❓ PennaAid

Files in PennaConnect are locked until the linked invoice is paid. This is by design — it protects your work.

To unlock files for your client: make sure the conversation has a linked invoice, and the invoice must be marked as paid (either via Stripe or manually).

Once paid, the client will see a download button and the conversation will automatically show a "Payment received — your files are now available" message.

Yes. Files are stored in Cloudflare R2 and download links are time-limited (typically 1 hour). PennaPay is not a backup service.

When the client clicks "Download", a fresh link is generated on the spot — so they can always download again by returning to the conversation. But if you delete the file from PennaPay, it is gone permanently.

We recommend that both you and your client save important files to your own storage (Google Drive, Dropbox, etc.) after delivery.

When creating a new conversation in Messages, select the invoice from the "Link invoice" dropdown. The file gate is then automatically tied to that invoice's payment status.

You can also link an invoice after creation by editing the conversation settings.

They can see that a file exists (filename and size) but cannot download it. They'll see a lock icon with a message explaining that payment unlocks the files.

Image files show a lock message rather than a preview to prevent clients from screenshotting your work before paying.

A Quote is sent to the client before work begins. It shows the proposed price and scope but is not yet a payment request. The client can accept the quote from their portal link.

When accepted, the quote automatically becomes an Invoice (status changes to "sent") and the client can pay it.

Open the invoice in the builder, click the status dropdown, and change it to "Paid". You can also record a payment date. This is useful when the client pays by bank transfer outside of Stripe.

Yes. Each invoice has its own currency field. PennaPay supports all major currencies including DKK, EUR, GBP, USD, and more.

If you use multiple currencies, your dashboard will show totals grouped by currency to avoid misleading combined totals.

Reverse charge applies when selling B2B services to clients in other EU countries. Instead of you charging VAT, the client self-reports it in their own country.

Select "Reverse charge" in the Tax field when creating an invoice. The invoice will show "Reverse charge" on the tax line with no amount — this is the legally correct notation.

Consult your accountant or Skat.dk if you're unsure whether reverse charge applies to your situation.

In most countries (including Denmark and the EU), electronic signatures are legally recognised under eIDAS Regulation for standard contracts.

PennaPay's e-signature records the signer's full name, email address, timestamp (UTC), and IP address. This constitutes a simple electronic signature (SES) under eIDAS.

Note: For high-value contracts or specific legal requirements, consult a lawyer about whether a qualified e-signature (QES) is needed. We recommend professional legal review before going live with client contracts.

No. Once a contract is sent (status: "Sent"), it becomes 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 actually agreed to.

Go to Contracts in your dashboard and look for contracts with a ✅ "Signed" badge. The signing details (name, email, timestamp) are shown on the contract page.

We recommend downloading or screenshotting the signed confirmation for your records, especially for larger engagements.

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 remains accessible for the remainder of your paid period. After that, your account is downgraded — invoices and clients remain visible but some features are restricted.

You can 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). You can restore within that 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 to confirm, and 2FA is enabled.

After enabling, you'll need your authenticator code every time you log in from a new device.

Data is stored on Railway (PostgreSQL database, EU region) and Cloudflare R2 (file storage, EU). Emails are sent via Resend.

All three providers have GDPR-compliant Data Processing Agreements (DPAs).

PennaPay sends a notification when you log in from a new IP address. This is a security feature — if it was you, no action is needed.

If you didn't log in, change your password immediately from Settings → Change password and consider enabling 2FA.

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

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

Yes. PennaDye is a Pro feature. Non-Pro users will see the ✦ button but clicking it opens an upgrade nudge instead of the AI overlay.

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

There are three steps: (1) Add Services — what you offer, how long each takes, and your price; (2) Set Availability — which days and hours you're open; (3) Go to Page settings to choose a URL slug, add a headline, and publish.

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

Yes. Clients receive a confirmation email with a cancellation link. Clicking it takes them to a cancellation page where they can cancel up to 30 days after the booking was made. You'll receive an email notification when a client cancels.

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. Pro 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 — if you add a deposit amount when creating the welcome package, a payment button appears on the client's page. Payment is processed securely via Stripe. You'll be notified once the deposit is paid.

PennaCompose can help with four things: invoice line items (clear professional descriptions), client emails (payment chases, rate increases, scope creep, delays — in friendly, neutral, or firm tone), proposals (with scope, timeline, payment terms), and project briefs (structured with 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.

PennaVentory is a lightweight stock tracker for freelancers and small businesses who sell physical products alongside services. You can add products, adjust stock levels, and see full adjustment history. Pro feature accessible from PennaVentory in your sidebar.

Yes. Go to the Stock tab in PennaVentory and click "Import from CSV". Upload or paste your CSV file (first row = headers). We'll detect your columns and you can map them 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. You can 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 the timer, then Resume to continue. This lets you pause for breaks without losing your accumulated time.

It's by design — your timer state is saved across navigation so you can move around the app without losing your running timer. When you return to PennaClock or open any page, your timer will still be running.

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

PennaConnect is your unified inbox for client conversations and notes. All your messages and client records live in one place. You can message clients, keep private notes about them (only you see these), and link conversations to invoices so files unlock when paid.

On the client detail page, look for "Private notes" (only you see this). Use it to remember small things like "prefers Mondays for calls" or "their dog is named Bear". This is different from invoice notes, which clients can see.

PennaShare lets you send a file to anyone with a single link. Your client opens the URL and downloads in one tap — no account, no sign-in required. They can optionally leave a short note back. Great for quick deliveries outside of a formal invoice workflow.

No. PennaShare links are public — your client just opens the URL and clicks Download. No sign-in, no PennaSystems account needed on their end.

PennaShare is for simple, immediate drops: one file, one link, done. PennaConnect is your full messaging inbox where files are attached to conversations and can be locked behind invoice payment. Use PennaShare for a quick "here's the file" delivery; use PennaConnect when managing an ongoing client project.

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. No drag-and-drop builder — fill in the fields and it looks professional instantly.

Go to PennaFolio in your sidebar and edit your bio, services, and work samples. Use the Publish toggle to control whether your portfolio is publicly visible. 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.

PennaPay is an all-in-one invoicing and business management tool for freelancers and small teams. Send invoices and quotes, book client sessions, track time, manage inventory, collect deposits, sign contracts, and manage all your client conversations in one place.

PennaAid is this help page — searchable answers to common questions about PennaSystems tools, features, and modules. Use the search box above to find answers fast.