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An all-in-one cloud platform packed together in one simple web application you don’t need a manual to run. Let us walk you through some of the main components that make prompt integrated so easy to use.

Dashboard

Prompt. Integrated is an elegantly designed online invoicing and payroll software that caters to all your business needs without overwhelming you with unnecessary features. This all-in-one web application seamlessly integrates invoicing, payroll, estimates, client management, staff, contractors, and time tracking, making it a comprehensive solution for businesses of all sizes.

Invoice

Creating invoices from scratch or generating them from existing projects has never been easier. With just a click of a button, you can send out invoices to your clients, ensuring a seamless and efficient billing process. Once an invoice is sent, your clients will be instantly notified via e-mail, keeping them informed up-to-date. This steamlined approach not only saves times but also enhances communication and helps maintain a professional relationship with your clients.

Sign up for a Prompt-integrated account and send your first invoice in minutes. Set up auto-reminders and connect with MTN MoMo or Payswitch to help ensure you get paid on time.

To create an invoice:

  1. Select a Client from your client list.

  2. Enter the Invoice Subject and PO Number.

  3. Select a Project.

  4. The Invoice Number will be generated automatically.

  5. Choose your preferred Currency.

  6. Select the Invoice Date and Due Date from the calendar

Add an item, select the quantity and unit price, and let the system calculate the total.

Click Create Invoice, and your invoice will be ready to send within a few seconds. You can find the created invoice in the invoice overview. Click the Send icon to send it; a confirmation message will appear indicating the invoice was successfully sent. Use the other icons to navigate through the invoice.

Click Create Invoice, and your invoice will be ready to send within a few seconds. You can find the created invoice in the invoice overview. Click the Send icon to send it; a confirmation message will appear indicating the invoice was successfully sent. Use the other icons to navigate through the invoice.

The client receives an e-mail verificaiton with pay now button to pay.

The clients pays for the invoice by clicking on the pay now button and will be redirected to a payment portal. In some few minutes you’ll receive payment to your MoMo account

In this video, we walk you through how clients can easily create and pay for an invoice on Prompt Integrated. From selecting a registered client and project to generating an invoice with automatic calculations, you’ll see the full step-by-step process in action.

The tutorial also demonstrates how clients receive the invoice via email, access the “Pay Now” option, and complete payment securely using MTN MoMo. By the end of the video, you’ll understand how simple, fast, and convenient it is to manage invoices and payments within Prompt Integrated.

Expenses

Prompt Integrated’s powerful and simple expense tracker revolutionizes the way you manage your business expenses. Gone are the days of rummaging through shoeboxes of receipts or wrestling with complex spreadsheets. With Prompt Integrated, you can effortlessly monitor your spending and instantly gauge your profitability. Its intuitive interface provides real-time insights, ensuring you stay on top of your finances with ease.

“Click on ‘Expense’ and select ‘New Expense.’ Then, enter the expense heading.

Choose the right name  for your expense.

  • Describe the expense.

  • Select a client from the client list.

  • Choose the project you’re working on.

  • Enter the currency and amount.

  • Attach a receipt for record keeping.

Add an attachment to get organized and click on create expense.

To create an expense in Prompt Integrated, go to the main dashboard and click on Expense. This will take you to the Expense Overview, where all recorded expenses and their corresponding receipts are neatly organized.

Click on New Expense to begin. Enter the expense heading — in this example, the heading is Water Bill. Add a description (also “Water Bill” in our case), then select the relevant project and client. The client is Levage Systems, and the project is Construction of Swimming Pool.

Next, choose Ghana Cedi (GHS) as the currency and enter 500 GHS as the expense amount. You also have the option to upload a receipt as an attachment.

Once all details are completed, click Create Expense to finalize and record the expense.

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Estimates

Prompt integrated streamlines your entire engagement cycle by seamlessly handling both estimates and invoices. This comprehensive approach ensures that clients have a clear understanding of costs from the outset, fostering transparency and trust. By providing detailed estimates upfront and following up with precise invoicing, Prompt integrated eliminates confusion and reduces the likelihood of disputes. This clarity and efficiency give clients the confidence to move forward with projects, knowing that their financial expectations will be met without surprises.

Go to estimate to find overview of your estimates. and click on new estimate to get started.

Click on

  • Click on New Estimate.

  • Select a Client.

  • Enter the Estimate Subject.

  • Enter the Estimate Number.

  • Select the Prepared Date.

  • Select the Expiry Date.

  • Choose the Currency.

  • Enter a Description.

 

  • Click on Add Item.

  • Describe your Product or Service.

  • Enter the Quantity, Unit Price, and Line Total.

  • Enter the Rate and Discount.

  • Click Create Estimate.

click on the plus icon for extra options to send or edit or delete.

Clients

Each staff user and client contact has a dedicated profile page that offers an overview of their interactions and contributions. The activity log tracks past projects and comments, providing a history of engagement. This log aids in monitoring project evolution, identifying collaboration patterns, and ensuring communication transparency. Detailed records foster accountability and improve project management efficiency, highlighting successes and areas for improvement.

Click on new client to add new client,

  • Enter the Company Name.

  • Enter the Contact First Name.

  • Enter the Contact Last Name.

  • Enter the Email Address.

  • Click Create Client to register the client.

This video explains how to create a client in Prompt Integrated

Proposals

Prompt integrated is a crucial aspect of establishing strong client relationships, and it often begins with the use of proposals, also known as “Engagement Letters.” These documents clearly outline the scope of work, terms, and expectations, ensuring that both parties are on the same page. By securing agreements through digital signatures, businesses can streamline the contracting process, making it more efficient and convenient for clients. This not only helps in setting a professional tone but also reduces the likelihood of misunderstandings or disputes down the line, fostering trust and long-term collaboration.

Click Proposal to get started. A default template is provided to help you begin quickly. You can customise it by editing the content, adding sections, and inserting images to suit your needs.

Select a client from your client list and start preparing the proposal. Add a subject, proposal date, and amount, then structure and customise the proposal to fit your needs

Add one or more attachments, such as a PDF, and get the proposal ready to send for signing.

Sign the proposal, save it, and send it to your prospective client.

Go to the main dashboard and click on Proposals to begin. This will redirect you to the Proposals Overview page. Please note that all clients must be registered under the Clients section before they can appear in the client list.

Start by selecting a client. In our example, the client is Levage Systems. Enter the proposal subject — in this case, Installation. Then choose the proposal date and enter the proposal amount, which is 4,700 GHS in this example.

You can customize the proposal template headings and structure to suit your needs.

If necessary, upload any supporting documents as attachments. These will appear on the final proposal. You can then sign the proposal using the built-in e-signature feature and save it. Once saved, the proposal will be generated using your company’s selected brand colors — for example, green, as chosen in the Settings color picker.

Finally, click on the mail icon to send the proposal directly to your client.

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Tasks

Efficiently manage your tasks and boost productivity with our intuitive Task Management tool. Whether you’re an individual professional, a small team, or a large organization, our platform is designed to streamline your workflow and keep you on top of your projects. Our tool offers a user-friendly interface that allows you to easily prioritize tasks, set deadlines, and collaborate with team members in real-time. With features like task boards, and deadlines, you can ensure that no task falls through the cracks. Experience the ease of managing your projects with our Task Management tool and see a significant improvement in your productivity and organization.

Click task from the dashboard overview to take you task registration

  • Select a Client.

  • Choose a Project.

  • Assign the Task to an Employee.

  • Select a Due Date.

  • Choose the Status and Priority.

  • Add any relevant Attachment.

  • Click Create Task.

Click on create task to add task to a project

This will take you to the Task Overview, where all your recorded tasks are displayed. Tasks are categorized as Pending or Completed to help you easily track progress.

Click on New Task to begin. Enter the task heading — in this example, Laying of Pipe. Then add a task description. In our case, the description is Pipe laying and ancillary works.

Next, select the client and the associated project. In this example, the client is Kompleks Systems, and the project is Wiring of Entire Bungalow. Assign the task to the appropriate staff member — here, we assigned it to Yaw ED.

Choose the due date and set the task status. In our example, the due date was set to 28 February, and the status was marked as “To Do.” We also set the priority level to High.

You have the option to upload any relevant task documents as attachments. Once all details are completed, click Create Task to finalize the setup.

You will then be redirected to the Task Overview page, where you can view the registered task and any attached documents. We then added a comment to the task: “Project will start today. I’ll ask the team to move equipment to site.”

This ensures that all team members are informed about the project status and understand who is responsible for each task.

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Time

Prompt integrated offers your team a versatile and efficient way to manage their time, whether by the month, week, or day. This flexibility ensures that planning hours in advance or tracking them retrospectively is seamless and stress-free. By providing multiple viewing modes, prompt integrated makes it easy to stay organized and maintain accurate records, ultimately improving productivity and accountability across your projects. This system not only simplifies administrative tasks but also allows your team to focus more on their core responsibilities, leading to enhanced overall performance.

Click on time from the dasboard overview to track time

  • Choose the Project you’re working on.

  • Select the Task.

  • Describe the Task.

  • Choose the Staff member.

  • Enter the Hours Worked.

  • Click Create Entry.

Click on the calender overview to select the task  or the time entry you want to delete and click delete entry

To begin a time entry, go to the main dashboard and click on Time. Select the project you’re currently working on — in this example, Installation of Kitchen.

Next, choose the related task. Here, the task is Installation of Drawers and Cabinetry. Remember, every task must be linked to its corresponding project.

Add a brief description of the work completed. The staff name will automatically appear based on who is logged in. Enter the number of hours worked — in this case, 8 hours — and click Create Entry to save.

The entry will appear in the calendar-based time tracking module, making it easy to review your activities later.

If you need to edit or delete a time entry, return to the Time module, select the specific entry from the calendar view, and choose the appropriate option.

Clocking

Clocking allows staff to track their working hours by clocking in and out. The timer runs in the background during work and can be resumed or stopped at the user’s discretion.

Click on clock in from the dashboard to start clocking.

After clocking in, select the project you’re working on from the list of registered projects.

Choose task and enter what you’re working on.

After entering your task, start the timer. You can pause for a break or stop when finished, and the total hours worked will be recorded. The timer will run in the background while you work

To start clocking your time, locate the Time Tracker at the top left-hand corner of the screen. Click on it and select the project you’re currently working on. In our example, the project is Wiring of Entire Bungalow.

Next, choose the related task. In this case, the task is Laying of Pipes. Remember, all tasks must be linked to their respective projects.

Add a brief description of the work you’re doing. This description will appear in the calendar-based time tracking module, making it easy to review your activities later.

You can pause or stop the timer at any time, depending on your workflow. The timer is designed to run quietly in the background while you work, so it won’t interrupt your tasks.

When you’re finished for the day, don’t forget to sign out.

If you need to delete a time entry, go to the Time module from the main dashboard. From the calendar-based time tracking view, click on the specific entry you want to remove and proceed with deleting it.

Projects

Spend less time trying to get projects over the finish line. In Prompt integrated, easily collaborate with team members to keep things moving forward and deliver amazing results, faster. Projects are built in an intuitive way showing all, pending, and completed projects.

Click on project to create a new project.

  • Enter the Project Name.

  • Select a Client and add a Project Description.

  • Choose the Due Date, Currency, and Billing Method.

  • Select Fixed or Hourly billing.

  • If Hourly, enter the Hourly Rate and Total Budget Hours.

  • Add any relevant Attachments.

  • Click Create Project.

To create a project in Prompt Integrated, go to the main dashboard and click on Projects. This will take you to the Project Overview, where all your recorded projects are listed. Projects are categorized as Pending or Completed to help you track progress.

Click on Create Project to get started. Enter the project name — in this example, Wiring of Bungalow. Then select the client. In our case, the client is Kompleks Systems, and the project description is Wiring of entire bungalow at East Legon.

Next, choose the due date and select the currency, which is Ghana Cedi (GHS). After that, select the billing method. You can choose either an hourly rate or a fixed rate. In this example, we selected a fixed rate, with a project amount of 85,000 GHS and a total budget of 100,000 GHS.

You also have the option to upload project documents as attachments. Once everything is completed, click Create Project to finalize the registration.

You will then be redirected to the Project Overview page, where you can access invoices, tasks, timesheets, expenses, estimates, and a discussion section to comment on or manage communication related to the project.

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Reports

In today’s fast-paced business environment, making informed decisions is critical to staying ahead of the competition. By leveraging powerful metrics such as sales, receivables, and revenue, you can gain deep insights into your business’s performance and identify key growth opportunities. Comprehensive business analytics provide the tools you need to transform raw data into actionable intelligence, enabling you to make strategic decisions with confidence. This seamless integration of data brings your business operations to life, offering real-time access and analysis right from the palm of your hand. Empower your growth with sophisticated analytics that not only illuminate your current standing but also guide your future success.

The Invoice Report provides a visual summary of all invoices you’ve sent throughout the year. You can quickly find specific invoices using the search function. The report highlights the number of invoices created, the total amount expected, and any outstanding balances. It also shows the current status of each invoice for easy tracking.

The Payment Report provides a visual summary of all payments made throughout the year. You can quickly find specific  paid

invoices using the search function. The report highlights the number of invoices created, the total amount expected, and any outstanding balances. It also shows the current status of each invoice for easy tracking.

The Timesheet provides a visual overview of all time registered across your projects throughout the year. It shows total monthly hours, total billed hours per month, total yearly hours, and total billed hours for the year. It also breaks down hours logged for each project, including both billed time and total project hours for clear tracking.

The Expense Report provides a clear visual overview of project expenses throughout the year. It presents both the number of expenses and the total amounts in an easy-to-understand format. The report also shows the clients associated with each expense, and you can quickly find records by searching by month, year, or client name.

Income and expense reports give you a clear picture of your business’s financial performance. Total income and expenses — including payroll — are consolidated in one place, so you always know where your business stands. A pie chart breaks this down visually, while a plain-language summary makes the numbers easy for anyone to understand at a glance.

Staff

To add a staff member, enter the required details into the appropriate fields. Ensure all information is accurate, then click the create staff button— located at the bottom of the form—to store the information securely. Review the details before saving to avoid errors.

  • Click New Staff to register a new staff member.

  • Enter the First Name and Last Name.

  • Add the Email Address.

  • Enter the Title.

  • Add the Phone Number and Address.

  • Select the Role.

  • Enter the Hourly or Fixed Rate.

  • Click Create Staff to complete the registration.

  • Enter the Hourly or Fixed Rate.

  • Click Create Staff to complete the registration.

Payroll

Managing payroll can be a complex and time-consuming task, but Prompt Payroll makes it easy and efficient. With our intuitive wizard, you can seamlessly handle payslips, taxes, pensions, benefits, and notifications with a few simple clicks. Our automated system ensures accuracy and compliance, reducing the risk of errors and saving you valuable time. By simplifying these essential processes, Prompt Payroll allows you to focus on what truly matters—running your business and taking care of your employees.

The Payroll Dashboard provides a clear visual overview of total payouts, total deductions, total salary costs, and total overtime expenses. It also organizes employees, payroll creation, payroll history, and settings in a simple, easy-to-navigate layout.

Employees are automatically added to payroll once they are registered as staff. Staff registration includes details such as first name, last name, email address, title, phone number, address, role, and hourly rate. After entering this information, click Create Employee to add the staff member to the system.

Creating payroll starts by selecting your preset pay period. Once selected, all your employees appear in a single list. Each row shows key details—name, email, pay type (hourly or fixed), configured deductions, hours worked, overtime, bonuses, and other adjustments—so you can easily see and edit what you’re working on.

Your existing payroll configurations load automatically, with options to toggle additional deductions or changes as needed. By default, only GST or income tax is applied, but you’re free to customise each employee’s setup.

If employees clock in and out, their regular and overtime hours are filled in automatically. Overtime is calculated once the standard working hours you’ve set are exceeded.

After reviewing and confirming all entries, simply save and run payroll. The system handles all calculations automatically and generates payslips instantly.

Payroll history lets you access and review previously run payrolls. Simply select a payroll period and search to generate a list of payroll runs for that timeframe. To generate a payroll record, click on an employee’s name and the payroll will be created.

Payroll Settings include everything you need to manage and run payroll efficiently. The section is organized around the following key parameters:

Payroll Period Settings
Register regular working hours, with the standard set to 8 hours. Define the payroll start date and end date, then save the payroll period.

Pay Frequency Settings
Select the payroll frequency (for example, semi-monthly or monthly). Then choose the wallet name and wallet key, and save your settings.

Income Tax Settings
Add income tax using either a fixed rate or a percentage-based rate, depending on your payroll structure.

Bonus & Overtime Settings
Add bonuses and overtime, then configure the rules and rates according to your requirements.

Insurance & Deductions Settings
Add insurance and other deductions, and set them up with a name along with either a percentage rate or a fixed amount.

Settings

In the business settings, you can customize key details to ensure smooth operations. This includes setting your business name, contact information, and industry type, as well as uploading your business logo for brand recognition. You can also update your profile and address details, choose a theme that matches your brand, and customize invoice preferences to streamline financial processes. These settings help keep your business organized and present a professional image to clients.

Enter your business details to get started. Add key information such as your company name, email, logo, website, city, and brand colours, then proceed to regional settings.

Choose your currency, language, and document theme. Your selected invoice template will be set as the default and displayed with your logo.

Save settings and you’re ready to go.

Go to the main dashboard and click on Settings to begin the registration process. This is a three-step setup that includes Contact Information, Profile & Address, Regional Settings, and Document Theme.

Start by entering your business contact details. You can also upload your company logo and select a brand color to match your business identity.

Next, complete the Profile section by adding your basic business information, including your address and location.

Under Regional Settings, choose your preferred currency and language.

Finally, select a Document Theme, which allows you to choose the invoice template you’ll use when sending invoices to clients.

Forms (coming soon)

Our forms have the functionality that allows you to collect client data easily. With user-friendly interfaces and customizable fields, these forms can be tailored to fit the specific needs of your business. Whether you need to gather contact information, feedback, or detailed client profiles, our forms streamline the process, ensuring that the data is organized and accessible. This efficiency not only saves time but also enhances the accuracy of the information collected, enabling you to make informed decisions and improve client relationships.

Sign up for a Prompt invoicing account and send your first invoice right away—it only takes a few minutes! You can also set up recurring payments, auto-reminders, and deposit requests to make sure you always get paid on time.

With Prompt web-based invoicing software, you can create and send invoices for your business in just a few clicks from your computer. All you need is an Internet connection and a browser!

A common issue when invoicing in Microsoft Word, Excel, or other DIY solutions is making calculation errors. Prompt invoicing’s invoicing software for businesses removes the worry of making these errors because calculations are done for you, including the taxes

Electronic invoices are created with online invoicing software or other cloud-based services, which makes it easy to automate the invoicing process. Electronic invoices also provide small business owners with professional-looking digital invoices that their customers can pay easily online through a system like Prompt invoicing’s web based solution.

‍On the other hand, paper-based invoicing is a manual process requiring extra time for things like invoice tracking and following up on overdue invoices, which can keep you away from the best parts of running your small business.

Manually creating invoices in Microsoft Word or Excel can be time-consuming and difficult to manage. Digital invoicing empowers your small business by automating invoice processing and saving time by tracking key invoice data like upcoming and outstanding invoices. You can also manage late payments more efficiently through e-invoicing by setting up payment reminders to send to your customers before an invoice due date.

Manually creating invoices in Microsoft Word or Excel can be time-consuming and difficult to manage. Digital invoicing empowers your small business by automating invoice processing and saving time by tracking key invoice data like upcoming and outstanding invoices. You can also manage late payments more efficiently through e-invoicing by setting up payment reminders to send to your customers before an invoice due date.

Absolutely! Whether you’re a freelance writer, a freelance editor, a freelance front-end developer, or even a freelance balloon maker , you can use invoicing software to send professional looking invoices to your clients and get paid faster.

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Stop chasing clients for payments and get paid faster with our invoicing and payroll software.