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:

Tip: You can’t break anything — test away. Delete later if needed.

1) Accept your invitation 

  1. Open your accountant’s invite email.

  2. Click Accept Invitation.

  3. Enter the 6-digit code sent to your inbox.

  4. Create a password (if asked).

  5. Boom — you’re in!

Full guide

If no email: check Spam/Junk, or ask your accountant to resend.

2) Log in (desktop) 

  1. Go to the login page.

  2. Enter email + password/code.

  3. 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.

  1. Menu → Bank → Add New Account.

  2. Pick your bank → log in.

  3. Allow access → choose account(s).

  4. Done — transactions flow in.

Desktop guide | Mobile guide

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 ✍️

  1. Menu → Invoices → + Add Invoice.

  2. Select customer → add product/service → set price & VAT.

  3. Save (draft) or Send (emails it).

  4. Export if needed (Excel/CSV/PDF).

  5. Bulk upload: up to 50 files (max 60MB).

How to create invoices

7) Recurring invoices 

Perfect for subscriptions or retainers.

  1. Menu → Invoices → Recurring Invoices.

  2. Add schedule: customer, product, frequency.

  3. Pause/Resume any time.

Recurring invoices guide

8) Estimates/quotes 

Send a quote before invoicing.

  1. Menu → Invoices → Estimates → +.

  2. Add client, items, notes.

  3. Save or Send.

  4. Track status (Pending / Accepted / Declined).

  5. Convert accepted estimates into invoices.

Estimates guide

9) Credit notes 

Refunds or corrections.

  1. Menu → Invoices → Credit Notes → + Add Credit Note.

  2. Enter details → Save or Send.

  3. Use actions: Edit, Split, Duplicate, View History.

Credit notes guide

Jargon buster: Credit Note = negative invoice (reduces what customer owes).

10) Receipts 

No more shoeboxes!

  1. App → Menu → Receipts → +.

  2. Snap photo or upload from gallery.

  3. Check details → Save.

  4. 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.

  1. Menu → Reports.

  2. Pick type (invoices, receipts, bank).

  3. Apply filters → export to Excel/CSV/PDF.

Reports guide

10c) Users

Control who has access.

  1. Menu → Users.

  2. Add by email → assign role.

  3. Edit/remove as needed.

Users guide

10d) Settings 

Make it yours.

  1. Menu → Settings.

  2. Update profile, password, notifications.

  3. Adjust VAT, year-end, company info.

Settings guide

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:

  1. Add customer “Acme Consulting Ltd”.

  2. Add products “Consulting Hour £100+VAT” + “Monthly Retainer £300+VAT”.

  3. Create estimate → send → mark accepted → raise invoice.

  4. Create recurring retainer → pause → resume.

  5. Snap dummy receipt → approve.

  6. Add £50 credit note → send.

  7. 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!