# Ziffa

> Ziffa collects, validates, renames and files your clients' documents into your own SharePoint or Google Drive - built for Maltese firms. Book a free audit.

## Primary URLs
- Website: https://ziffa.io
- App login: https://app.ziffa.io/accounts/login/

## What Ziffa Does
- Before each deadline, Ziffa asks every client for exactly what it needs and reminds them on your schedule. Everything that arrives is checked, renamed and filed in the right client's folder, in the storage you already use.

## Key Sections
- Documents land in the right folder, in the storage you already use.: Ziffa takes the chasing and filing, so your team can do the work clients pay for.
- Get your practice ready for the age of AI.: We spend an hour learning how your firm works today, from how client documents come in to how deadlines are tracked. Then we tell you what can be automated, where you're losing the most time, where you can save costs and where to start.
- From a new client to a bill ready for review.: Follow one client through Ziffa — engagement, due diligence, scheduled jobs, document collection, filing, work and billing.

## Contact
- Email: sales@ziffa.io

## User Guide
Public documentation for accounting firms and their employees. The links below provide complete articles in Markdown, including screenshot descriptions and source URLs. Tutorials, detailed explanations, and firm settings are separate sections.
Jobs may still be labelled Tasks or Deadlines in the app; follow the current-label notes in each guide.

## Getting started
- [User Guide](https://ziffa.io/user-guide/index.md): Learn how to set up your firm, collect documents, organise Jobs, and bill your clients.
- [How Ziffa works](https://ziffa.io/user-guide/quickstart.md): Start with a Service. Connect the client, the documents, the work, and the fees.
- [Configure your firm](https://ziffa.io/user-guide/settings.md): Set up the firm in a practical order before bringing clients into the workflow.

## Task guides
- [Add a client](https://ziffa.io/user-guide/add-client.md): Create a Contact and an Entity, assign Services, and decide whether to send a proposal.
- [Send a proposal or engagement document](https://ziffa.io/user-guide/send-proposal.md): Choose approval, signature, or email, and check exactly what will be sent.
- [Terminate an Entity](https://ziffa.io/user-guide/terminate-an-entity.md): Close an Entity your firm no longer services, and understand what changes for its Jobs, folders, documents, and billing.
- [Work with recurring Jobs](https://ziffa.io/user-guide/recurring-jobs.md): Understand where recurring work comes from and handle it without creating duplicates.
- [Work through a Job](https://ziffa.io/user-guide/work-through-a-job.md): Use attachments, subtasks, time logs, and email history on one piece of work.
- [Filter Jobs and save views](https://ziffa.io/user-guide/filters-and-saved-views.md): Find relevant work, save your filters, and choose what you see by default.
- [Plan next week's work](https://ziffa.io/user-guide/plan-next-week.md): Assign next week’s work, set budgets, and compare workloads across the team.
- [Collect client documents](https://ziffa.io/user-guide/collect-client-documents.md): Set up a collection route, explain it to the client, and follow incoming files.
- [Upload documents](https://ziffa.io/user-guide/upload-documents.md): Submit a client record from Documents, an Entity, or a Job and check its processing result.
- [Request missing documents](https://ziffa.io/user-guide/request-and-review-documents.md): Check a Job’s requirements and send a clear document request to the right recipients.
- [Review processed documents](https://ziffa.io/user-guide/review-processed-documents.md): Check a successfully processed document and mark the completed review for your colleagues.
- [Resolve documents needing attention](https://ziffa.io/user-guide/resolve-documents-needing-attention.md): Work through Pending Review and choose whether to organise, follow up, or discard a file.
- [Handle expiring documents](https://ziffa.io/user-guide/handle-expiring-documents.md): Correct missing dates, arrange renewals, or dismiss an expiry that needs no further action.
- [Create and issue bills](https://ziffa.io/user-guide/create-and-issue-bills.md): Follow the fees from client setup to an invoice reviewed and issued through Xero.
- [Adjust client fees](https://ziffa.io/user-guide/fee-adjustments.md): Preview a bulk fee change, notify clients, and apply it immediately or from a chosen month.
- [Create a Senior role](https://ziffa.io/user-guide/create-a-senior-role.md): Create a Senior accountant role for a colleague who coordinates work for assigned clients.

## Detailed explanations
- [Contacts and Entities](https://ziffa.io/user-guide/contacts-and-entities.md): Keep the person you communicate with separate from the business or individual you service.
- [Supporting Contacts](https://ziffa.io/user-guide/supporting-contacts.md): Understand how several people can be associated with one Entity and who receives communications.
- [Entity dates and tax details](https://ziffa.io/user-guide/entities-and-scheduling.md): Understand why correct Entity details matter when Ziffa creates recurring Jobs.
- [The Entity page](https://ziffa.io/user-guide/entity-page.md): What each section and control on an Entity's page does, and how Ziffa asks you to review Job changes.
- [Services explained](https://ziffa.io/user-guide/services.md): Understand the link between what your firm offers, the documents it needs, and the work it performs.
- [Jobs, Job Templates, and subtasks](https://ziffa.io/user-guide/jobs-and-job-templates.md): Separate the recurring rule from the individual piece of work.
- [Inside a Job](https://ziffa.io/user-guide/inside-a-job.md): Understand the controls, supporting files, document requirements, and activity on an individual Job.
- [List and Kanban views](https://ziffa.io/user-guide/job-views.md): Choose a view for scanning work, following progress, or balancing assignments.
- [Connection problems and saved documents](https://ziffa.io/user-guide/connection-recovery.md): Understand connection warnings, find waiting documents and recover an interrupted Xero publication.
- [How document processing works](https://ziffa.io/user-guide/document-processing.md): Understand classification, extraction, validation, and filing.
- [Understanding document emails](https://ziffa.io/user-guide/document-emails.md): Know when a Service sends document-problem emails and who receives them.
- [Document review actions](https://ziffa.io/user-guide/document-review-actions.md): Understand the difference between saving values, organising, marking reviewed, following up, and discarding.
- [Document Actions](https://ziffa.io/user-guide/document-actions.md): Use extracted document data in other software, and ask about a custom integration.
- [Document activity](https://ziffa.io/user-guide/document-activity.md): See who corrected a document, what changed, and the outcome of publishing or sending it.
- [Document expiry explained](https://ziffa.io/user-guide/document-expiry.md): Understand the expiry groups, missing dates, renewal work, and dismissal.

## Settings
- [General settings](https://ziffa.io/user-guide/settings/general.md): Check the firm’s identity and the legal entities used on generated documents.
- [Set up Services](https://ziffa.io/user-guide/settings/services.md): Define the documents, scheduled work, and default fees for the Services your firm offers.
- [Set up custom fields](https://ziffa.io/user-guide/settings/other-settings.md): Add extra client information and dates your firm needs.
- [Set up Job Templates](https://ziffa.io/user-guide/settings/job-templates.md): Define recurring or one-time work and check the dates before creating Jobs.
- [Configure client document reminders](https://ziffa.io/user-guide/settings/document-reminders.md): Choose whether and when a Job Template reminds the client, and check where the message directs them.
- [Connect integrations and storage](https://ziffa.io/user-guide/settings/integrations.md): Connect the firm’s document storage and, if needed, its accounting integration.
- [Connect SharePoint or OneDrive](https://ziffa.io/user-guide/settings/connect-microsoft-storage.md): Connect Microsoft storage, choose the correct location, and check the root folder.
- [Connect Google Drive](https://ziffa.io/user-guide/settings/connect-google-drive.md): Connect the firm’s Google account and check where Ziffa will create client folders.
- [Set up Billing](https://ziffa.io/user-guide/settings/billing.md): Choose the Xero organisation, default revenue account, and timing for Job-based invoice drafts.
- [Review your firm's usage](https://ziffa.io/user-guide/settings/usage.md): Check the firm's use of Ziffa and the allowance shown for its subscription.
- [Set up automations](https://ziffa.io/user-guide/settings/automations.md): Choose when Jobs are created and check automatic messages, folder sharing, and retention.
- [Edit email templates](https://ziffa.io/user-guide/settings/email-and-automations.md): Review the subjects and wording used for future messages.
- [Set up Document Filing](https://ziffa.io/user-guide/settings/document-filing.md): Choose where documents go and how their folders and filenames are formed.
- [Manage your team](https://ziffa.io/user-guide/settings/team-and-roles.md): Invite colleagues and assign their firm roles.
- [Set up Roles](https://ziffa.io/user-guide/settings/roles.md): Choose which clients a colleague can work on and what they can see or change.