Getting started

Voltane gets your invoices right — especially when you sell across the EU. It turns orders from your webshop into invoices with the right country, rate and VAT scheme on each one, keeps your customers, offers, invoices and payments in one place, and automates the repetitive parts: chasing offers, reminding late payers, turning your website's form submissions into customers.

Your first steps

Create your account and team. Everything in Voltane belongs to a team, so colleagues can work in the same environment with their own logins. The language you choose while signing up becomes your team's language as well, and the address you give is carried over to your company details — you only type it once.
Fill in your company details. Your name, address, VAT number and bank account appear on every invoice you send, so set them once under your team settings.
Add a customer and send your first invoice or offer. That's genuinely it — the rest of this guide explains what happens around it.

Your finance setup

During setup, answer the questions about what you sell, sales to EU consumers and imports. Voltane shows the related settings and keeps any existing registrations and permit dates visible. You can leave uncertain activity answers open.

You can review these answers later under Settings → Invoice settings → Your finance setup. The review reminder does not block your work. Check I have checked my finance setup and save when ready. If your team has VAT returns, approved EU-KOR registrations are listed in the same section, under selling to consumers in other EU countries. Invoice fields also follow the actual transaction and any saved exceptions.

While we review your account

Voltane is in beta, and we look at every new account before it opens. After signing up you can already get everything ready — your profile, your company details, inviting colleagues — and you get an email as soon as your account is approved. Until then the rest of the app waits: any other page shows you where things stand and what you can already do.

While you wait, you can have up to three invitations open at a time. A company you add later is reviewed the same way; colleagues you invite into an approved company can start right away.

For the first two weeks after approval, you can send up to 20 emails a day to your customers from Voltane — invoices, offers and reminders together. Automatic emails, such as the reminders Voltane sends for you, always go out. If you reach the limit, the send button tells you when you can send again. Need more sooner? Get in touch with support.

If you ever cancel your subscription, Voltane closes for your team: your data is kept, but the app, your automations and your shop's syncs stop. The page you land on lets you ask to continue, and your account opens again once we've approved it. Your records stay within reach in the meantime: you can still view your invoices, purchases and VAT returns and export them for your accountant, you just can't change them.

What's already running when you arrive

Your first dashboard isn't an empty page waiting for instructions. It tells you what has already been set up for you: the automations that are switched on, the reminder ladder that chases unpaid invoices, your invoice numbering, your payment terms, and your logo if you added it while signing up.

None of it has anything to work on yet — that starts with your first customer, which is the button on that card. Once you've added a customer, created a document or added a product, the card is replaced by the thing it was there to get you to: what's waiting for you today.

Saving a form

Choose Save or Create when you're ready. If a field needs correcting, the form shows an error so you can finish it. The button is temporarily unavailable while saving. An unchanged product or automation shows No changes to save when you choose Save.

During team and profile setup, Continue also tells you which required details are missing when you click it.

Every list works the same way

Customers, invoices, payments, products, contacts, addresses — they are all the same table, so what you learn on one you know on all of them.

Columns & filters above the table lets you switch any field on or off and narrow the list by it. Your choice is remembered. It only offers the fields of the parts of Voltane your team uses, so nothing in it belongs to a feature you don't have.
Click a heading to sort, again to reverse it. Headings that cannot be sorted are not links, so you never click one and wonder whether anything happened. On the customer list that includes address, postcode, town and country — even though they live on the customer's address rather than on the customer, you can order the list by them.
Wide lists scroll sideways instead of squeezing everything onto one screen. The Actions column stays pinned to the right while the rest scrolls, so View and Edit are always where you left them.

Uploading files

Logos, product photos and documents can be up to 10 MB each, as a PDF or an image (JPG, PNG, GIF, WEBP or SVG). What a file really is counts, not its name, so renaming a file doesn't get another type through.

How the pieces fit together

A customer is a person or company you do business with.
An offer is a quote the customer can approve online; approving it can automatically become an invoice.
The customer portal is where your customers view, approve and pay your documents — no account needed on their side.
Automations are the robots in the background: they remind, follow up, escalate and tidy so you don't have to remember to.

Each of these has its own chapter in this guide.