Your first invoice.
A little less admin.

Operoso is a local invoicing workspace. No account or subscription is required. Everyday invoicing and PDFs work offline.

1. Get the public Linux release from the official Snap Store listing. Check release notes for the current version and update details.
2. Open Operoso and choose Set up a workspace.
3. Enter your business name. Add the address and contact details you want on new invoices; optional fields can stay blank.
4. Review the details and choose Open my workspace. You can change defaults later in Business details.

Open Business details. Your name, address, email, phone and optional Tax ID / EIN are starting points for new invoices. Default notes and payment instructions save you typing the same sign-off twice.

1. Make sure the correct workspace is selected in the sidebar.
2. Enter the business details you want to share. Leave optional information blank when it is not needed.
3. Add default notes and payment instructions, then choose Save details.

1. Choose New invoice. Review its number, issue date and due date. A blank due date is displayed as Upon receipt. Invoice numbers must be unique within the workspace.
2. Type the client’s name to see matching saved clients, or choose an existing client below Bill to. You can still type a new name; it is added to the client list when you save the invoice. Add a project/reference if useful.
3. Describe the work. Enter a positive quantity or number of hours and a rate. Choose Add a line item for more work.
4. Review the summary. A negative adjustment is a discount; tax is calculated after adjustments. All amounts are in USD.
5. Check notes and payment instructions, then choose Save invoice. You can open the saved invoice and download its PDF.

Clicking away with unsaved edits asks whether to discard them. Choose Cancel to keep editing.

Available since Operoso 1.2 and included in the current 1.3 stable release. The invoice stays simple: one small logo and two colors.

1. In the correct workspace, open Business details → Invoice appearance.
2. Choose a PNG or JPG logo up to 2 MB. Transparent PNG backgrounds are preserved. The logo is resized to fit without stretching; it stays on this computer.
3. Choose an Invoice text color and a Table header color. Check the small preview. Choose a sufficiently dark text color so it remains readable on white.
4. Choose Save details. New invoices and their PDFs use these defaults.

Remove logo removes the default image. Reset colors restores the original green palette. Save your changes; older invoice snapshots remain unchanged unless you explicitly apply the new defaults.

Open a saved invoice and choose Download PDF. In the desktop app, choose a destination in the native Save from Operoso dialog. In a browser, the file downloads using your browser’s settings.

Open the exported PDF and check the client, dates, work, totals, payment details and page breaks before sharing. Long descriptions can continue onto more pages; table headers repeat. Recorded payments and the remaining balance appear when payments exist.

A PDF is a presentation copy, not an editable backup. Keep an Operoso JSON or SQLite backup if you may need to restore or move your records.

Open Clients to search the current workspace’s directory. Saving an invoice adds its client to the directory, or you can choose Add client first.

1. Open a client to see contact details and invoice history.
2. Choose Edit client to update details for future invoices. Saved invoice contents retain the details they had when saved.
3. Choose New invoice for client to start with that client already selected.

1. Open the saved invoice and choose Record payment.
2. Enter the amount received, payment date and an optional note. The amount cannot exceed the remaining balance, and the date must be between the invoice’s issue date and today.
3. Choose Save payment. A partial payment updates the status to Partially paid; a fully covered invoice becomes Paid.
4. Check paid-to-date and balance due on the invoice and its PDF.

The Overview is a summary of the active workspace. Collected income reflects recorded paid amounts. Outstanding totals reflect billed amounts still due; draft invoices are tracked separately.

In Invoices, search by invoice, client or project, or choose a status filter. Overdue is a date/status indicator, not an additional payment or a message sent to the client.

Changing a tracking status does not send an invoice, collect a payment or contact a bank. Operoso records what you enter.

1. Open Invoices in the correct workspace.
2. Use Period for All time, This year, Last year, a listed year, Choose month or Custom dates.
3. For a month, pick its year and month. For custom dates, enter From and To. Both endpoints are included.
4. Choose Date basis: Invoice date or Due date. When a due date is blank, due-date filtering uses the invoice date.
5. Combine the period with search and a status tab. Clear filters resets dates, search and status.

The list filters invoice dates. For money received during a particular year, use Insights, which uses recorded payment dates for collections.

1. Open Insights. Choose a Calendar year or enter From and To, then choose Apply period.
2. Read Billed by invoice issue date and Collected by actual payment date. They answer different questions; collections are not profit.
3. Review opening receivables, closing receivables and overdue balances as of the selected period’s end. Opening means the day before From.
4. Use the monthly chart and exact-value table, aging buckets, top clients and average time to full payment. Drafts do not count as billed work.
5. Under Inspect the records, open an invoice to check the underlying entry.

1. In Insights, apply the dates for your calendar or fiscal year.
2. Choose Export accounting ZIP and save it privately.
3. Extract invoices.csv, payments.csv, summary.csv and README.txt. Read the notes before using the figures.
4. Reconcile entries with your own records or accountant. Keep a regular JSON/SQLite backup as well; an accounting ZIP is not an importable Operoso backup.

payments.csv includes all payments on the selected invoices for reconciliation. Sum only rows marked in_period=True for collections in the chosen period. Undated payment amounts are identified separately; blank receivable cells mean unknown, not zero. Amounts include invoice tax and adjustments, but invoice tax is not a calculation of tax collected on a partial payment.

Use the workspace picker in the sidebar to switch businesses. Each workspace has its own business details, clients, invoice numbering and invoice appearance defaults.

1. Choose Workspaces → Add workspace and follow the setup steps.
2. Use Open workspace or the sidebar picker to make it active.
3. Save or discard any unsaved edits before switching. Operoso asks before leaving a changed draft.

Open an invoice and choose Edit. Check the invoice number, client, sender, line items, notes and payment instructions, then save. If another window has changed the record, reload it before trying again.

Duplicate invoice creates a fresh draft with a new number and no copied payment history. Review its dates and content before saving. It retains the source invoice’s sender details and appearance; the Use current logo and colors action can update that draft deliberately.

Delete invoice permanently removes that saved invoice after confirmation. Keep an external backup if you may need it later. Choosing Cancel in an unsaved-changes prompt leaves your edit available.

1. To restore or move records, open Import / export and choose an Operoso JSON or SQLite file, up to 20 MB.
2. Choose Preview import and check the business names and invoice counts.
3. Choose Import as new workspace. Existing workspaces are not overwritten. Importing the same backup twice creates another copy.

A PDF is not an Operoso backup. Do not delete the app’s data folder to try to repair an import error.

Automatic copies in the 1.4 desktop beta

1. Set up your own sync client so a private Google Drive, Dropbox, OneDrive or other synced folder is available on this computer.
2. Open Import / export → Cloud backup folder → Choose backup folder, then select that folder. Operoso remembers the location on this computer and saves an initial SQLite copy of all workspaces.
3. While open, Operoso checks for changed data every 15 minutes. It also checks when starting and closing. No backups run while Operoso is closed.
4. Choose Back up now whenever you want an additional manual copy. The last-saved time means a file was saved locally; check your sync client to confirm cloud upload.
5. To restore, download a completed copy locally, choose its .sqlite3 file under Backup file → Preview import, review it, and import as new workspaces. Existing workspaces are not overwritten.

The latest 30 automatic copies per installation are kept. Manual copies and other installations’ backups are left alone. Change folder selects another location. Turn off stops new backups without deleting existing copies; provider version history may retain deleted files.

Manual copies in stable, beta or a browser

1. Choose Export all workspaces or Download database backup.
2. Choose your synced folder in the desktop Save dialog. In a browser, save or move the downloaded file there, or upload it through your provider’s website.
3. Check that the provider has finished uploading. Keep dated copies so one accidental edit does not replace your only backup.

Backups contain business and client information and are not encrypted by Operoso. Use a private folder. Missing folders, permissions or write failures appear on this screen and in a backup warning. Reconnect or reselect the folder and try Back up now. Snap permissions may restrict some locations; choose an accessible folder under your home directory or export manually. Copies must fit the current 20 MB import limit.

For help, use support on operoso.io or email support@operoso.io. Include the app version, platform and what you expected. Do not paste private invoice or payment information into a public forum.

Workspace

A separate business area with its own settings, clients and invoice numbering.

Quantity / rate

The units or hours billed and the USD rate for each unit. Their product is the line-item amount.

Subtotal / total

Subtotal adds line items. The final total includes the adjustment and calculated tax.

Paid to date / balance

Recorded payments and the amount still due on that invoice. Recording a payment does not move money.

Invoice snapshot

The sender/client details and appearance stored with a saved invoice, rather than a live link to changing defaults.

Export / backup

A portable file you can keep and import. A PDF is a shareable presentation copy, not an editable backup.

Version / revision

An app version such as 1.3.0 identifies a release. A Snap Store revision identifies a particular uploaded build.

Candidate

A build being tested before public release. A guide preview does not mean that build is available in the Store.