Every feature,
and where to find it.

Your first hour

Quarvex does not need a two-week implementation. This is the order that works.

1. Settings, then Company. Name, address, VAT number if you have one, and your bank details. These print on every invoice you send, so it is worth five minutes now.
2. Link Companies House. In the same screen, type your company number and press Look up. Quarvex reads your registered office and, more usefully, your next accounts and confirmation statement dates, then puts them on your dashboard and in your reminder emails.
3. Connect the bank. Bank, then Connect Bank Account. Transactions arrive daily from then on. If your bank is not supported, import a CSV instead; nothing downstream cares which route it came in by.
4. Set your opening position. If you are moving from other software, put your opening stock quantities on the Stock screen and your existing assets in Fixed Assets. Quarvex posts the opening journals for you.
5. Raise something. An invoice, an expense, a purchase. Watch it land on the dashboard and in the ledger. That is the moment it becomes real.

The dashboard

The first screen after you sign in. It answers three questions: what is the business worth this month, what is owed in each direction, and what is due soon.

• Money in, money out and the difference, for the period you pick.
• Unpaid sales and unpaid purchases, with overdue shown separately in red.
• The deadline board. Every filing and payment date that applies to you, nearest first, with the reason underneath. See Deadlines.
• Notices. Things Quarvex thinks you should know: a VAT penalty point HMRC has recorded, a bank connection about to expire, a company on a tier that cannot file its own return.

Getting paid

Sales invoices

Raise as many as you like. Lines carry a description, quantity to three decimal places, unit price and a VAT rate, and the totals are computed to the penny rather than the nearest one.

• Any currency. Pick it on the invoice. Quarvex fetches the rate and keeps both the foreign amount and the sterling value, so your VAT return and your accounts stay right.
• Products. Pre-add the things you sell so they are a quick pick rather than retyping. Link one to a stock item and selling it moves the stock and posts the cost of sale.
• Upload or AI Extract. Drop in a PDF or a photo and Quarvex reads the supplier, date, totals and lines off it. You check it, you do not type it.
• Import CSV. Bringing a year over from somewhere else is a file, not an afternoon.
• Documents. Every invoice becomes a PDF in your own branding, with your bank details and a pay link if you have one.

Quotes, credit notes and purchase orders

Quotes convert to invoices in one click and keep their reference. Credit notes are proper negative documents that reverse the VAT and the ledger, not a minus sign typed on an invoice. Purchase orders track what you have committed to before the bill arrives.

Recurring invoices

Set a template, a frequency and an end date. Quarvex generates the invoice overnight on the server, so it happens whether or not anybody is signed in, and it cannot generate twice if two people open the app at once.

Pay-by-card links

Connect Stripe in Settings and every invoice can carry a link that takes a card payment. When the money arrives the invoice is marked paid for the right amount, and a part payment marks it partly paid rather than wrongly closing it. Refunds and chargebacks are recorded too, and a refunded invoice becomes collectable again instead of sitting there saying paid.

Chasing payment

Quarvex emails overdue customers for you, in a tone that matches their history: gentle for somebody who always pays, firmer for somebody who never does. The email carries the invoice details, your bank details and the pay link. It never sends the same reminder twice.

You can also send a statement of everything outstanding, or a remittance advice when you pay somebody.

Customers and suppliers

Address, VAT number, contact, notes. Used on documents, in the aged reports and for matching bank transactions. A customer's history is what decides the tone of a reminder.

What you spend

Purchase invoices

The same document engine as sales, pointed the other way. Lines, VAT, currency, attachments. A purchase line that matches a stock item raises the quantity on hand and rolls the weighted-average cost, so your stock value follows your actual buying rather than a price you typed once.

Bills Inbox: email your bills in

Turn it on and the company gets its own email address, such as your-company.k7m2p9xq@bills.quarvex.com. Forward a bill to it, or give it to your suppliers. Each PDF, JPG or PNG attached becomes one bill in the inbox, up to ten from each email, and Quarvex reads it as it arrives: the supplier, the dates, their reference, the lines and the total.

Nothing goes into your books until you press Make Bill, check the form and save it. The file stays on the bill. A file that came in before says so, and a row that is already a bill cannot be made into a second one. Hide what you have dealt with; Show hidden brings it back.

Anybody who has the address can send to it, so give it to your suppliers and your team only. Change Address stops the old one at once, and Turn Off stops it without losing what is already there. Quarvex reads up to 50 emailed bills a day for each company by itself; Read It reads one now.

Expenses and mileage

Out-of-pocket spending, with a receipt photo. Mileage is calculated at HMRC's approved rates, including the drop after 10,000 miles in the year. There is no per-user charge, so everybody in the business can put their own expenses in.

The bank

Bank feeds

Connect through open banking and transactions arrive every day. The connection has a life of its own set by your bank, so Quarvex counts the days down and tells you before it expires rather than after, and renewing is one button.

No feed? Import a CSV or an OFX file. Everything after that point is identical.

Reconciliation and rules

Quarvex suggests a match for each transaction against your invoices, bills and expenses. Accept it, change it, or create something new from the transaction there and then.

• Auto-Match All clears the obvious ones in a single pass.
• Rules. Teach it once: anything containing this description is that supplier and that category. It applies from then on.
• Part payments are handled properly. Paying half an invoice leaves half owing, and the aged debtors report agrees.

Cash flow and budgets

The cash flow forecast takes your opening balance, everything owed to you, everything you owe, and your recurring commitments, and projects 30, 60 or 90 days ahead. You choose whether overdue money counts as money you will get.

Budgets are set by category and by month, then compared against what actually happened.

Stock and fixed assets

Stock is held at weighted-average cost. Buying moves the quantity and rolls the cost. Selling moves it back out and posts the cost of sale, and it will not let you sell more than you hold and quietly invent negative stock. Low stock alerts are per item. Opening stock posts its own journal.

Fixed assets have a cost, a date, a method and a life. Quarvex posts depreciation monthly, keeps an asset register, and handles disposals including the profit or loss on them.

VAT and HMRC

The return

Connect to HMRC once. Quarvex then asks HMRC which periods are open rather than guessing from a calendar, computes all nine boxes from your actual ledger, and shows you the workings before anything is sent.

• Standard, flat rate and cash accounting.
• Reverse charge, including the domestic reverse charge for construction.
• Postponed VAT accounting on imports.
• A declaration you have to tick, with the words HMRC requires, before the button works.
• The submitted return is kept with its HMRC receipt reference.

Adjustments

This is the part most small software leaves out, which is why people end up filing a return they know is wrong. Quarvex handles:

Every adjustment lands in the right box, posts its own ledger entries, and shows on the return with its reason attached.

What HMRC holds about you

Quarvex reads back, so you are not guessing:

• Your returns, as HMRC recorded them, not as you remember them.
• Liabilities and payments, so you can see what is actually outstanding.
• Penalty points. These accrue silently and the first most people hear is the £200.00. Quarvex checks weekly and puts a notice on your dashboard.
• Your registration details as HMRC has them.

Payroll

Employees

Starter details, NI number and category, tax code, pay, frequency, bank details, pension settings. Quarvex validates the NI number properly rather than accepting anything with the right number of characters. Leavers are marked as leavers and keep their history.

Running payroll

Pick the pay date, preview the run, check it, then file. Weekly, fortnightly, four-weekly and monthly are all supported and do not collide with each other.

• PAYE, National Insurance and student loans including postgraduate.
• Statutory pay: sick, maternity, paternity, adoption and shared parental.
• RTI: the Full Payment Submission for each run and the Employer Payment Summary when you are claiming something back.
• Employment allowance and the apprenticeship levy, both reported on the EPS.
• Payslips, P45 for leavers, P60 at year end.
• The payroll journal posts itself into the ledger, correctly, including when net pay is negative.

Pensions and auto-enrolment

Not just an assessment tick-box. Quarvex runs the duties properly.

• Assessment every pay run against the earnings triggers.
• Postponement up to three months, the most the law allows, with the date arithmetic done correctly: a postponement from 31 August ends on 30 November, not 1 December.
• The six statutory member letters, each with its own deadline, ready to send and recorded when you send them.
• Opt-outs inside the window, with the refund calculated and marked when paid.
• Re-enrolment every three years.
• Contribution files for your provider, in NEST's format.

Benefits in kind (P11D)

Mandatory payrolling of benefits was delayed, so the P11D is still a form somebody has to fill in. Quarvex does the whole thing, not a summary.

• Every section, A to N. Assets transferred, payments on an employee's behalf, vouchers and credit cards, living accommodation, mileage above the approved amount, cars and car fuel, vans and van fuel, low interest loans, medical, relocation, services supplied, and the rest.
• Company cars by CO2 and fuel type, with the appropriate percentage, days unavailable, capital contributions and private use payments all handled.
• Beneficial loans on the average or strict method, with the £10,000.00 exemption applied the way HMRC applies it: one day above and the whole exemption goes.
• Class 1A calculated, and the P11D(b) built from it.
• Employee copies produced for each person, which they are entitled to by the same date.

CIS

Built by somebody who has read the scheme rather than skimmed it.

• Subcontractors with UTR validation that checks the actual check digit, and verification numbers in HMRC's format including the unmatched suffix.
• Verification sets the deduction rate at 0%, 20% or 30%, and Quarvex tracks the rolling three-year rule so it tells you when somebody needs verifying again before you pay them.
• Monthly CIS300 with its own validation pass before you file, and the nil return obligation flagged rather than forgotten.
• Payment and deduction statements for each subcontractor, due within 14 days of the month end.
• Late filing penalties shown before they happen, not after.
• The deduction is calculated on labour only, with materials and VAT excluded correctly.

Self Assessment

Making Tax Digital for Income Tax, for sole traders and landlords.

• Quarterly updates to HMRC, with the standard or calendar quarter election.
• More than one income source, including foreign property.
• Business Source Adjustable Summaries: trigger one, see what HMRC calculated, and adjust it.
• Losses, with the order you want them claimed in.
• Annual adjustments and allowances, including the capital allowance boxes.
• The final declaration at the end of the year.
• Your account with HMRC: what they say you owe, read back rather than guessed.
• A live tax estimate as the year goes on, so January is not a surprise.

The books underneath

Quarvex is double entry all the way down. Everything above posts into a real ledger, which means the reports tie and an accountant can actually work in it.

• Chart of accounts, editable, with the standard UK codes seeded.
• Manual journals, with an amendment history that is kept permanently. A journal that was changed shows what it used to say.
• Trial balance and general ledger, filterable by account and date.
• Write-up, a one-line entry screen for money in and money out, for clients whose books an accountant keeps without raising invoices.

Reports

Nine, and each comes out as a PDF, a CSV or an Excel file, or goes out by email.

Deadlines and Companies House

The thing that actually costs people money is not a wrong number. It is a date nobody remembered.

Quarvex works out every deadline that applies to you from what you actually do, not from a generic list:

• PAYE, National Insurance and student loans, by the 22nd, moved back if that falls on a weekend or a bank holiday.
• The EPS, if you are claiming a reduction, before the 19th.
• CIS: pay by the 22nd, file by the 19th.
• VAT, using HMRC's own due date for your open period.
• Quarterly updates and the final declaration for Self Assessment.
• P60s by 31 May, P11D and P11D(b) by 6 July, Class 1A by 22 July.
• Accounts and the confirmation statement, on the dates Companies House itself holds for your company.

They appear on the dashboard, and Quarvex emails the owner 14 days before and 3 days before each one. Once each. It never nags you twice about the same date, and it does not email you about something already in the past.

For accountants

A practice account is free, holds unlimited clients and unlimited staff, and is a console rather than a set of books: your client list, your billing and your practice details, nothing else. Full pricing is on the accountants page.

• Add a client by searching Companies House. The number, registered office, officers, SIC codes and filing dates come across with it.
• Open switches you into that client's books and back out again, with no second sign-in.
• Tiers: Ledger, Sole Trader or Business, changed whenever you like and charged pro rata. Quarvex moves a client up itself if they register for VAT on a tier that cannot file one, and tells you why.
• Hand-over in both directions. A business can pass its company to you with its whole history, and you can pass one back.
• Your staff sign in as themselves, free, and the activity log records who did what.
• Unpaid invoices across every client in one view.

Settings, people and security

• Company: your details, your bank details for invoices, and the Companies House link.
• Team: invite people as owner, staff or accountant. Roles decide what somebody can see and change.
• Get Paid Online: connect Stripe for card payments on invoices.
• Subscription: change plan, see what is next, cancel. A cancellation runs to the end of the period you paid for rather than cutting you off the same day.
• Data: export everything.
• Security: two-factor sign in with an authenticator app, and ten backup codes. A code can only be used once, so somebody watching you type it cannot reuse it. Required on practice accounts.
• Activity: a log of what has been done in the company, and by whom.

Your data

It is yours. Export it whenever you like from Settings, in full, at no cost and with no notice period. Documents you have sent stay as PDFs you can download. If you leave, you leave with everything.