XBuddy Docs
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    • Overview
      • What Is XBuddy
      • 1. Registration & Trial
      • 2. Onboarding Wizard
      • 3. First Steps
      • App Groups & Apps
      • Navigating XBuddy
      • Help Center
    • Platform Features
    • Multi-Company
    • Multi-Currency
    • Multi-Language
    • Audit Trail
    • Custom Fields
    • Master Data
    • Feature Toggles
    • Units of Measure (UOM/AUOM)
    • Administration & Automation
      • Overview
      • Users
      • Roles
      • Permissions
      • Data Scope
      • App Access
      • Overview
      • Packs & Add-ons
      • User Types
      • Billing & Subscription
    • Security
      • Overview
      • Stripe
      • MoMo
      • Google Calendar
      • Overview
      • Authentication
      • AI Gateway
      • Changelog
    • Catalog
      • Overview
      • Order-to-Cash
      • Procure-to-Pay
      • Revenue & Invoicing
      • Inventory, Quality & Assets
      • Manufacturing
      • Distribution & Logistics
      • Overview
      • Lead-to-Cash
      • Marketing to Lead
      • Point of Sale
      • Customer Success
      • Returns & Credit Notes
      • Overview
      • Hire to Retire
      • Payroll to General Ledger
      • Performance, OKR & Learning
      • Landscape
      • Contract, Ticket & Billing
      • Ticket to Order or Field Job
      • Field Service Execution
      • Contract Amendment
      • Overview
      • Projects & Tasks
      • Documents & Knowledge
      • Approvals
      • Contracts & Signatures
    • Overview
      • Service business: contract to billing
      • IT services company
      • Field service: dispatch to invoice
      • Construction projects
      • Distribution and trading: buy, stock, sell, collect
      • Manufacturing: BOM to finished goods
      • Retail and F&B: counter, menu and kitchen
      • SME owner: run the whole company
      • Sales leader
      • Chief accountant: close, pay and file
      • HR and payroll: hire to payslip
      • Project manager: plan, time, budget, P&L
      • Employee: self-service on web and mobile
      • Order-to-Cash process
      • Procure-to-Pay process
      • Request-to-payment process
    • Overview
      • Overview
      • Duplicate Contact created
      • Contact needs to become a Lead
      • Converting a Lead to a Deal
      • Cannot convert a Lead that is not qualified
      • Quoting a Deal
      • Closing a Deal won when the customer orders
      • Closing a Deal won without an order
      • Deal lost
      • Stalled Deal
      • Won Deal with services to deliver
      • Renewing a customer contract
      • Invoice from a Sales Order with goods and services
      • Invoicing each delivery
      • Customer pays part of an Invoice
      • Credit for a fully paid Invoice
      • Cannot send an Invoice that needs approval
      • Foreign-currency Invoice will not send
      • Chasing overdue customers
      • Customer is also a vendor — netting
      • Selling bundles
      • Customer refuses part of a delivery
      • Delivery documents and handover record
      • Delivering one order in several shipments
      • Selling below cost
      • Prioritising hot leads
      • Revenue by marketing campaign
      • Cannot move a Lead/Deal stage
      • Converting a quote into an order
      • Two people generate from the same source
      • Customer return after invoicing
      • Invoicing in stages
      • The next-document button is missing
      • Overview
      • Purchase Order over the approval threshold
      • 3-way match mismatch
      • Suspected duplicate vendor Bill
      • Billing an outsourced service
      • PR line does not match a budget line
      • One requisition, several vendors
      • Requisition from a project
      • Returning goods to a vendor
      • Item refused on a requisition
      • Access by purchasing category
      • Overview
      • Voiding a GRN that is already billed
      • Technician short of parts on the van
      • Closing a POS shift
      • Stock on the technician's van
      • Taking materials for a job in batches
      • Returning unused materials
      • Overview
      • Voiding an Invoice that has been paid
      • Posting into a closed period
      • Invoice refused: missing 131/511 mapping
      • Voiding a Payment
      • Bank reconciliation does not match
      • Running FX revaluation twice in a month
      • FX risk report missing a closing rate
      • Depreciation into a closed or already-run period
      • Cannot deactivate a GL account
      • Charging between two departments
      • Intercompany Invoice refused
      • Consolidating a subsidiary not on XBuddy
      • Consolidating companies on different standards
      • Prepaid amortization and accruals at month end
      • Sending a balance confirmation
      • Payroll run posting to the ledger
      • Cash flow forecast
      • Customer deposits on an order
      • Employee advances and settlement
      • Overview
      • Ad-hoc repair with no Service Contract
      • Selling equipment with installation
      • Multi-phase implementation / SOW
      • Hourly services (legal, IT, outsourcing)
      • Periodic maintenance / retainer
      • Incident under warranty
      • Helpdesk request that belongs to a service contract
      • Urgent job, billing terms unclear
      • Same customer buys goods and maintenance
      • Scope change mid-contract
      • Advance or partial invoice
      • Wrong service Invoice
      • Work done by a subcontractor
      • Quotation converted to the wrong document type
      • Quotation will not convert to a Service Order
      • Service hours: SM Timesheet or operations project time?
      • Customer job or internal job?
      • Where are field technician hours billed?
      • Overview
      • Department head cannot approve project time
      • "Role required" error on a project
      • Kickoff of a high-budget project
      • Predecessor task slips
      • Closing a parent task with open sub-tasks
      • Deliverable rejected
      • Milestone has no amount
      • Wrong hours found after approval
      • Project over budget
      • Allocation over the effort plan cap
      • A member leaves the project
      • Internal project
      • A risk materialises
      • Cannot close a meeting
      • Deleting a project
      • Cannot log time on a paused project
      • PM clicks Complete but the project stays open
      • Starting a task warns of unfinished dependencies
      • Project from template refuses a person
      • Worked 6 hours, bill the customer 4
      • Billing overtime to the customer
      • What does project cost include?
      • Reviewing a task against criteria
      • Turning meeting conclusions into tasks
      • Creating a project from a template
      • Overview
      • Leave spanning the new year
      • Self-service leave turned off
      • Picking Leave in the request catalog
      • New employee cannot use self-service
      • Employee cannot see the payslip
      • Clocking in on the web
      • Attendance device not sending data
      • Employee leaves the company
      • From Job Requisition to active employee
      • Logged OT missing from the payslip
      • OT approved by mistake
      • Overnight OT end time error
      • Manager cannot click Approve on an OT request
      • Payroll run refused: unknown formula variable
      • Payroll blocked by completion evaluation
      • Full days despite many absences
      • Punch on an approved leave day
      • Employee missing from the payroll run
      • Voiding a run that has a supplementary payroll
      • Approving time: by week or by line?
      • Editing time in a locked period
      • Gap between attendance and logged hours
      • Hiring an individual freelancer with PIT withholding
      • Locking attendance before payroll
      • Paying casual and seasonal workers
      • Paying by completion
      • Overview
      • A payment waits for approval
      • Payment approval queue
      • Delegating approvals while away
      • Returning a request for more information
      • An approval chain per request type
      • Submitters cannot approve their own requests
      • Approving part of the OT hours
      • Requesting IT support
      • Overview
      • Payee files commitment 08/CK
      • Many small payments to one person
      • Wrong amount or date after approval
      • Hourly contractor on customer service work
      • Contractor Bill failed to post
      • Overview
      • Loading historic data into locked periods
      • Group with parent and subsidiaries
    • Overview
    • Workflow Builder
    • Policies
    • Delegation
    • Automation Monitor & Audit
      • Workflow Templates
      • Policy Templates
      • Delegate Templates
    • Overview
    • XBuddy Chat (Copilot)
    • Agent & Skills Catalog
    • Scenarios
    • Pipelines
    • Agent Details by Domain
      • All Agents
      • Finance & Accounting
      • AR Collector
      • AP Manager
      • Expense Auditor
      • Accountant Assistant
      • FP&A Analyst
      • Sales, CRM & Support
      • Lead Qualifier
      • Sales Coach
      • CS Guardian
      • Support Concierge
      • Procurement, Inventory & Logistics
      • Procurement Assistant
      • Inventory Planner
      • Logistics Coordinator
      • Operations
      • Project PM
      • Field Service Dispatcher
      • Asset Manager
      • Quality Inspector
      • People
      • HR Ops
      • Recruiter Copilot
      • Payroll Assistant
      • Performance & OKR Coach
      • Learning Coordinator
      • Cross-Platform & Collaboration
      • Contract Lifecycle
      • Signature Steward
      • Approvals Steward
      • Exec Briefing
      • Knowledge Curator
      • Documents Librarian
      • Communications Concierge
      • Verticals & Marketing
      • POS Manager
      • F&B Ops
      • Distribution Manager
      • Marketing Strategist
    • Overview
    • Dashboard
      • Overview
      • Running a domain report
      • Building a custom report in Analytics Builder
      • Scheduling report delivery
      • Exporting to CSV
      • Saved reports
      • Report access settings
      • AI Hub and workflow statistics
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Creating an event
      • Agenda view
      • Due view (tasks + approvals with deadlines)
      • Meeting scheduling & sharing
      • Recurring events
      • Meetings & conclusions
      • Workflows & examples
      • Limits, troubleshooting & FAQ
    • Tasks
      • Overview
      • Creating a signature request
      • Tracking signature status
      • Bulk scheduling
      • Expiry & audit trail
      • Signing methods
      • Verify signatures
      • Signature policies
      • Signing templates
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Requesting and tracking leave
      • Viewing payslips
      • Tracking your OKRs and growth
      • Attendance, documents, and profile
      • Requests and approvals
      • Announcements, opinions, and decisions
      • Employment letters and help
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Authoring and publishing an article
      • Organizing categories
      • Search and reader feedback
      • Closing content gaps with AI
      • Turning on the public portal
      • Requiring read acknowledgement
      • Importing an article from a document
      • Versions and comments
      • Settings and access
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Authoring an internal article
      • Categorizing the wiki
      • Searching and finding gaps
      • Keeping content fresh
      • Reviewing and publishing
      • Importing from Documents
      • Comments, feedback and acknowledgements
      • Public portal and access settings
      • Workflows & examples
      • Limits, troubleshooting & FAQ
    • Overview
      • Overview
      • Contact & Account management
      • Lead pipeline (Kanban + scoring)
      • Lead funnel & handoff
      • Deals & forecasting
      • Deal approvals & activities
      • Contracts + e-signature
      • Service renewals
      • Segments & lists
      • Channel Analytics
      • Pipeline stages are configuration, not code
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Quotations
      • Sales Orders
      • Delivery Orders
      • Generate documents
      • Delivery monitoring & handover
      • Price lists
      • Selling prices
      • Product bundles
      • Customer Returns / RMA
      • Revenue Recognition
      • Sales Teams, Reps & Commissions
      • Sales analytics
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Product & Service catalog
      • Catalogs, Product Library & stock items
      • Content Library & AI generation
      • Marketing channels & UTM tracking links
      • Campaigns, ROI & attribution
      • Campaign members & outbound sending
      • Ad platform sync & lead capture
      • Lead scoring & Hot Leads
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Running the Terminal
      • Opening & closing a session
      • Promotions & gift cards
      • Product modifiers
      • Transactions, voids & refunds
      • Customers & loyalty
      • E-invoices
      • Store stock
      • Reports
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Customer Health scoring
      • Health Alerts
      • Renewals — one pipeline shared with CRM
      • Onboarding & templates
      • CS Playbooks & runs
      • The Helpdesk — and why it's a different queue from Service Management
      • NPS Tracking
      • SLA Management
      • CS Teams & Reps
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Service Catalog — the operational rate card
      • Service Orders — the unit of billable work
      • Service Contracts and amendments
      • Tickets — support requests and their lifecycle
      • Timesheets → Billing
      • Billing — one queue, four models
      • Billing statements
      • OT rates and hour packages
      • Projects within Service Management
      • SLA policies & reporting
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
    • Overview
      • Overview
      • Customer invoices
      • Supplier bills
      • Expense claims + approval
      • Payments & reconciliation
      • Dunning (tiered reminders)
      • Recurring billing & retainers
      • Timesheet billing and rate cards
      • Payment approval gate
      • Employee disbursements
      • Individual service payments and PIT withholding
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Recording and validating journal entries
      • Chart of accounts and MISA mapping
      • Bank accounts and live feeds
      • Importing and exporting bank statements
      • Reconciling transactions
      • VAT filing (Form 01/GTGT)
      • Period close and year-end migration
      • Fixed assets, prepaids, and budgets
      • Consolidation when an entity is not on XBuddy
      • Financial reports and ratios
      • Cost centers and cost structure templates
      • Cash flow forecast
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • The requisition-to-PO flow
      • RFQs and quote comparison
      • 3-Way Match
      • Vendor management and scorecards
      • Returns, debit notes, and service confirmations
      • Purchase categories and access
      • Vendor portal
      • Workflows & examples
      • Limits, troubleshooting & FAQ
    • Overview
      • Overview
      • Items master
      • Warehouses & multi-location
      • Reorder & stock requests
      • Goods Receipt (GRN) with UOM conversion
      • Stock transfers & adjustments
      • Stock adjustments
      • Stocktaking
      • Goods issue & returns
      • Costing & valuation
      • Three-way matching
      • Operations & repair
      • Outbound fulfillment flow
      • Lots, serials & expiry
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Creating and dispatching a job
      • Technicians and teams
      • Van stock and parts requisitions
      • Service contracts and job acceptance
      • Job types & templates
      • Preventive maintenance
      • Requisition batches
      • Tool requisitions
      • Advanced scheduling
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Asset register, categories & locations
      • Preventive maintenance schedule & work orders
      • Work orders
      • QR labels & scanning
      • Disposal & revaluation
      • Asset reports
      • Assignments & transfers
      • Depreciation
      • Asset audits
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Inspection templates
      • Running an inspection (two-step submit)
      • Non-conformance reports (NCR) lifecycle
      • Pass-rate reporting
      • Quality settings & inspection sources
      • Workflows & examples
      • Limits, troubleshooting & FAQ
    • Overview
      • Overview
      • Employee lifecycle: hire → onboard → probation → terminate
      • Managing employee records & the org chart
      • Running the recruitment pipeline
      • Onboarding new joiners
      • Employee documents
      • Personal data (Decree 13)
      • Announcements
      • Configuring leave & accrual rules
      • Probation, succession & skills
      • Employee 360 profile
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Running a payroll cycle
      • Salary structures, models, and variable pay
      • Simulating and adjusting
      • Correcting a finalised run
      • Vietnam compliance & GL posting
      • PIT, BHXH and remittances
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • My day
      • Logging time entries
      • Overtime and edits on time logs
      • General entries — time not tied to a project
      • The single approval inbox
      • Timesheet approval
      • Attendance, schedules, and roster
      • Overtime approval
      • Advanced scheduling (WFM)
      • Time-clock devices (including ZKTeco)
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Setting goals and running reviews
      • Finalizing reviews and merit pay
      • Competencies and development gaps
      • Development plans, 1-on-1s, and feedback
      • Pulse surveys and eNPS
      • KPI dashboards and scorecards
      • Talent mapping with the nine-box grid
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Creating objectives and key results
      • Running OKR cycles
      • Check-ins and progress tracking
      • Linking key results to work
      • Milestones and actions
      • Team health and analytics
      • Settings and CSV import
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Authoring courses and learning paths
      • Catalog and enrolment rules
      • The learner experience
      • Enrollments, approvals, and import
      • Assessments and the question bank
      • Instructor-led sessions
      • Certificates, badges, and gamification
      • Team training and reports
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Programs and program templates
      • Session templates and resources
      • Engagements and sessions
      • Coaches and coachees
      • The coachee portal
      • Certificates and analytics
      • Settings and integrations
      • Workflows & examples
      • Limits, troubleshooting & FAQ
    • Overview
      • Overview
      • How a file gets here
      • The document library — upload, folders, versions, tags
      • App folders — where files from other apps land
      • Sensitivity levels
      • Share links
      • Entity attachments — attach a file to any record
      • Search
      • AI (RAG) indexing
      • Knowledge Base integration
      • Storage quota
      • Expiry monitoring
      • Sharing and folder permissions
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Approving or rejecting in My Tasks
      • Tracking Sent requests
      • How requests are generated (policies + workflows)
      • Configuring request types and approval chains
      • Submitting and tracking an internal request
      • Expense claims and payment/reimbursement requests
      • Settling expenses from a business trip
      • Delegation & SLA/escalation
      • Signature levels on approval steps
      • Return for revision and resubmit
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • The contract lifecycle
      • Legal review
      • The Risk Register
      • Templates and the Clause Library
      • Reports and settings
      • Renewals
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Planning a project with Gantt, budget, and risks
      • Portfolio and resource capacity
      • The task board and my tasks
      • Reporting on delivery
      • Project templates and statuses
      • Project roles and members
      • Time logs and expenses
      • Project budget and cost control
      • Project finance and invoicing
      • Task review and dependencies
      • Daily log and notes
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Connecting a channel (Email, Slack, Telegram, Zalo)
      • The unified Inbox
      • Team Chat
      • Canned responses & SLA
      • Reports
      • AI Hub & Concierge
      • Workflows & examples
      • Limits, troubleshooting & FAQ
    • Overview
      • Overview
      • Managing distributors and territories
      • Price lists
      • Van sales and reconciliation
      • Credit, commissions, lots & returns
      • Lots and expiry tracking
      • Reports
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Tracking shipments in transit
      • Shipments from Sales Orders
      • Proof of delivery
      • Exceptions and packages
      • Planning routes
      • Handling returns
      • Carrier performance
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Bill of materials (BOM)
      • Work orders & material consumption
      • Work order lifecycle & release approval
      • Quality checks on operations
      • Costing & production reports
      • Work centers
      • Production schedule
      • Material shortages
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Kitchen display *(beta)*
      • Building the menu and recipes
      • POS to kitchen *(beta)*
      • Recipe costing
      • Dashboard and reports *(beta)*
      • Outlet settings
      • Loyalty
      • Online ordering & delivery *(beta)*
      • Workflows & examples
      • Limits, troubleshooting & FAQ
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AI Gateway

Documentation for the XBuddy AI Gateway is coming soon.

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