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System Architecture

Every feature your business needs

From GRA-compliant invoicing to time tracking, space management, AI assistance, and dual payment gateway reconciliation.

Invoicing & Payments

Get paid faster with professional invoicing and multi-gateway checkout.

  • Create and send branded invoices with custom logos
  • GRA-compliant Ghana tax breakdown — VAT, NHIL, GETFund
  • Accept Mobile Money, bank transfers and cards via Paystack and Flutterwave
  • Automatic late fee schedules and reminder triggers
  • Share invoices via direct WhatsApp checkout links
  • PDF invoices, receipts, and payment confirmations
  • Partial payments and installment tracking
  • Client statement of account PDF export
  • Recurring invoices with auto-generation
  • Credit limits and overduedetection

Contracts & E-Signatures

Close deals with legally binding contracts and proposals.

  • Draft contracts and proposals with structured terms
  • Built-in electronic signature support with full audit trail
  • SMS OTP identity verification for signing security
  • Convert accepted proposals into invoices automatically
  • Industry-specific contract templates for freelancers & studios
  • Dual-party signing — business owner and client
  • HMAC-SHA256 signature attestation
  • Legal clauses auto-populated from business defaults
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Proposals & Quotes

Win more clients with clear proposals and estimates.

  • Create detailed proposals with line items and terms
  • Client countersigning via secure OTP-verified link
  • Content hash and attestation for document integrity
  • Auto-convert accepted proposals to contracts
  • Track proposal views and engagement
  • Reminder sequences for pending signatures

Project Management

Group invoices, time entries, and expenses under single projects.

  • Create projects with budget, start date, and due date
  • Link clients, time entries, and invoices to a project
  • Track project status — Active, On Hold, Completed, Cancelled
  • See time entry count per project at a glance
  • Available for Business, Freelancer, and Creator accounts

Coworking & Space Management

Purpose-built for coworking spaces and shared workspace operators.

  • Define resources — hot desks, meeting rooms, private offices
  • Manage bookings with hourly, daily, and monthly rates
  • Confirm bookings and auto-generate invoices
  • Track memberships with billing cycles and renewal dates
  • Auto-generate renewal invoices and notify members
  • QR token check-in and check-out tracking
  • Overstay charge calculation

Product Catalogue

Save your services once — add them to invoices in one click.

  • Store all your products, services and standard prices
  • Set units (hour, piece, kg, day, session, etc.)
  • Organise by category — Service, Product, Labour
  • Add catalogue items to invoices instantly
  • Usage tracking shows your most-invoiced items

Client Management Portal

Keep all your client relationships organized in one place.

  • Maintain a client directory with contact details
  • Client portal where clients view invoices, sign documents, and pay
  • Track full client history — invoices, contracts, payments
  • Download a Statement of Account PDF per client
  • Client conversations and communication history
  • Shared document vault for clients

Accounting & Analytics

Stay on top of your money with clear financial records.

  • Track income and expenses from a single dashboard
  • Profit and loss reporting with period filters
  • AR aging report — 0-30, 31-60, 61-90, 90+ days overdue
  • Revenue projection for the next 90 days
  • Tax summary for VAT, NHIL, and GETFund
  • Export financial data for tax filing or bookkeeping
  • Cash flow statement and balance sheet
  • Accounts payable summary with upcoming due dates

KYC & Compliance

Verify identities and stay compliant with Ghanaian regulations.

  • Ghana Card, BVN, NIN, Huduma Namba, NIDA, Voter ID verification
  • Business document upload for KYC review
  • Invoice amount caps for unverified accounts ($500/$2000 limits)
  • RGD business registration integration
  • GRA tax compliance — VAT, NHIL, GETFund auto-calculation
  • Audit logs for all compliance actions
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AI Assistant & Virtual Receptionist

Automate client communication with AI-powered tools.

  • EsperBot AI assistant for invoicing and business questions
  • 24/7 web receptionist for phone, WhatsApp, and SMS
  • Voice command support for hands-free operation
  • Automated SMS campaigns via Intek SMS
  • Client conversation history and escalation tracking
  • Receipt OCR and expense parsing via Claude

Developer API & Webhooks

Build custom integrations with the EsperWorks Partner API.

  • Scoped REST API for invoices, contracts, clients, payments, expenses
  • API key creation with read/write permissions per resource
  • Webhook dispatch for invoice.sent, invoice.paid, contract.signed events
  • Key rotation every 90 days for live, 30 days for test
  • Rate limiting: 120 requests/min per key
  • Full API documentation and SDK examples

Team Roles & Permissions

Collaborate with your team using granular role-based access.

  • 5 team roles: owner, admin, accountant, staff, viewer
  • Path-based permission enforcement in API routes
  • Plan-capped team sizes: free=1, starter=3, pro=unlimited
  • Team invites via email with role assignment
  • Activity logs for all team actions

Ready to streamline your business?

Create a free account and start invoicing clients immediately with zero setup cost.