User manual

Business

The Business cluster covers the commercial side: clients, quotes, jobs, contracts with signature, invoices, subscription and credits, and the share links you use to deliver the work to the client. Almost everything in here is reserved to Owners and Admins.

Clients

For each client you record a name, company, email, phone, VAT number, tax code, address and notes. In countries where they apply — today Italy — the SDI recipient code and the PEC address also appear, both needed for e-invoicing.

From the client's page you see the linked missions. There is no client login: what the client sees goes through the share links.

Quotes

A quote gets a progressive number per organization (QUO-0001) and carries a subject, client, linked mission, validity, VAT rate (starting from the organization's own) and the lines: description, quantity and unit price, with subtotal, VAT and total recomputed on every save. The terms arrive prefilled from the organization profile.

The PDF comes out with your logo; on quotes the IBAN is not printed. You can attach documents — each attachment keeps its SHA-256 fingerprint — and download everything as a ZIP package. If the quote is linked to a mission, the Attach weather (open-meteo) action puts the weather report inside as evidence of the window you chose.

The only status transition available in the interface is Accept & create job: the quote moves to accepted and a job is created with the same client and the same subject, at the net value. There is no direct conversion from quote to invoice: you go through the job.

Jobs

A job (JOB-0001) holds together the agreed price, the linked missions, the expenses by category (travel, personnel, equipment, external service, permits, other) and the invoices issued.

The job's page computes the margin: revenue minus costs, where the costs are the recorded expenses plus the flight hours of the linked missions multiplied by the flight-hour cost set in the organization profile. The badge is green if the margin is positive, red if it is not. If you have not set a flight-hour cost yet, the page tells you and proposes a value derived from your own data.

From here the Create invoice action opens a draft already filled in with one line equal to the agreed price and a due date thirty days out.

Contracts with signature

A contract starts from a template: there are three to begin with — mission engagement of an external pilot, aerial filming release, drone flight operations agreement — plus any you save yourself. The text is markdown and accepts variables such as the organization's, the client's and the mission's data, which are resolved at the moment of sending.

Send for signature does three things at once: it resolves the variables, freezes the text by saving its SHA-256 fingerprint, and generates the signing link. If the client has an email address, they receive it by mail. From that moment the contract can no longer be edited or deleted, not even by going in through the direct address.

The signatory opens a branded page, reads the text, enters their full name and an optional email, and ticks the acceptance box. The system records the name, the email, the date and time, the IP address and the browser, along with the fingerprint of the signed text; immediately afterwards the page shows the outcome with the hash and the signed PDF to download, and you get the notification.

On legal value the platform is explicit, and it bears repeating: it is a simple electronic signature — name, date and time, IP and text fingerprint. It is not a qualified signature (QES). The link has an expiry that you set, and it can be revoked: after that, nobody signs.

Invoices and e-invoicing

An invoice is numbered INV-2026-0001, progressive per calendar year and per organization. It has a client, a job, an issue date, a due date (thirty days by default), a VAT rate and the same lines as quotes. On the PDF, unlike the quote, the IBAN is printed.

The statuses are draft, issued and paid; Overdue is not a status you set but a condition computed on an unpaid invoice past its due date — and the menu carries a red badge with their number. Payment is recorded by hand with Mark paid: there is no automatic reconciliation.

For countries where it applies, the export e-invoice action appears. In Italy it produces the FatturaPA file in FPR12 format, to hand to your intermediary or to the SdI: it takes the VAT number and tax regime from the organization, the client's recipient code — or 0000000 with the PEC address when the code is missing — the lines with their rates, the VAT summary and the payment details with the IBAN. The other European formats are mapped too: Facturae for Spain, Factur-X for France, XRechnung for Germany and Peppol for several other countries.

Two limits to know before using it in earnest. The platform generates the file, it does not transmit it: sending to the SdI stays with your intermediary. And the address is filled in only partially — postcode and municipality come out with placeholder values — so they have to be completed before sending.

The tax details that feed all of this — VAT number, tax code, IBAN, tax regime, rate, currency, billing address and the default texts — are set in the organization profile.

Subscription and credits

The Billing & plan page shows the active plan, the available credits on the four axes (live minutes, processing credits, GB of storage, GB of event delivery), the available plans and the packs you can buy. Packs add to the plan and do not expire at month end.

Payments go through Creem as Merchant of Record: VAT and a receipt for your country are applied at checkout, and with a valid VAT number the reverse charge applies. One practical consequence follows: the subscription receipts are not in the panel, Creem issues them. Prices shown exclude VAT. Switching to the free plan is immediate; for the others you go to checkout, and on your return the plan activates or the credits are credited.

Client portal share links

The client portal is a link you open from the mission, in the Files & delivery tab. It is not created from the list: it comes out of the work it has to deliver. If an active link already exists for that mission, it is reused instead of a second one being generated.

When you create it you decide two things: an optional expiry — leave it empty and the link never expires — and whether to protect it with an access code, an option that is on by default. The code is six characters and is shown to you together with the link, to be passed to the client by some other route. You can also download the portal's QR code.

The client opens a page with your logo and your color, carrying the mission's title and code, the validity date if there is one, and only the files you have published: publishing individual files stays an explicit act of yours. Each file shows its name, size and SHA-256 fingerprint, so whoever receives it can verify they have exactly that file. There can also be a quote to accept or decline, a shot map built from the GPS data of the photos, and a project viewer for embedded models and tours. The page is not indexed by search engines.

There are three ways to act on an active link. Extend expiry moves only the date up to which it works: the address stays the same, and whoever already has it carries on using it without noticing a thing. Regenerate link does the opposite: it creates a new address and switches the old one off instantly, so anyone who had received it — by email, in a chat, in a shared folder — is locked out until you send them the new one; the access code and the view history, on the other hand, stay as they are. Finally there is Revoke link, immediate: once revoked, as once expired, the link opens nothing.

The access log is the part that matters most when you need to prove a delivery. For every opening, the date and time, a fingerprint of the IP address — a hash, never the IP in plain text — and the browser used are recorded. Worth knowing: one row is written per session, not one per page reload, and the same goes for the views counter; so that number tells you how many times the portal was opened, not how many pages were viewed. On the first opening, if you leave the option on, you get a notification: the client has looked.