Guides
Get it done, step by step
Short, practical walkthroughs for the tasks you do most. Filter by module to jump straight to what you need — every step grounded in how IXL CORE actually works.
CRM
7Capture and convert a lead
Log an inbound lead, work its status, then convert it into an account, contact, opportunity and quote in one step.
Open guideManage accounts and contacts
Create the companies you sell to and the people you deal with, and link contacts to their accounts.
Open guideWork an opportunity through the pipeline
Create an opportunity, advance it through the sales stages, and mark it won or lost.
Open guideCreate and send a quote
Build a quote with line items and a discount, generate its PDF and send it, then hand an accepted quote to Accounting.
Open guideDraft and e-sign a proposal
Create a proposal for an account or lead, draft its sections (optionally with AI assistance), and send it out for e-signature.
Open guideManage contracts and renewals
Draft a contract against an account, send it for e-signature, and terminate or renew it through its lifecycle.
Open guideMessage a customer by email or SMS
Send a one-to-one email or SMS to a lead or contact, with the recipient resolved from the record and opt-outs respected.
Open guideAccounting
19Set up your chart of accounts
Instantiate a chart of accounts from a template, add or edit accounts, and map system roles so postings land correctly.
Open guideEnter opening balances
Post a controlled opening-balance journal so each account starts with the correct carried-forward figure.
Open guidePost a journal
Capture a balanced double-entry journal, or set up a recurring journal template, with maker-checker approval on large postings.
Open guideBill a customer (invoices)
Create an AR customer, raise a draft invoice, and optionally set up a recurring invoice template.
Open guideRecord a customer receipt
Receive a customer payment and allocate it across their outstanding invoices.
Open guideIssue a credit note
Credit a customer against a source invoice or with explicit lines, letting the system compute the tax.
Open guideEnter a supplier bill
Register an AP supplier and capture a supplier bill, letting the system compute input VAT from each line's tax code.
Open guidePay suppliers and run a payment run
Pay a single supplier against their outstanding bills, or select several due bills and settle them in one batch payment run.
Open guideRecord an expense
Record a spend straight from a bank or cash account without raising a supplier bill, letting the system compute the input VAT.
Open guideSet up bank accounts and reconcile
Create bank accounts, import statements, set banking rules, transfer between accounts, and reconcile statement lines against the general ledger.
Open guideSet up cost centres
Create cost centres as a financial dimension so spend and income can be tracked and budgeted by area of the business.
Open guideCreate and track a budget
Build a budget for a fiscal year with lines per profit-and-loss account, entered monthly or as an annual figure, and compare against actuals.
Open guideSet up tax codes and tax packs
Install a jurisdiction tax pack, create individual tax codes, and register sellable items with eTIMS for Kenyan tax compliance.
Open guideManage exchange rates
Record and maintain the exchange rates used to translate foreign-currency amounts, keyed by currency pair and date.
Open guideManage fixed assets and depreciation
Set up asset categories with depreciation defaults, register individual assets, and run monthly depreciation to post the periodic charge.
Open guideSet up revenue recognition and deferrals
Build recognition schedules that release deferred revenue to income and deferral schedules that amortise prepayments or accruals over time.
Open guideRun period and year-end close
Open accounting periods, run foreign-currency revaluation, then close and reopen periods and complete the year-end close.
Open guideConsolidate group entities
Define a consolidation group of member entities, produce a combined trial balance and statements, and post manual elimination journals.
Open guideManage trust accounting
Open trust matters, record receipts, transfers to firm and refunds against a trust bank account, and check the statutory three-way reconciliation.
Open guideSupply Chain
13Add and manage suppliers
Create supplier categories, add the suppliers you buy from, and record their contact people.
Open guideSet up products, variants and units
Build the product catalogue — units of measure, categories, products with their variants, and the suppliers who provide each product.
Open guideSet up warehouses
Create the warehouses that hold your stock within a branch, and choose a default for goods receipts.
Open guideRaise a purchase requisition
Ask for what you need to buy — a titled requisition with one or more product lines — ready to submit for approval.
Open guideRun an RFQ and compare supplier quotes
Send a request for quotation to shortlisted suppliers, capture their priced responses, and award a winning quote to create a draft purchase order.
Open guideRaise a purchase order
Commit to buying from a supplier — a purchase order with priced lines, ready to submit for approval and send.
Open guideReceive goods (GRN)
Book in goods against a purchase order with a goods receipt note, move stock into a warehouse, and raise the supplier bill.
Open guideIssue and deliver goods
Record an outbound goods issue that takes stock out of a warehouse to fulfil a sale, internal use or sample.
Open guideApply landed costs to received stock
Spread freight, duty, insurance and handling charges across received goods so your stock value reflects the true cost of getting it in.
Open guideAdjust and transfer stock
Correct on-hand quantities with a governed stock adjustment, or move stock between warehouses with a stock transfer.
Open guideRun a stock take
Open a stock take or cycle count over a warehouse, either full or by category, and choose whether counters see the expected figures.
Open guideHandle customer and supplier returns
Bring stock back in when a customer returns goods, or send stock back out when you return goods to a supplier.
Open guideSet reorder rules and alerts
Define a reorder rule for a product at a warehouse so you know when stock drops to the point where you should replenish it.
Open guideHR & Payroll
19Raise a hiring requisition
Open a requisition for approved headcount, route it for approval and get the go-ahead to start recruiting.
Open guideRecruit: campaign to hire
Run a recruitment campaign, track candidates through interviews and scorecards, and convert an accepted offer into a new employee.
Open guideAdd and onboard an employee
Create a new staff member and open their first engagement in one step, or record a later engagement period for an existing employee.
Open guideOffboard an employee
Close an employee's engagement period with an end date and reason, recording whether it ran its course or ended early.
Open guideSet up job profiles, competencies and KPIs
Author reusable competencies and metrics, then build job profiles that pin required proficiency levels and standing KPIs to each role.
Open guideAssess employee competencies
Record an employee's assessed proficiency in a competency at a point in time, building an append-only history of their development.
Open guideSet up leave and handle requests
Define leave types with accrual and carry-over rules, then capture, approve or decline staff leave requests.
Open guideCapture attendance
Manually mark a staff member's daily attendance status and recorded working time.
Open guideCapture and approve timesheets
Open a weekly timesheet for a staff member, log time entries against Operations work, and move the sheet through submit and approve.
Open guideSet up shifts and rosters
Define reusable shift templates and assign staff to shifts on specific dates.
Open guideRun a performance cycle
Open an appraisal cycle, set goals, and complete reviews with competency ratings and KPI actuals.
Open guideManage a disciplinary case
Open an employee-relations case, log actions, and issue formal warnings through their proper endpoints.
Open guideManage training and certifications
Build a training course catalogue, enrol staff on training records, and track the certifications they hold.
Open guideSet up a payroll calendar
Create a per-entity payroll calendar that sets pay frequency, currency and the offset days that drive each period's cut-off, approval, payslip and posting dates.
Open guideConfigure pay components
Create a payroll component master with a typed calculation rule, accounting mapping, statutory flags, display order and visibility that every payroll run consumes.
Open guideSet your payroll policy
Define per-entity payroll rules for proration, FX rate date, minimum-wage and net-pay-floor behaviour, working days and rounding.
Open guideSet an employee's payroll profile
Link an employee to a payroll calendar and set the calculation inputs — employment category, pay currency, base salary and salary basis — that drive their pay.
Open guideManage statutory rates and estimates
Maintain effective-dated statutory rate blocks for Kenya and South Africa, mark them confirmed or provisional, and run a gross-to-statutory estimate preview.
Open guideRun monthly payroll
Walk a payroll run through its lifecycle — draft, calculate, submit for review, approve and close — then generate payslips and export the payment batch.
Open guideOperations
8Create and run a project
Set up a project, build out its phases and milestones, and assign the delivery team.
Open guideLog and convert a work request
Define request types, capture an intake request, triage it, and convert it into a task, project, work order or ticket.
Open guideCreate and manage tasks
Raise a shared Operations task, assign it, and track it through its lifecycle — on its own or against a project, work order or ticket.
Open guideRaise and complete a work order
Create a work order, work its checklist, record materials and evidence, then request completion through approval.
Open guideHandle service-desk tickets with SLAs
Raise, route and resolve service-desk tickets, reply to customers, apply macros, and share a secure portal link.
Open guideSet up a service contract
Review a provisioned service contract, set its coverage and allowance, and activate it to govern support tickets.
Open guideSet up rate cards and bill work
Author a rate card of priced lines, publish it, set a default, and assign customer-specific overrides.
Open guideCapture field attendance
Clock staff in and out by GPS or passkey, register ingestion devices, manage consent, and import timesheets by CSV.
Open guideMarketing
4Build lists and dynamic segments
Group your marketing contacts into static lists or filter-based dynamic segments so campaigns can target them.
Open guideRecord and manage marketing consent
Capture per-channel email and SMS consent so campaigns only ever reach contacts who have granted it.
Open guideCreate and send a campaign
Draft an email or SMS campaign, run a compliance pre-flight, and send it now or on a schedule.
Open guidePublish a lead-capture form
Create a public form whose submissions become deduped marketing contacts and attributed CRM leads.
Open guideDocuments
5Upload and manage a document
Upload a file into the governed document store, keep its metadata current, classify and retain it, and file it into a folder.
Open guideOrganise documents into folders
Build a nestable folder tree scoped to your organisation, set a default classification, and re-parent folders safely.
Open guideShare a document with your team
Grant a colleague or role view, comment, edit or manage access to a single document, and hold threaded conversations with comments.
Open guideShare externally with an exchange link
Send a document to someone outside the organisation through a tokenised exchange link, gated by permission, expiry, passcode and optional publish approval.
Open guideCreate a branded document template
Build a named, branded template for proposals, contracts or letters — with a letterhead, titled sections and terms — and set the default per type.
Open guideScheduling
4Book an appointment
Create a conflict-checked appointment on the shared calendar with an organiser, internal and external attendees.
Open guideSet your availability and working hours
Define a staff member's working hours, blocked days, slot length and buffers so only genuinely free time is offered.
Open guidePublish a public booking page
Create a self-service booking page backed by staff availability and share its public link, subject to your plan's active-page limit.
Open guideReschedule or cancel an appointment
Move an appointment to a new time or cancel it, with cancel and reschedule routed for approval when an approver can be resolved.
Open guideChat
2Admin Setup
5Set up your organisation structure
Model your organisation as a five-level hierarchy — organisation, entity, branch, department and position — that both structures your records and scopes access to them.
Open guideCreate roles and permissions
Compose roles from the shared capability catalogue by binding capabilities to a scope level as permissions, then attaching those permissions to named roles.
Open guideAssign roles to your team
Grant a role to an existing organisation member at a chosen scope, with optional start and end dates, guarded by scope consistency, an anti-escalation ceiling and a last-admin protection.
Open guideSet your company profile and branding
Record your company's legal identity and contact details on the organisation record, then upload the logo and favicon that render in-app and on branded documents.
Open guideManage shared settings
Store values against centrally registered setting definitions at the organisation, entity, branch or department level, letting more specific scopes override broader ones.
Open guideAI Assist
2Draft a proposal or contract section with AI
Ask AI Assist to draft or rewrite a single narrative section of a proposal or contract, then edit the advisory result before it goes anywhere.
Open guideManage AI credits and budgets
See how AI Assist is metered, top up prepaid credit packs, set a monthly budget cap, or bring your own key to run unmetered.
Open guide