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From the weekto the books.

One system for a consulting firm. A reported week becomes the approval, the invoice, the voucher, the VAT return and the SIE4 file, and nobody types a figure twice.

Follow one week Start free trial
  1. 38.5 hWeekHours and absence, as reported
  2. HD ✓ApproveThe right person decides
  3. DraftInvoiceApproved work, on a draft
  4. Dr 1510BooksA voucher for every event
  5. #VERSIE4A file for the accountant
15AI assistants. Each one drafts, none of them posts.
11,000+automated tests in the repository
84months, the shortest the audit log can be set to keep
5roles, and each one sees what it needs

00 Why it exists

Today the week is scattered.

Hours sit in one tool, approvals in someone's inbox, and the invoice gets built again by hand. The books catch up a month later.

Four places, four copies of the same week.

Spreadsheethours_w40_FINAL_v3.xlsxWas it 44 hours, or 38.5 billable?
1 · Week38.5 h billable, saved onceThe grid, the timer and the month agree.
EmailRe: Fwd: can you approve my week?Sent to the wrong manager on Friday.
2 · ApproveYour rules pick the approverEvery decision is kept.
Word fileInvoice_Nordstrom_Oct.docxRates copied in by hand.
3 · InvoiceLines from approved hoursThe day's rate, already on the line.
The accountant"Can you send me September?"Vouchers keyed in again.
4 · BooksBooked when it happensVAT return and SIE4 from the same vouchers.

→ One week, all the way

Follow 38.5 hours into the books.

Axel Nyström works week 40 for Nordström Logistik. Press play, or click a step, and watch where each hour and each krona goes.

This step books

The ledger, so far

Example rate 1,200 SEK/h, 25% VAT
AccountDebit · CreditBalance
Debits 0.00 · Credits 0.00✓ In balance

01 The week

Report once.

The grid, the timer and the month show the same hours. Leave and the calendar sit right beside them, and the day's rate follows every hour to the invoice.

app.timeflov.com/time-entry
The Time page for week 40: 38.5 billable hours on Nordström and 5.5 internal hours, 44 hours in total.
  1. Week or month. The month view shows the same hours as the grid.
  2. A stopped timer adds its hours to the week once, even if it is stopped twice.
  3. Each row is billable or not. Only billable hours can reach an invoice.
  4. 44 hours worked, 38.5 of them billable.
  5. Once submitted, the week is frozen for its owner until it is approved or sent back.

Which rate lands on the invoice?

Switch the rates on and off. The first one that covers the day wins.

Invoice line38.5 h × 1,200.00 = 46,200.00 SEK

Axel's salary is never an input. A pay rate is never a billing rate.

Leave beside the hours

2026/27

Elias Mattsson has 25 days this vacation year. Taken and booked days come off. A pending request does not, until someone approves it.

A year25
Taken20
Booked0
Pending2
Left5

Absence is never invoiced, and a public holiday is never counted as a gap in the week.

A meeting becomes hours

Google Calendar
Your calendar · Wed 30 Sep
Nordström steering group10:00 to 11:30
The calendar itself is never changed.
MonTueWedThuFri
Nordström · Warehouse8.57.56.586.5
Internal · Admin10.50.5––

Hours land only when you add the meeting.

app.timeflov.com/leave
Vacation balances for the 2026/27 vacation year: days a year, taken, booked, pending and left per person.
  1. 25 days a year by default. A person can have their own number.
  2. The vacation year starts in April by default.
  3. Pending requests are shown, and nothing is taken off until they are approved.
  4. Left is days a year minus taken and booked.

02 Expenses

Keep the receipt.

The amount on a line is what the firm repays. The deductible VAT sits inside it, and the receipt stays on that same line.

app.timeflov.com/expenses
A draft expense report with three lines, VAT per line and a receipt on each line.
  1. The amount is what the firm repays.
  2. The deductible VAT inside that amount. Hotel VAT is 12%, train tickets 6%.
  3. The receipt stays on the line it belongs to.
  4. Submit sends the report to whoever your rules name.
Card statements, matched

Import the card statement as a file. The matcher suggests the expense for each row, and a controller confirms one row at a time.

Per diem from the trip

Swedish traktamente is calculated from departure, return, meals and nights, under that year's rules.

Billable to the client

An expense on a client project can be billed on. It goes on the invoice at net, with VAT on top.

A photo fills the gaps

TimeFlov AI

You already typed the amount. Watch what the receipt fills in, and what it leaves alone.

1450

Nothing is saved until you save.

app.timeflov.com/expenses/new
An expense line filled from a hotel receipt photo, with the VAT detected as 155.36 SEK at 12%.
  1. Fill from receipt reads a photo or a PDF.
  2. It fills only the fields that are still empty.
  3. Filled fields are marked. You review them before saving.

03 Approvals

Approvals that hold up.

Timesheets, expenses and supplier invoices follow your firm's own rules. The server picks the flow, nobody approves their own work, and every decision is kept.

Try to get this report approved

Expense report · submitted by Axel NyströmClient workshop Göteborg3 lines · 3,023.00 SEK
SubmittedAxel
Step 1A manager
Step 2A controller

    Approve as

    ANAxel NyströmConsultant · submitted it
    HDHenrik DahlManager
    MSMaja SundbergController

    Or send it back

    A simulation of the rules. Four-eyes is on by default, and an admin can turn it off.

    app.timeflov.com/approvals
    The approvals list: expense reports and timesheets waiting for Henrik.
    1. Expenses, timesheets and supplier invoices, in one list.
    2. A week under its scheduled hours stands out in amber.
    3. Select several and approve them together.
    app.timeflov.com/approvals/request
    A timesheet approval request with the decision bar: Reject or Approve.
    1. The flow and its step come from your rules.
    2. Hours against the schedule, and the billable share.
    3. Approve, or send it back with a note. If you may not approve, the bar says why.
    Amount limits

    An approver can have a ceiling. Above it, the bar says why they cannot approve.

    Deputies

    A deputy covers for a manager on leave, and stays inside that manager's limits.

    Split by project

    A timesheet can be split so each project manager approves the hours on their own project.

    Live list

    The approvals list refreshes on its own when a request arrives or is decided.

    04 Projects

    Stay ahead of the work.

    Price the work three ways, staff the weeks ahead, and keep sold hours next to the hours used.

    Bill approved hours at the day's rate.

    Approved hours×Rate→Invoice lines

    At approval the hours are booked as work in progress (1470). The invoice takes them over, so revenue is counted once.

    Same project, two people

    A consultant sees the hour budget and the hours left. Rates, revenue and prices are never sent to that role, so they cannot leak into a screen or an export.

    app.timeflov.com/projects
    Projects as a manager sees them: revenue, fixed price, retainer per month and early warnings.Projects as a consultant sees them: budget hours, hours used and remaining, and no money.
    Henrik, signed in as a manager: revenue, fixed price, the retainer and early warnings.
    app.timeflov.com/planning
    The planning board for weeks 41 to 52 with booked hours per person and project.
    1. Free hours across the twelve weeks on screen.
    2. Tentative bookings are counted apart until they are confirmed.
    3. People booked past their hours in a week.
    4. A booking is hours per week on one project.
    5. Your team, or everyone.
    Staff the week first

    Book people on projects in hours per week, confirmed or tentative. Free hours and overbooking show before anyone is stretched.

    Hours sold, hours used

    The hour budget and the hours used sit together on every project card.

    Early warnings

    Projects heading past budget are flagged with the percentage and a forecast at completion.

    05 Invoices

    Bill approved work.

    Approved hours, expenses, milestones and supplier lines land on a draft. You check it, and Send does the rest.

    app.timeflov.com/customer-invoicing
    Draft invoice NF-2026-0104 with three consultant lines, VAT and a total of 670,759.38 SEK.
    1. 119 h x 1,235.00 = 146,965.00. Quantity times price is the amount, on every line.
    2. 536,607.50 net plus 134,151.88 VAT is 670,759.38.
    3. An assistant can suggest line text. You accept each one.
    4. A time specification lists every hour behind the invoice.
    5. Send books the invoice, then a queue emails it.

    What Send does

    SendKlara clicks it
    BookedThe voucher is written first
    QueuedThe server takes over
    EmailedThe client gets the invoice

    The invoice is in the books before the email leaves, so a slow mail server never holds up the ledger.

    A reminder that fits

    TimeFlov AI

    The level is set by code from how late the invoice is. The assistant only writes the words. No interest and no fees, and you edit before you send.

    1 · FriendlyAssumes it was missed.
    2 · FirmAsks for payment now.
    3 · FinalThe last notice.
    One line per person, project and rate

    Quantity times the price is the amount, on every line.

    Passed on at net

    Expenses, milestones and supplier lines go on at net, with VAT on top.

    Three layouts

    Standard, compact or detailed, in Swedish, English, or both.

    Credit notes

    A sent invoice stays as it is. A credit note reverses it.

    Peppol BIS 3

    Download the invoice as a Peppol file for the client's system.

    Time specification

    A PDF of every hour behind the invoice, sorted the way the client wants.

    06 Suppliers

    Book the cost at approval.

    An approved supplier invoice is already in the books. Paying it writes a second voucher. A subcontractor's invoice can be passed on to your client with your markup.

    Revisionsbyrån Ek & Partner, 40,000 SEK

    AccountNameDebitCredit
    Total
    On the VAT return:

    Then the payment

    2440Accounts payable
    1930Bank
    app.timeflov.com/supplier-invoices
    A posted supplier invoice for 40,000 SEK plus 10,000 SEK VAT, booked on account 6550.
    1. The VAT treatment is frozen once the invoice is booked.
    2. Booked at approval, so each line keeps its account.
    3. A line can be passed on to your client.
    4. Recording the payment writes the payment voucher.

    Pass a subcontractor on, with your markup

    Their hours are logged on your projects. Check them against their invoice, or self-bill from the hours you reviewed. Then pass their invoice on to your client with the markup you set. Your client is never billed at your own consultants' rates for their hours.

    Subcontractor invoice
    40,000.00     + 15% Your client, net
    46,000.00     + VAT Gross
    57,500.00

    07 The books

    Vouchers, every time.

    The same event always writes the same accounts. The VAT return and the SIE4 file read those vouchers, and a closed month stays closed.

    What an invoice of 46,200.00 net writes

    AccountNameDebitCredit
    Total
    On the VAT return:

    Close the month and it stays closed

    Locked through 31 August 2026.

    1. InfoClick a month to post a voucher dated in it.
    app.timeflov.com/admin/sie-export
    The SIE4 export page with the date range 2026-01-01 to 2026-12-31.
    1. One calendar year, starting in January.
    2. One file with the chart, the balances and every voucher.
    3. Encoded as the SIE standard asks, in CP437.
    app.timeflov.com/reports/vat-return
    The VAT return for September 2026 with boxes 05, 10, 11, 12 and 21 filled from the books.
    1. Box 05: taxable sales, from the invoice lines.
    2. Box 10: output VAT at 25%, from account 2610.
    3. Whole kronor for the form, the exact figure under it.
    4. Box 21: services bought from other EU countries.
    app.timeflov.com/reports/monthly-summary
    Monthly summary for September 2026: revenue 6,220,810 SEK, operating profit 2,003,322 SEK, utilization 79%.
    1. Revenue from booked vouchers.
    2. How the available week was used.
    3. Overdue receivables as of today.
    4. Every figure beside last month.

    08 Trust

    See who did what.

    Five roles, an audit log the books can rely on, and a second step at sign-in for anyone who wants it.

    Who can open what

    Seven years, at least

    Changes to the books and to settings are recorded. The log cannot be set below 84 months.

    Sign in your way

    Microsoft, Google or a password. Turn on an authenticator app and company data stays closed until that second step succeeds.

    Stored in the EU

    The database runs in the EU, and each company's data is kept apart inside the database itself.

    11,000+ tests

    Automated tests across product logic, database rules and browser flows.

    09 TimeFlov AI

    The model drafts. You accept.

    Every figure is computed in code before the model writes a word. You accept a draft before anything is saved, and an admin can switch the assistants off.

    1 · CodeThe figuresTotals, levels and signals are computed from your data.
    2 · ModelThe wordsThe model writes around those figures and copies them as they are.
    3 · YouThe reviewYou read it, change it, or throw it away.
    4 · SavedYour decisionOnly what you accept is saved or sent.
    No path to the books.None of the assistants posts a journal, sends an invoice or writes a figure of its own.

    Ask your own figures

    How did we do in September compared with August?
    SourcesProfit & loss
    September operating profit was higher at 2,003,322.43 SEK versus August's 1,886,979.88 SEK, even though revenue dipped slightly (6,220,810.00 SEK vs 6,283,515.00 SEK). The improvement came from lower costs: total costs fell to 4,217,487.57 SEK from 4,396,535.12 SEK, mainly because other expenses dropped to 396,894.01 SEK from 628,470.14 SEK (personnel costs rose a bit to 3,820,593.56 SEK from 3,768,064.98 SEK).
    6,220,810.00 - 4,217,487.57 = 2,003,322.43 ✓ The figures add up.

    A real answer from the Nexaflow demo company. Ask runs six fixed lookups under your own access, never free-form database queries:

    Profit and lossOpen invoicesProject hoursUtilizationMissing timesheetsExpense totals
    app.timeflov.com/reports/billing-leakage
    Billing Leakage Watchdog: 331,460.50 SEK potential unbilled value with an AI summary.
    1. The total is computed in code first.
    2. The assistant writes the summary and copies every figure as it is.
    3. Approved billable hours not yet on an invoice, row by row.

    Fifteen assistants, one rule

    Each one drafts. A person decides.

    10 Plans

    Per consultant, per month.

    Every plan starts with 30 days free, with every feature switched on. No card to start, and you can cancel any time.

    Starter
    $9per user / month

    Time, expenses, single-step approval and project budgets.

    Most teams Professional
    $19per user / month

    Adds invoicing, credit notes, multi-step approval, journal entries and SIE4.

    Enterprise
    $39per user / month

    Adds TimeFlov AI, revenue recognition and work in progress, subcontractors, multi-currency and priority support.

    Thirty days. Every feature.

    Free for 30 days with every feature and no card. Run one real week through it, from the hours to the VAT return.

    Start free trial