lines in columns of its own (Kp-arvo, ALV, ALV-väh.) and voucher numbers run per voucher type (Ostolasku 61, Myyntilasku 2026006): Numar adds the tax on lines of its own (sales VAT to account 2930, deductible purchase VAT to account 1763, the non-deductible part stays in the cost), and the VAT report (ALV-laskelma) moves the purchase VAT from 1763 to 2930. If the file has a VAT %, Numar marks VAT codes on vouchers that have the tax on its own VAT account line. If the periods were already reported from the old program, you can leave the codes out. The same voucher is never imported twice, so a stopped import can be run again. Earlier imports lists the imports. Reverse the import corrects a wrong file: each voucher gets a reversing entry on the same date.

Wrongly booked payments and how to correct them

A posted voucher is never changed. A mistake is corrected with a reversal (the voucher is cancelled) or with a memo voucher, and the right entry is then booked again. Both stay visible in the Journal and the change log (Accounting Act 2:5). A reversal can't be dated before the original voucher or into a locked period (e.g. a VAT period already filed). The same voucher is not reversed twice.

Tip: if you're not sure which voucher to correct, open the invoice or the bank line: it links to its entry (voucher number), and the voucher window shows the posting trail.

Payment reminders and receipts: for a payment reminder or collection letter only the fees are booked and paid; the letter's whole demand is shown separately on the invoice, and the original invoice is paid on its own. Book anyway on a receipt asks for a reason, which is saved on the receipt.

Engagement prices: the hourly rate, cap, fixed price and monthly fee are set by people with the right Everyone's hours and rates. Others can create an engagement without a price — their hours then use the person's own rate. If the person responsible for a form, offer or card is suspended or removed, new leads, reminders and invoice-draft checks go to the previous owner or to the company's founder.

For accountants: the Work queue shows every company whose books you have access to, and what is waiting in each.

Payslips (employee)

When your employer has linked you to your Numar user in Payroll, Home → Payslips shows your own booked payslips (pay date, period, gross and net) and the holiday days you have left. A payslip can be opened, printed and downloaded as a PDF. Payslips show only after two-step sign-in, and nobody but you and the payroll person sees them.

Customer

The customer needs no Numar licence. They act through a link or an invitation and see only their own company's matters.

The customer doesn't see internal notes, other customers, the books or prices that were not shown to them.

Administrator

Users and rights are managed under Admin in the menu. Its views are straight in the menu, in groups:

Admin shows in the menu only when you have at least two views there. Others open Company details from ⚙ next to the company name.

1. + Add person (People): invite by email, or with a username and a one-time password. Choose the role.

   Roles: Administrator (every right in the company, user management included; formerly called Owner), Accountant (books, invoices, payroll, CRM, time), Employee (CRM, engagements, own time), Viewer (sees the books, invoices and the CRM), Auditor (sees the books, the financial statements, purchase and sales invoices, receipts and the change log and can check the change log's integrity; no payroll, CRM, investors or ownership; in the Funding area only Public funding; changes nothing) and Consultant (only Funding → investors and ownership). Owner means the organisation's owner. 2. People → List: search by name, username, email or user number (every word, in any order). Filters: company, site, role, status (Active, Suspended, Waiting = invited, No two-step sign-in, All) and last sign-in (within 30 days, not for 90 days, never). Order by name, last sign-in or user number. The list shows 50 people at a time (Next ›), and the search runs in the database, so it works with thousands of users too. Download CSV downloads everyone matching. 3. Invitations: waiting invitations are the List's status Waiting. The same person is one row even when invited to several companies. On the row: Send email, Invitation text and Cancel (cancels all of that person's invitations). 4. People → Rights: what each person may do in each company. The top row is the area (e.g. Purchase invoices, Users) and under it the right's full name (e.g. User management); point at a heading to see what it means. The person column stays in place when the table scrolls sideways. Area shows one area at a time. The role changes from its choice, and the choice always shows the saved role. 5. Modules per company under Organisation → Companies. 6. Activity: who changed what, sign-ins and password changes. 7. Add automatically to new companies (on the person card, owner only): on = the person is added to every new company you set up. Off = they keep their current companies but are not added to new ones. 8. Remove from company: when someone leaves, remove them at the end of their row in the Rights table or on the person card. Access to other companies stays. 9. Organisation details (owner only): the organisation's name, owners, the number of companies and users, and the billing contact (contact person, email, phone, reference). Numar's own subscription and invoices will be shown here later. 10. Numar administration (Numar's administrators only, Admin → Administration): customer organisations, administrators and the reminder schedule. Add an administrator by the email they sign in to Numar with, or remove one. An administrator can create customer organisations but does not see customers' data unless invited. The last administrator cannot be removed. Test companies and test users (v135): an administrator marks a company as a test company and a tester as a test user (email or username; invite them to the test company first). A test user signs in without two-step sign-in, but only to test companies: they can't be added to a real company or an organisation, and if they still ended up in one, the exception would end at once. Real users need two-step sign-in in a test company too. The company switcher shows test after a test company's name. 11. Security (v121): an invitation is taken into use once the invited person has verified their email address — by signing in with the link sent to their email (or the invitation link). An account made with a password alone does not take the invitation. You can reset two-step sign-in only for a person whose every company you manage; if they also belong to other companies, Numar support does it. Only the owner can change the organisation owner's role or membership. The auditor does not see the calendar, bookings, stakeholders or the history of memberships, and cannot share the calendar as a subscription link or sign the financial statements in Numar. 12. Bookkeeping test phase (Organisation → Companies → Bookkeeping on the company's row, the organisation's owner only): a new company's books are in test phase until you mark Taken into use. - Clear the books (test phase) removes entries, sales invoices, pay runs, VAT returns, depreciation, accruals, share-issue bookings and financial statements, reopens closed financial years and restarts voucher numbering. Receipts, purchase invoices and bank lines are either kept as unbooked (recommended) or deleted. The chart of accounts, settings, users, customers, suppliers, investors, shareholder register, pipelines, tasks and employees stay. Confirm by typing the company's name. If the books have filed VAT periods, closed financial years, final financial statements, booked pay runs or sent sales invoices, also confirm that they are test bookings. A booked convertible conversion must be reversed first. Every deleted row stays in the change log. - Taken into use: when the real bookkeeping starts in Numar. After that the books can't be cleared and the mark can't be undone (Accounting Act 2:7); mistakes are corrected with reversing entries. 13. Reset two-step sign-in (on the person card): when someone loses their phone. Confirm who they are first, e.g. by calling them. The old authenticator app stops working and the person sets up the new phone at their next sign-in (QR code and first code). The card also shows whether the person already has two-step sign-in set up. - The owner can reset anyone in the organisation. A company administrator can reset a normal member of their company, but not the owner or another administrator. You cannot reset your own: change your phone in your own account (Change phone or app…), or ask another administrator. A Numar administrator can reset anyone (Admin → Administration → customer organisations' owners and the administrators → Reset 2-step). - The reset shows in the Activity log, and the person gets an email notice about it once outgoing email is set up. Fallback: an administrator can also remove the factor in Supabase (Authentication → Users → the person → MFA).

Two-step sign-in and the owner: everything, the owner's functions too (user management, invitations, companies), works only after the authenticator app's code is entered. The Activity log shows each area's events only to people with the right to that area (e.g. payroll only with the Payroll right).

What is ready and what is coming