PennaSystems is the platform you're using now — a single workspace for freelancers and small teams. It brings together invoicing (PennaPay), bookings (PennaSchedule), client messaging and file delivery (PennaConnect), portfolio (PennaFolio), quick file drops (PennaShare), client onboarding (PennaWelcome), inventory (PennaVentory), time tracking (PennaClock), contracts and e-signing (PennaPact), and AI writing assistance (PennaCompose).

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

PennaPay is the invoicing core of PennaSystems. Send invoices and quotes, collect Stripe payments, track payment status, and manage your client list. 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, PennaCompose.

Available on all paid plans: PennaConnect, PennaShare, PennaFolio, PennaClock, PennaPact.

Studio tier only: PennaWelcome.

See pennasystems.com/pricing for a full breakdown.

PennaAid is PennaSystems' built-in help centre — the page you're reading now. It covers every module in the suite. There's also a separate PennaPay FAQ on pennapay.com aimed at new users and people using the free invoice builder.

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 is the AI draft helper inside the invoice editor. Press the ✦ button in the bottom-right corner to open a side panel, describe what you're invoicing for, and PennaDye suggests fills for client, line items, due date, and notes. Pro feature.

Open an invoice for editing. Press the ✦ PennaDye button in the bottom-right. Type what you're invoicing for (e.g., "Logo design + 2 revisions for Acme Coffee, $850 fixed price"). Select which fields to fill, click Apply suggestions, then review and edit before sending.

Yes. Free users see the ✦ button but get an upgrade prompt instead of the AI overlay.

Four things: invoice line items (clear professional descriptions), client emails (payment chases, rate increases, scope creep, delays — in friendly, neutral, or firm tone), proposals (scope, timeline, payment terms), and project briefs (goals, deliverables, success criteria). Pro feature.

No. PennaCompose only drafts text — it never sends anything on your behalf. You always review, edit, and send yourself.

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 always download again by returning to the conversation. 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 optionally a deposit payment. Studio tier feature.

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.

Yes. Add a deposit amount when creating the welcome package and a payment button appears on the client's page. Payment is processed via Stripe. You'll be notified once the deposit lands.

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.

In most countries (including Denmark and the EU), electronic signatures are legally recognised under the eIDAS Regulation for standard contracts. PennaPact records 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 is read-only to preserve its integrity. If you need changes, void the current contract and create a new one. This prevents disputes about what the client agreed to.

Go to Contracts and look for contracts with a ✅ "Signed" badge. The signing details (name, email, timestamp) are shown on the contract page. We recommend saving the signed confirmation for your records.

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.