Capium 365 – Full Training Guide for Beginners
Audience: SME business owners new to Capium 365.
Goal: From invite → login → every core task (bank feed, invoices, receipts, documents, reports, users, settings). Written in plain English with emojis so nothing feels overwhelming.
0) Before you start
What you’ll need:
Your invitation email.
Your online banking login.
A couple of dummy customers/products/receipts to practise with.
Want the big picture? What is Capium 365?
Tip: You can’t break anything — test away. Delete later if needed.
1) Accept your invitation
Open your accountant’s invite email.
Click Accept Invitation.
Enter the 6-digit code sent to your inbox.
Create a password (if asked).
Boom — you’re in!
If no email: check Spam/Junk, or ask your accountant to resend.
2) Log in (desktop)
Go to the login page.
Enter email + password/code.
Land on your Dashboard.
Dashboard basics:
Left menu → Bank, Invoices, Receipts, Documents, Reports, Users, Settings.
Main area → quick totals + shortcuts.
Bookmark this page for easy access.
3) Install the mobile app
This makes life easier (snap receipts, invoice on the go).
Steps: Download → enter email → enter 6-digit code → set a quick PIN.
4) Bank feeds
No more manual typing — transactions auto-import.
Menu → Bank → Add New Account.
Pick your bank → log in.
Allow access → choose account(s).
Done — transactions flow in.
5) Invoicing
Where sales happen.
Overview | Mobile invoicing
Add customers → Guide
Add products/services → Guide
Pro tip: Add regular customers/products once → faster invoicing every time.
6) Create invoices ✍️
Menu → Invoices → + Add Invoice.
Select customer → add product/service → set price & VAT.
Save (draft) or Send (emails it).
Export if needed (Excel/CSV/PDF).
Bulk upload: up to 50 files (max 60MB).
7) Recurring invoices
Perfect for subscriptions or retainers.
Menu → Invoices → Recurring Invoices.
Add schedule: customer, product, frequency.
Pause/Resume any time.
8) Estimates/quotes
Send a quote before invoicing.
Menu → Invoices → Estimates → +.
Add client, items, notes.
Save or Send.
Track status (Pending / Accepted / Declined).
Convert accepted estimates into invoices.
9) Credit notes
Refunds or corrections.
Menu → Invoices → Credit Notes → + Add Credit Note.
Enter details → Save or Send.
Use actions: Edit, Split, Duplicate, View History.
Jargon buster: Credit Note = negative invoice (reduces what customer owes).
10) Receipts
No more shoeboxes!
App → Menu → Receipts → +.
Snap photo or upload from gallery.
Check details → Save.
Status: Processing → Review → Approved/Rejected → Archived.
Desktop receipts | Mobile receipts
10a) Documents
Store contracts, VAT returns, ID, etc.
Documents guide
10b) Reports
See the numbers that matter.
Menu → Reports.
Pick type (invoices, receipts, bank).
Apply filters → export to Excel/CSV/PDF.
10c) Users
Control who has access.
Menu → Users.
Add by email → assign role.
Edit/remove as needed.
10d) Settings
Make it yours.
Menu → Settings.
Update profile, password, notifications.
Adjust VAT, year-end, company info.
11) Daily / Weekly / Monthly routines
Daily: Snap receipts, send invoices/quotes.
Weekly: Reconcile bank, chase overdue invoices.
Monthly: Check recurring invoices, export reports, confirm bank data.
12) Practice lab
Do this once for confidence:
Add customer “Acme Consulting Ltd”.
Add products “Consulting Hour £100+VAT” + “Monthly Retainer £300+VAT”.
Create estimate → send → mark accepted → raise invoice.
Create recurring retainer → pause → resume.
Snap dummy receipt → approve.
Add £50 credit note → send.
Export invoices list.
13) Common hiccups
No invite email? Check Spam → ask accountant.
OTP missing? Wait → click resend.
Bank feed fails? Try again; check online banking works.
Invoice email bounced? Double-check address.
Can’t edit receipt? Only in Review status.
14) Good habits
Snap receipts same day.
Keep customer/product lists tidy.
Use recurring invoices.
Reconcile weekly.
Flag anything odd to your accountant quickly.
15) Need help?
Ask your accountant first.
Use in-app Help/Support.
Re-read this guide.
You’re ready!
You now know how to: accept invite → log in → link bank → send invoices → snap receipts → manage documents, reports, users, and settings.
Do the practice lab once — after that, you’ll fly. Your accountant will thank you!