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SoloSuite Dashboard User Guide

Table of Contents

  1. Getting Started
  2. Dashboard Overview
  3. Managing Deals
  4. Project Management
  5. Time Tracking
  6. Invoice System
  7. Expense Tracking
  8. Client Management
  9. Account Settings
  10. Subscription Plans
  11. Troubleshooting

Getting Started

System Requirements

  • Modern web browser (Chrome, Firefox, Safari, Edge)
  • Internet connection
  • Valid email address for account registration

Creating Your Account

  1. Visit the SoloSuite application URL
  2. Click "Sign Up" in the top navigation
  3. Enter your email address and create a password
  4. Complete the quick onboarding form with your name and business details
  5. You'll be redirected to your dashboard automatically

First-Time Setup

After creating your account, we recommend:

  1. Add Your First Client: Navigate to Clients → Add Client
  2. Create Your First Deal: Go to Deals page and create a new opportunity
  3. Set Up Your Profile: Visit Settings to customize your business information

Dashboard Overview

Main Dashboard Features

Business Metrics Panel

  • Net Profit: Your total revenue minus expenses
  • Expected Monthly Revenue: Projected income from active deals and projects
  • Outstanding Invoices: Total amount of unpaid invoices
  • Pipeline Value: Combined value of all active deals

Financial Performance Chart

  • 6-month visualization of revenue vs. expenses
  • Interactive bar charts showing financial trends
  • Color-coded bars (blue for revenue, red for expenses)

Quick Actions Panel

  • Create Invoice: Direct access to invoice creation
  • Record Expense: Quick expense entry form
  • Add Deal: Create new business opportunities
  • Dashboard: Main overview page
  • Deals: Sales pipeline management
  • Projects: Active project tracking
  • Time Tracking: Track work hours and manage timesheets
  • Invoices: Invoice creation and management
  • Expenses: Expense logging and categorization
  • Clients: Client database management
  • Settings: Account and billing configuration

Managing Deals

Understanding the Deal Pipeline

SoloSuite uses a 5-stage kanban board to track your business opportunities:

  1. Lead: Initial contact or opportunity identification
  2. Proposal: Formal proposal sent to client
  3. Negotiation: Active discussion and terms refinement
  4. Won: Successfully closed deal
  5. Lost: Unsuccessful opportunity

Creating a New Deal

  1. Navigate to the Deals page
  2. Click the "+ Add Deal" button
  3. Fill in the deal details:
    • Deal Name: Descriptive title for the opportunity
    • Client: Select from existing clients or add new
    • Value: Expected revenue amount
    • Probability: Likelihood of closing (0-100%)
    • Expected Close Date: When you anticipate winning the deal
    • Description: Additional details about the opportunity
  4. Click "Create Deal" to add it to your pipeline

Managing Deal Progress

Moving Deals Between Stages

  • Drag and Drop: Click and hold a deal card, drag it to the appropriate column
  • Real-time Updates: Changes are saved automatically
  • Visual Feedback: Cards show updated status immediately

Deal Card Information

Each deal card displays:

  • Deal name and client
  • Value and probability percentage
  • Expected close date
  • Quick action buttons for editing and conversion

Converting Deals to Invoices

  1. Click the "Convert to Invoice" button on a won deal
  2. Review the pre-filled invoice details
  3. Add line items and adjust as needed
  4. Save and send the invoice to your client

Deal Best Practices

  • Regular Updates: Move deals through stages as they progress
  • Accurate Probability: Update probability based on client feedback
  • Value Tracking: Keep deal values current for accurate forecasting
  • Lost Deal Analysis: Add notes about why deals were lost for future improvement

Project Management

Creating a New Project

  1. Navigate to the Projects page
  2. Click "+ Add Project"
  3. Complete the project information:
    • Project Name: Clear, descriptive title
    • Client: Select the associated client
    • Budget: Total project budget or estimated cost
    • Deadline: Project completion date
    • Status: Active, Completed, or On Hold
    • Description: Project scope and deliverables
  4. Click "Create Project" to save

Managing Project Status

Status Options

  • Active: Currently in progress
  • Completed: Finished and delivered
  • On Hold: Temporarily paused

Project Grid View

  • Visual project cards with status indicators
  • Color-coded status badges
  • Budget and deadline information
  • Client association display

Project Workflows

  1. Project Setup: Create project with client and budget details
  2. Progress Tracking: Update status as work progresses
  3. Deadline Management: Monitor approaching deadlines
  4. Completion: Mark as finished and create final invoice if needed

Time Tracking

Tracking Time

Live Timer

  1. Navigate to the Time Tracking page
  2. In the Timer Bar at the top, select a Project (optional) and enter a description
  3. Click the Start Timer button to begin tracking time
  4. Click the Stop Timer button to complete the entry. The time will automatically be saved to your timesheet

Manual Time Entry

  1. On the Time Tracking page, click the Manual Entry button
  2. Fill in the details:
    • Project: Select the associated project (optional)
    • Description: What you worked on
    • Date: The date the work was performed
    • Start & End Time or Duration: Enter the time spent
    • Billable: Toggle if the time is billable to the client
  3. Click Save Entry to add it to your records

Managing Timesheets

Day and Week Views

  • Day View: Shows a detailed list of all time entries for a specific day, complete with start/end times and descriptions
  • Week View: Provides a weekly summary of hours worked, allowing you to see your time distribution at a glance
  • Filtering: Use the Project dropdown to filter your timesheet by specific projects

Exporting Time Data

  1. Navigate to the Time Tracking page
  2. Select your desired view (Day or Week) and date range
  3. Click the Export CSV button
  4. A CSV file containing your time entries for the selected period will be generated and downloaded to your device

Invoice System

Creating an Invoice

  1. Go to the Deals page
  2. Find your won deal
  3. Click "Convert to Invoice"
  4. Review and edit the pre-filled details
  5. Add line items for services rendered

Standalone Invoice

  1. Navigate to Invoices page
  2. Click "+ Create Invoice"
  3. Fill in invoice details:
    • Client: Select from your client list
    • Invoice Number: Auto-generated or custom
    • Issue Date: When invoice is sent
    • Due Date: Payment deadline
    • Line Items: Services/products with quantities and rates

Line Items

  • Description: Service or product details
  • Quantity: Number of units/hours
  • Rate: Price per unit
  • Amount: Calculated automatically (Quantity × Rate)

Invoice Status Management

Status Types

  • Draft: Invoice in progress (not sent)
  • Sent: Delivered to client (awaiting payment)
  • Paid: Payment received (marked complete)
  • Overdue: Past due date (unpaid)

Status Updates

  • Automatic status changes based on due dates
  • Manual status updates when payments are received
  • Email notifications for sent invoices

PDF Export (Premium Feature)

  • Available on: Standard and Pro plans
  • Professional Layout: Clean, branded invoice design
  • Download Option: Save PDF for email attachment or records
  • Customizable: Includes your business information and logo

Invoice Numbering

  • Automatic Generation: Sequential numbering system
  • Custom Format: Configure prefix and starting number
  • Year Reset: Option to reset numbering annually

Expense Tracking

Recording Expenses

  1. Navigate to the Expenses page
  2. Click "+ Add Expense"
  3. Complete the expense form:
    • Description: What the expense was for
    • Amount: Total cost
    • Category: Select appropriate expense category
    • Vendor: Who you paid
    • Date: When the expense occurred
  4. Click "Save Expense" to record

Expense Categories

Available Categories

  • Office: Rent, utilities, office supplies
  • Software: SaaS subscriptions, licenses, tools
  • Travel: Transportation, lodging, meals
  • Marketing: Advertising, promotions, events
  • Contractors: Freelancers, consultants, temporary help
  • Other: Miscellaneous business expenses

Expense Management Features

Expense List View

  • Chronological expense listing
  • Category filtering options
  • Search functionality for specific expenses
  • Edit and delete capabilities

Financial Integration

  • Expenses automatically included in dashboard calculations
  • Category-based reporting and analysis
  • Monthly and yearly expense tracking

Expense Best Practices

  • Timely Recording: Log expenses as they occur
  • Accurate Categorization: Use consistent categories for better reporting
  • Receipt Documentation: Keep receipts for tax and record-keeping purposes
  • Regular Review: Monthly expense analysis for budget optimization

Client Management

Adding a New Client

  1. Navigate to the Clients page
  2. Click "+ Add Client"
  3. Complete client information:
    • Name: Client's full name or business name
    • Email: Primary contact email address
    • Company: Organization name (if applicable)
    • Phone: Contact phone number (optional)
    • Billing Address: Invoice and payment address
    • Notes: Additional client information or preferences
  4. Click "Save Client" to add to your database

Client Database Features

Client Cards

  • Visual client representation with key information
  • Quick access to associated deals, projects, and invoices
  • Contact details and communication history
  • Edit and delete options

Client Relationships

  • Deals Association: View all business opportunities with client
  • Project History: Track completed and active projects
  • Invoice Records: Access all invoices sent to client
  • Payment Status: Monitor outstanding balances

Client Management Workflows

Client Lifecycle

  1. Initial Contact: Add client with basic information
  2. Opportunity Tracking: Create deals for potential work
  3. Project Engagement: Link projects to client records
  4. Invoicing: Generate invoices for completed work
  5. Relationship Management: Update information and track communication

Data Organization

  • Alphabetical Sorting: Clients organized by name
  • Search Functionality: Quick client location
  • Filter Options: Active vs. inactive clients
  • Bulk Operations: Multiple client management capabilities

Account Settings

Profile Configuration

Business Information

  1. Navigate to Settings → Profile
  2. Update your business details:
    • Business Name: Your official business name
    • Contact Email: Primary business email
    • Phone Number: Business contact number
    • Address: Business location
    • Logo: Upload your business logo (appears on invoices)

Personal Settings

  • Display Name: How your name appears in the application
  • Time Zone: Set your local time zone for accurate date/times
  • Date Format: Choose your preferred date display format
  • Currency: Select your default currency (Pro plan feature)

Security Settings

Password Management

  1. Go to Settings → Security
  2. Click "Change Password"
  3. Enter current password and new password
  4. Confirm new password and save changes

Session Management

  • Active Sessions: View all logged-in devices
  • Remote Logout: Sign out from other devices
  • Login History: Track recent account access

Notification Preferences

Email Notifications

  • Invoice Reminders: Notifications for overdue invoices
  • Deal Updates: Alerts for deal stage changes
  • Payment Confirmations: Notifications when payments are received
  • Weekly Reports: Summary of business activity

In-App Notifications

  • Task Reminders: Deadline and follow-up alerts
  • System Updates: New features and maintenance notices
  • Account Alerts: Subscription and billing notifications

Subscription Plans

Plan Comparison

Free Plan

  • Cost: $0/month
  • Clients: Up to 3 active clients
  • Deals: Up to 2 active deals
  • Projects: Up to 2 active projects
  • Invoices: Unlimited (web-only)
  • PDF Export: Not available
  • Support: Community support

Standard Plan

  • Cost: $12/month
  • Clients: Unlimited
  • Deals: Up to 50 active deals
  • Projects: Up to 20 active projects
  • Invoices: Unlimited with PDF export
  • Support: Email support

Pro Plan

  • Cost: $15/month
  • Clients: Unlimited
  • Deals: Unlimited
  • Projects: Unlimited
  • Invoices: Unlimited with advanced features
  • Recurring Invoices: Automated repeat billing
  • Multi-Currency: Support for multiple currencies
  • Priority Support: Dedicated email and chat support

Upgrading Your Plan

  1. Navigate to Settings → Billing
  2. Click "Upgrade Plan"
  3. Select your desired plan tier
  4. Enter payment information via secure Stripe checkout
  5. Confirm subscription and enjoy immediate access to premium features

Billing Management

Subscription Status

  • Current Plan: View your active subscription tier
  • Billing Cycle: Monthly or annual billing frequency
  • Next Payment Date: When your next charge will occur
  • Payment Method: Manage stored payment methods

Plan Changes

  • Upgrades: Immediate access to new features
  • Downgrades: Effective at next billing cycle
  • Cancellation: Continue using features until period ends

Feature Gating

When using features beyond your plan limits:

  • Upgrade Prompts: Contextual suggestions to upgrade
  • Usage Tracking: Clear indication of current usage vs. limits
  • Graceful Limitations: Soft limits with helpful upgrade guidance

Troubleshooting

Common Issues

Login Problems

  • Forgot Password: Use "Forgot Password" link on login page
  • Account Locked: Contact support for account assistance
  • Browser Issues: Try clearing cache or using a different browser

Data Not Saving

  • Internet Connection: Verify stable internet connection
  • Browser Refresh: Try refreshing the page
  • Form Validation: Ensure all required fields are completed

Invoice Issues

  • PDF Generation: Verify you're on a paid plan for PDF export
  • Email Delivery: Check spam/junk folders for sent invoices
  • Calculations: Refresh page if totals seem incorrect

Performance Issues

  • Slow Loading: Check internet speed and browser performance
  • Large Data Sets: Use filters to reduce displayed information
  • Mobile Access: SoloSuite is optimized for desktop use

Getting Help

Support Channels

  • Email Support: support@solosuite.com (Standard & Pro plans)
  • Community Forum: Free plan user support and discussions
  • Help Center: In-app documentation and tutorials
  • Feature Requests: Submit suggestions for future improvements

Reporting Bugs

  1. Note the specific steps to reproduce the issue
  2. Take screenshots if applicable
  3. Include browser and operating system information
  4. Contact support with detailed description

Best Practices

Data Backup

  • Regular Exports: Download important data periodically
  • Client Information: Keep external records of critical client data
  • Financial Records: Maintain backup copies of invoices and expense reports

Account Security

  • Strong Passwords: Use unique, complex passwords
  • Regular Updates: Keep your browser and software current
  • Session Management: Log out when finished on shared devices

Workflow Optimization

  • Daily Review: Check dashboard each morning for priorities
  • Weekly Planning: Review deals and projects weekly
  • Monthly Reporting: Analyze financial performance monthly

Keyboard Shortcuts

Navigation

  • Ctrl + K: Quick search (coming soon)
  • Alt + N: New item (context-dependent)
  • Escape: Close modal or cancel action

Dashboard

  • D: Go to Dashboard
  • Ctrl + D: Create new Deal
  • Ctrl + I: Create new Invoice
  • Ctrl + E: Add new Expense

Form Shortcuts

  • Tab: Move to next field
  • Shift + Tab: Move to previous field
  • Enter: Submit form or confirm action
  • Escape: Cancel form or close modal

Frequently Asked Questions

General Questions

Q: Can I use SoloSuite on mobile devices? A: SoloSuite is primarily designed for desktop use but offers limited mobile functionality.

Q: Is my data secure? A: Yes, we use industry-standard encryption and security practices to protect your data.

Q: Can I import data from other systems? A: Currently, direct import is not available, but we're working on this feature.

Billing Questions

Q: Can I change plans anytime? A: Yes, you can upgrade or downgrade your plan at any time.

Q: What happens if I cancel my subscription? A: You'll continue to have access to paid features until the end of your billing period.

Q: Do you offer refunds? A: We offer a 30-day money-back guarantee for new subscriptions.

Feature Questions

Q: Can I customize invoice templates? A: Basic customization is available on Pro plans, with more options coming soon.

Q: How do recurring invoices work? A: Recurring invoices are a Pro plan feature that automatically generates invoices on a schedule.

Q: Can I collaborate with team members? A: SoloSuite is currently designed for individual use, but team features are in development.

Contact Information

SoloSuite Support

Business Hours

  • Monday - Friday: 9:00 AM - 5:00 PM EST
  • Response Time: Within 24 hours for paid plans, 48-72 hours for free plans

This user guide is updated regularly to reflect new features and improvements. Last updated: January 2026