PennaAid

PennaSystems is the platform you're using now — a single workspace for freelancers and small teams. It brings together the money side (PennaPay — invoicing, orders, expenses), bookings (PennaSchedule), client messaging (PennaConnect), portfolio (PennaFolio), quick file drops (PennaShare), client onboarding (PennaWelcome), inventory (PennaVentory), time tracking (PennaClock), invoice setup and theming (PennaDye) and — coming soon — contracts and e-signing (PennaPact).

Everything lives under one login so you don't need to juggle separate tools.

PennaPay is the money core of PennaSystems — the whole money side in one place: send invoices and quotes, confirm sales orders, see which invoices are paid, and track expenses and profit. Every invoice carries your own payment details, so your clients pay you directly. It's the hub you'll use most — most other modules connect back to it (e.g. a booking in PennaSchedule can auto-create an invoice, a PennaConnect conversation can lock files behind invoice payment).

Pro-only: PennaSchedule, PennaVentory, PennaDye, PennaConnect, PennaShare, PennaFolio, PennaWelcome.

On every plan, free included: PennaClock.

Studio only: 250 GB of PennaShare storage, bespoke template design, and up to 5 businesses under one login.

Not launched yet: PennaPact (contracts and e-signing).

See pennasystems.com/pricing for a full breakdown.

PennaAid is this help centre — searchable answers covering every module in the PennaSystems suite. There's also a separate PennaPay FAQ on pennasystems.com aimed at new users and people using the free invoice maker.

A Quote is sent before work begins — it proposes price and scope but is not yet a payment request. The client can accept it from their portal link, at which point it becomes an Invoice and they can pay.

Open the invoice, click the status dropdown and change it to "Paid". You can also record a payment date. Useful when clients pay by bank transfer outside of Stripe.

Yes. Each invoice has its own currency field — DKK, EUR, GBP, USD and more. Your dashboard groups totals by currency to avoid misleading combined figures.

Reverse charge applies when selling B2B services to EU clients in other member states. Instead of charging VAT, the client self-reports it in their country. Select "Reverse charge" in the Tax field — the invoice will show the correct legal notation with no VAT amount.

PennaDye themes and designs your invoices: it can pick up a colour palette from your website, lets you choose a Western or Nordic layout for how the parties are shown, and applies your own brand colours. Pro feature. Having a template built by hand ("Design your own invoice") is part of Studio.

Yes, PennaDye is a Pro feature; the free tier uses the standard template designs.

PennaSchedule gives you a public booking page where clients book sessions directly from your link. You set up services (duration, pricing, custom intake questions), define your availability and PennaSchedule handles confirmation emails and calendar invites. Pro feature.

Three steps: (1) Add Services — what you offer, duration and price; (2) Set Availability — which days and hours you're open; (3) Page settings — choose a URL slug, add a headline and publish.

Custom fields let you collect extra info when clients book. Options: Short answer (single line), Long answer (multi-line), or Dropdown (you define the options). Examples: "What's your main goal?", "Describe your project", or package choices.

Yes. Clients receive a confirmation email with a cancellation link. They can cancel up to 30 days after booking. You'll get an email notification when a client cancels.

PennaConnect is your unified inbox for client conversations and notes. Message clients, keep private notes (only you see them) and link conversations to invoices so files unlock automatically when the invoice is paid.

Files in PennaConnect are locked until the linked invoice is paid. This is by design — it protects your work. Make sure the conversation has a linked invoice and that invoice is marked as paid (Stripe or manually). Once paid, the client sees a download button and the conversation shows a "Payment received" message.

Yes. Files are stored in Cloudflare R2 and download links are time-limited (typically 1 hour). When a client clicks Download, a fresh link is generated on the spot — so they can download again by returning to the conversation while their link is active. PennaSystems is not a backup service. We recommend both parties save important files to their own storage after delivery.

On the client detail page, look for "Private notes" — only you see this. Use it for things like "prefers Monday calls" or "project start: September". Separate from invoice notes, which clients can see.

PennaShare lets you send a file to anyone with a single link — no account or sign-in needed on their end. Great for quick deliveries outside a formal invoice workflow. The recipient can optionally leave a short note back.

PennaShare — one file, one link, done. Instant delivery with no payment gate.

PennaConnect — full client messaging with file gating behind invoice payment. Use this for ongoing project work where you want files locked until payment.

PennaFolio is your public portfolio page inside PennaSystems. Add your name, headline, bio, services and work samples, then share one link with prospects or add it to your social profiles. Fill in the fields and it looks professional instantly — no drag-and-drop builder needed.

Go to PennaFolio in your sidebar and edit your bio, services and work samples. Use the Publish toggle to control public visibility. Changes go live immediately when published.

No. Your PennaFolio link is fully public — anyone can view it without signing in, as long as you've toggled it to published.

PennaWelcome replaces the 4–6 onboarding emails you'd normally send a new client. You create a single branded package link that includes your welcome message, an agreement for the client to sign, a project brief form and the agreed deposit amount. Available from the Pro plan, with unlimited packages and a reusable template library. Paying the deposit online is not available yet — the package states the amount and you invoice it in PennaPay.

Your client opens their unique welcome link, reads the agreement text you wrote and clicks to confirm acceptance. Their name and timestamp are recorded. You receive an email notification as each step is completed.

Not online, not yet. You can state the agreed deposit when you create the welcome package, so the amount sits next to the scope and the agreement your client is signing — but your clients cannot pay it by card from that page yet. For now, invoice the deposit in PennaPay. Online collection from the welcome page is on the way.

PennaVentory is a lightweight stock tracker for freelancers and small businesses who sell physical products alongside services. Add products, adjust stock levels and see full adjustment history. Pro feature.

Yes. Go to the Stock tab in PennaVentory and click "Import from CSV". Upload or paste your CSV (first row = headers). Map your columns to ours (name, sku, price, stock, etc.), review the preview and import in bulk.

PennaClock is a built-in time tracker for logging billable hours. Start a timer while you work, or add entries manually. Link time entries to specific clients so your logged hours are easy to reference when invoicing.

Yes. When a timer is running you'll see Pause and Stop & Save buttons. Press Pause to freeze it, Resume to continue. This lets you pause for breaks without losing accumulated time.

By design — your timer state is saved across navigation so you can move around PennaSystems without losing your running timer. When you return to PennaClock, it'll still be running.

Not automatically yet — but you can view time entries per client and use that to manually add a line item in the invoice editor. Tighter invoice integration is on the roadmap.

PennaPact is coming soon. When it lands: in most countries (including Denmark and the EU), electronic signatures are legally recognised under the eIDAS Regulation for standard contracts. PennaPact will record the signer's full name, email, timestamp (UTC) and IP address — a simple electronic signature (SES) under eIDAS.

For high-value contracts or specific legal requirements, consult a lawyer about whether a qualified e-signature (QES) is needed.

No. Once sent, a contract will be read-only to preserve its integrity — if you need changes, you'll void the current contract and create a new one. This prevents disputes about what the client agreed to.

Signed contracts will sit alongside the invoices they cover, with the signing details (name, email, timestamp) on the contract itself. We'll share full instructions when PennaPact launches.

Go to Settings → Billing and click "Manage subscription". This opens the Stripe customer portal where you can cancel, change plan, or update payment details. Cancellation takes effect at the end of your current billing period — you keep access until then.

Your data stays accessible for the rest of your paid period, then your account is downgraded. Invoices and contacts remain visible but Pro features are restricted.

Export all your data at any time from Settings → Data export (GDPR Art. 20). If you delete your account, data is scheduled for permanent deletion after 30 days (GDPR Art. 17) with a restoration window.

Go to Settings → Security and click "Set up 2FA". Scan the QR code with an authenticator app (Google Authenticator, Authy, 1Password, etc.), enter the 6-digit code and 2FA is enabled.

Data is stored on Railway (PostgreSQL database, EU region) and Cloudflare R2 (file storage, EU). Emails are sent via Resend. All three have GDPR-compliant Data Processing Agreements (DPAs).

PennaSystems sends a notification when you log in from a new IP address — a security feature. If it was you, no action needed. If not, change your password immediately at Settings → Change password and enable 2FA.

Export your data at any time from Settings → Data export. For deletion requests or other GDPR enquiries, contact us at the address in the Privacy Policy.