Frequently Asked Questions
Contacts
How to create a contact
Create a contact first, then enable modules to generate schedules and entries.
Steps:
- Go to Contacts.
- Select New Contact.
- Choose the contact type, for example Individual or Entity.
- Fill in the key details, for example name or company name, email, phone, VAT number.
- Select Save.
- Optional, open ID & Documents and upload identification and supporting documents.
Tips:
- If you import contacts, review a few records before enabling modules in bulk.
- Use Groups to manage sets of contacts for bulk reminders and statements.
Common issues:
- Missing VAT number or email, templates may not populate or emails may fail.
- Contact not visible, check filters for Archived or Group views.
How to archive a contact
Archive removes a contact from active lists while keeping history for reporting and audit.
Steps:
- Open Contacts.
- Search and open the contact.
- Select Archive.
- Confirm.
Tips:
- Archive instead of deleting to preserve entries, attachments, and logs.
Common issues:
- Cannot archive, you may not have permission, ask your admin to update your role.
How to create contact groups
Groups help you filter, bulk email, and manage targeted client sets quickly.
Steps:
- Go to Contacts.
- Open Groups or Tags.
- Select Add Group.
- Name the group, for example VAT Quarterly Clients.
- Add contacts to the group, then Save.
Tips:
- Keep group names consistent and specific, avoid generic names like Clients.
Common issues:
- Group not showing in filters, refresh the page or confirm the group was saved.
Steps:
- Open Contacts.
- Search and open the contact.
- Select Archive.
- Confirm.
Tips:
- Archive instead of deleting to preserve entries, attachments, and logs.
Common issues:
- Cannot archive, you may not have permission, ask your admin to update your role.
How to show or hide columns
Customise list views so the team sees only the columns they need.
Steps:
- Open a list view, for example Contacts or a module schedule list.
- Select Columns or the columns icon.
- Tick columns to show, untick columns to hide.
- Save view, if available.
Tips:
- Common useful columns are Period, Assignee, Status, Amount Due, Submission Date.
Common issues:
- Columns revert after refresh, confirm you saved the view or your role allows saving views.
How to attach files
Attach files either at contact level or inside a specific entry.
Steps:
- To attach to a contact: open the contact card, go to Documents or ID & Documents, select Upload, then Save.
- To attach to an entry: open the entry, go to Attachments or Files, upload the document, then Save.
Tips:
- Use contact-level storage for static documents, for example VAT certificates and incorporation documents.
- Use entry-level attachments for period-specific work, for example returns, proofs, and submissions.
Common issues:
- Upload fails, check file type, file size, and your internet connection.
- You cannot see an attachment, confirm you are in the correct tab and the file finished uploading.
How to provide account permissions to subordinates
Permissions are controlled by client-defined roles or permission sets.
Steps:
- Go to Administration or Settings.
- Open Users.
- Select the user.
- Assign the correct role or permission set.
- Save.
- Ask the user to refresh or log out and back in.
Tips:
- Start with minimum permissions and expand as needed, especially for bulk emails and configuration screens.
Common issues:
- User still cannot access a feature, confirm both role permissions and module availability for that client.
How to check the activity log from the contact profile
Activity logs help you understand what changed, when, and who made the change.
Steps:
- Open the contact card.
- Select Activity Log.
- Filter by date or user if available.
- Open any entry to view details.
Tips:
- Use the log when troubleshooting missing data, reassignment, or unexpected status changes.
Common issues:
- No activity shown, widen the date filter or confirm you have permission to view logs.
How to configure modules from the contact profile
Enable the right modules per contact to automatically generate the correct schedules and entries.
Steps:
- Open the contact card.
- Go to the Accounting tab.
- Enable the required modules, for example Payroll, VAT, ECO Tax, PT and SSC, Tax Returns, TA22, TA24, Statements.
- Save.
- Confirm the schedules and entries appear under the relevant module list.
Tips:
- If a schedule does not appear, confirm management preset configuration for the contact, module, and period.
Common issues:
- You cannot enable modules, ask your admin to grant permission for contact configuration.
General
How to filter entries based on relevance
Use filters to focus on the right period, contact, assignee, and status.
Steps:
- Open a module schedule list, for example VAT.
- Apply filters such as Period, Contact, Assignee, Status.
- Save the view if your system supports saved views.
Tips:
- Create standard filters like Due this week, Waiting on client, and My entries.
Common issues:
- Filters show no results, clear all filters and re-apply step by step.
- You cannot filter by a field, confirm the column is enabled for your view.
How to change states and reassign an entry
Keep entries accurate so everyone knows what is next and who owns the task.
Steps:
- Open the entry.
- Update the Status or State.
- Change the Assignee if needed.
- Save.
- Check the activity log to confirm the update.
Tips:
- Use simple action-based states, for example Waiting on client, In progress, Submitted, Paid, Closed.
Common issues:
- State or assignee field is locked, this is usually permission-based.
How to manually adjust a period for an entry
Use this when a submission does not match the default period created by configuration.
Steps:
- Open the entry.
- Select the Period field.
- Choose the correct month, quarter, or year.
- Save.
Tips:
- If you adjust a period, re-check your list filters, the entry will move to the new period view.
Common issues:
- Cannot edit period, check permissions or confirm the period is not locked after submission.
How to create a payment inside an entry
Record payments inside entries to track amounts, dates, references, and proof.
Steps:
- Open the entry.
- Go to Payments.
- Select Add Payment.
- Enter payment date and amount, or use Fill amount due if available.
- Select whether it was paid by client funds or directly by the customer, if applicable.
- Add reference, notes, and upload proof of payment.
- Save.
Tips:
- If the entry allows multiple payments, record partial payments separately.
Common issues:
- Amount due does not match, confirm the entry amount and any previous payments recorded.
How to create an email template
Templates use placeholders to pull entry and contact details into emails.
Steps:
- Go to Settings, then Email Templates.
- Select New Template.
- Name the template clearly, for example VAT Reminder - Missing Documents.
- Write the subject and email body.
- Insert placeholders for fields like contact name, period, amount due, due date, payment reference.
- Save.
- Test by sending from a single entry before using bulk email.
Tips:
- Keep emails short and action-based, include a bullet list of required documents.
- Create one template per scenario, for example Reminder 1, Reminder 2, Final notice.
Common issues:
- Placeholders not filling, check that the entry fields are completed.
- Attachments missing, confirm files are attached to the entry before sending.
How to send bulk emails
Bulk email sends one template to many selected entries from a module list view.
Steps:
- Open a module schedule list.
- Filter to the relevant period, contact group, assignee, and status.
- Select the entries you want to email.
- Select Send Email.
- Choose the email template.
- Preview recipients and attachments.
- Send.
Tips:
- Always preview before sending, especially after changing filters.
- Consider sending a test email to yourself using a single entry first.
Common issues:
- Email fails, check recipient email addresses and your mail configuration.
- Duplicate emails, confirm you did not select the same entry twice across pages.
How to create customised states
States are client-defined, set a workflow that matches how your team works.
Steps:
- Go to Settings, then States or Workflow.
- Select Add State.
- Name the state, choose ordering, and set any rules if supported.
- Save.
- Confirm the state is available on entries.
Tips:
- Suggested starter set: Not started, Waiting on client, In progress, Submitted, Paid, Closed.
Common issues:
- States do not appear, confirm you saved and your role has permission to manage workflow.
How to add a new user
Users are typically created during onboarding because subscriptions are user-based.
Steps:
- Go to Settings, then Users.
- Select Add User.
- Enter name and email.
- Assign role or permissions.
- Save.
- Share login details or confirm invitation email delivery, depending on your setup.
Tips:
- Create a Reviewer role for seniors who approve work without editing configuration.
Common issues:
- Invite email not received, check spam and confirm the email address is correct.
How to check the audit log
Audit log shows system-wide actions for accountability and troubleshooting.
Steps:
- Go to Administration or Settings.
- Open Audit Log.
- Filter by date range, user, module, contact, or action type.
- Open a record to view details.
Tips:
- Use audit logs after bulk actions or configuration changes.
Common issues:
- Log is empty, widen the date range and confirm permissions.
Steps:
- Go to Settings, then Users.
- Select Add User.
- Enter name and email.
- Assign role or permissions.
- Save.
- Share login details or confirm invitation email delivery, depending on your setup.
Tips:
- Create a Reviewer role for seniors who approve work without editing configuration.
Common issues:
- Invite email not received, check spam and confirm the email address is correct.
Statements
How to send bulk statements
Send statements to a selected set of contacts for a chosen period.
Steps:
- Go to Statements.
- Filter to the correct period or group.
- Select the contacts or statement entries you want to send.
- Select Send Bulk Statements.
- Choose the statement template and any attachments.
- Preview, then Send.
Tips:
- Use Groups to avoid sending statements to the wrong clients.
Common issues:
- Statements not generating, confirm the statement period and required contact data is filled in.
Time Tracking
How to start, pause, and stop the timer
Use the timer to capture time accurately while you work.
Steps:
- Go to Time Tracking.
- Select Start Timer.
- Choose contact and task type, add a note if needed.
- Select Pause when you stop temporarily.
- Select Stop when finished, review details, then Save.
Tips:
- Use consistent task types to keep reporting clean.
Common issues:
- Timer not saving, confirm you selected a contact and task type before saving.
How to edit a time tracking entry
Edit an entry to correct timing, task type, notes, or participants.
Steps:
- Go to Time Tracking.
- Open the entry.
- Edit start and stop time, task type, notes, participants, or contact.
- Save.
Tips:
- Editing can be permission-based, assign a role that allows corrections.
Common issues:
- Cannot edit, ask your admin to update your role permissions.
How to create a task type
Task types standardise work categories and improve reporting.
Steps:
- Go to Time Tracking, then Task Types.
- Select Add Task Type.
- Name it, for example VAT Review.
- Save.
Tips:
- Keep names short and specific.
Common issues:
- Task type not appearing, refresh or confirm the task type is active.
How to set a task type hourly rate
Set hourly rates so time entries can be costed automatically.
Steps:
- Go to Time Tracking, then Task Types.
- Open the task type.
- Set the hourly rate and currency if available.
- Save.
Tips:
- If rates vary by staff, consider whether your configuration supports rates per user.
Common issues:
- Rate field missing, confirm your plan or configuration supports rates.
How to set task type favourites
Favourites speed up time entry creation for common tasks.
Steps:
- Open Task Types.
- Mark frequently used task types as Favourite.
- Save.
Tips:
- Pick 5 to 10 favourites, too many defeats the purpose.
Common issues:
- Favourites not saved, confirm you have permission to manage task types.
How to add other participants to a time tracking entry
Use participants when more than one person worked on the same task.
Steps:
- Open the time tracking entry.
- Go to Participants.
- Add the users who contributed.
- Save.
Tips:
- Confirm with your admin whether time is split or duplicated per participant in reporting.
Common issues:
- Participant list missing, this may be disabled by configuration.
How to attach files to a time tracking entry
Attach supporting files, for example emails, worksheets, or approvals.
Steps:
- Open the time tracking entry.
- Go to Attachments.
- Upload file, then Save.
Tips:
- Use clear file names, for example ClientName - VAT Query - Email.pdf.
Common issues:
- Upload fails, check file type and file size limits.
How to add a new time tracking entry
Create a manual entry when you did not run the timer.
Steps:
- Go to Time Tracking.
- Select New Entry.
- Choose contact and task type.
- Enter duration or start and stop times.
- Add notes and attachments as needed.
- Save.
Tips:
- Write short notes that explain the outcome, it helps with invoicing and audit trails.
Common issues:
- Entry not appearing, confirm date filters and that it was saved successfully.
DocBox
DocBox overview
DocBox uses AI to read uploaded documents and extract key data for review before posting.
Steps:
- Open DocBox.
- Select the contact you will work on.
- Upload documents, for example invoices and bills.
- Review extracted fields on the right-hand side panel.
- Correct any fields if needed, then post or save according to your workflow.
Tips:
- Use clear scans and straight photos for best extraction results.
- Correcting fields helps improve future accuracy.
Common issues:
- Extraction incomplete, try uploading a cleaner scan or PDF.
- Wrong contact selected, switch the contact before uploading.
How to review documents processed by subordinates
Use permissions and filters to review entries or documents posted by junior staff.
Steps:
- Open the relevant module list or DocBox review queue, if available.
- Filter by Assignee or Created by.
- Open the item to review extracted data, attachments, and notes.
- Update status to Reviewed or Approved, according to your workflow.
- Add a note or reassign back if changes are needed.
Tips:
- Create a dedicated state like Needs review or Approved to standardise handovers.
Common issues:
- You cannot see subordinate work, confirm you have reviewer permissions.
How to export data from Azora for accounting software
Export allows you to move contact data, entries, or time data into your accounting system.
Steps:
- Open the relevant module or report screen.
- Apply filters to the period and clients you want.
- Select Export.
- Choose format, for example CSV or XLSX.
- Download and import into your accounting software.
Tips:
- Export a small sample first and confirm your import mapping in the accounting system.
Common issues:
- Export missing columns, adjust your view columns and try again.
- Import errors, check date formats and required fields in the target system.
Malta-first compliance
VAT, PT/NI, FSS, ECO Tax, TA22/24/26, Management Accounts, Year-end… All treated as first-class workflows, not bolt-ons. All of them following Maltese law and integration with all the tools that are used locally.
