Knowledge Base
Step-by-step help for everything WolfAdmin
Getting Started
Can I switch between dark and light themes?Yes - WolfAdmin has both a light and a dark theme. Toggle them with the moon/sun icon at the top right, below the smart search.Getting started with WolfAdminNew to WolfAdmin? Set up your company details and letterhead, add your team, and send your first invoice - a 15 minute quick-start.How do I export or print a list (CSV, Excel, PDF)?Most WolfAdmin lists - customers, stock, financial documents, ledger and more - can be exported to CSV, Excel or PDF, or printed, with the columns you choose.Using the smart search - find anything fastThe smart search at the top right of WolfAdmin finds customers, stock or suppliers as you type - click a suggestion to jump straight to it.Invoicing & Financial Documents
Cash Account vs customer account - which should I use?When to sell to WolfAdmin's Cash Account and when to create a proper customer account - and what each means for receipts, statements and history.How do I create a credit note?Create a credit note in WolfAdmin to reverse or reduce an invoiced amount - from the customer's page, with the statement balance updating automatically.How do I create a quote for a customer?Create a quote in WolfAdmin: from the Customers/Sales menu or straight from a customer, add items, then email or PDF it - and convert it later.How do I create an invoice for a customer?Create and email a professional invoice in WolfAdmin: choose a customer, add items (stock or manual), optionally add a receipt, and send it as a PDF.How do I fix an error on an invoice, credit note or quote?Made a mistake on an invoice, credit note or quote in WolfAdmin? Three ways to find the document, edit it, and update any linked receipt.How do I send customer statements?View and email customer statements in WolfAdmin - one customer at a time or in bulk, with age analysis showing who owes what for how long.I duplicated a customer receipt - how do I delete it?Accidentally captured a customer receipt twice in WolfAdmin? Find the duplicate on the customer's statement and delete it in a few clicks.Customers
How do I find recently added, recently invoiced or inactive customers?Use the Customers page's Sort By and filter options to find recent customers, biggest balances, or customers marked inactive.How do I import customers from a CSV file?Moving to WolfAdmin? Import your existing customer list from a CSV file instead of capturing customers one by one.Services & Recurring Billing
How do I bill a customer automatically every month?Set up recurring billing in WolfAdmin with the Renewable Services module: create a service type, add it to customers, and let renewals invoice themselves.Bank & Payments
How do I import bank statements?Import a bank statement CSV into WolfAdmin: duplicates are skipped automatically, and rules allocate lines to accounts and customer receipts for you.Accounting & Reports
Accounting in WolfAdmin - an overviewTour of WolfAdmin's accounting: financial accounts, the ledger, journal entries, income statement, balance sheet and VAT control - fed automatically by your daily work.How do I check which emails were sent to a customer?WolfAdmin keeps a report of every email it sends - invoices, statements, reminders. Check what went out, when, and to which address.How do I list and export items sold?Two ways to list everything you sold over a period in WolfAdmin - via Financial Docs (Items/Contents view) or the stock page's Stock Sold view - and export either.Stock & Suppliers
Basic vs Advanced stock module - what's the difference?WolfAdmin's Basic stock module covers adding, selling and quantities; Advanced adds supplier tracking, locations, new/used stock, ordering and full reports.How do I add photos to stock items?Add photos to stock in WolfAdmin from the stock page's photo column or the stock item itself - drag and drop, browse, or take a photo with your phone.How do I adjust stock prices in bulk?Raise or adjust many stock prices at once with WolfAdmin's Bulk Price Changes tool - filter, set a percentage, preview, apply. Plus quick single-item edits.How do I archive old or unused stock?Keep your stock list clean by archiving items you no longer sell - they disappear from day-to-day views but stay in your history and can be brought back.How do I edit stock items?Edit stock in WolfAdmin: quick price, image and quantity changes on the main stock page, or open an item for the full set of fields.How do I import stock from a CSV file?Bring your existing stock list into WolfAdmin: download the CSV template, fill in your items, and import them in one go.Point of Sale & Cashups
How do I use the Point of Sale view?Use WolfAdmin's touch-optimized Point of Sale view: color-coded stock categories, barcode scanning and fast checkout for walk-in customers.How do salesperson tips work?Capture customer tips at the point of sale, keep them out of your own books, track what each salesperson is owed, and pay tips out at cashup.Company Settings & Templates
How do I change company settings or upload a logo?Change your company name, tax number, contact details and logo in WolfAdmin, set your own email (SMTP) for sending, and set starting document numbers.How do I change my letterhead layout (logo position, sizes)?Adjust your WolfAdmin letterhead: reposition and resize your logo, company name and contact details, with a live preview before you save.How do I edit footers, bank details, email messages and other templates?Customize WolfAdmin templates: document footers, banking details, company signature, custom fields and the default email messages sent with invoices, quotes and statements.Users & Permissions
How do I add or edit users?Add staff users to your WolfAdmin company, set their usernames and passwords, and control exactly what each user may see and do with permissions. Can't find what you need? Message us via the chat bubble, contact us, or watch our video tutorials on YouTube.