Good questions. Useful answers.
What is KivoraFlow Accounting?
KivoraFlow Accounting is a connected business workspace for South African businesses: customers, sales documents, products and stock, finance, banking, accounting, payroll, leave, projects, team access and account management. CRM, POS, stocktakes, barcode tools, product profitability, notifications, Kivora AI and support chat are live. Available tools follow your plan, permissions and configuration.
How do I create an account and set up my business?
Create your account using the sign-in methods shown by the authentication provider and complete its verification steps. Then add your name, business name and a little business context in onboarding. You can configure customers, catalogue items, accounting and people as needed. If you have an invitation, use the exact invited email so you join the intended workspace.
Is there a free trial, and what happens when it ends?
Your first business receives one 14-day full-access trial from its creation, using active-plan features and the strongest available capacities. No payment is required to start. Additional independent business creation requires an active Business or Professional subscription and is excluded from the trial. Choose a paid plan before expiry to keep protected business operations available; inspect the subscription screen for your exact status and date.
How much does KivoraFlow cost, and what are the plan limits?
Use the live Pricing page for the current Starter, Growth, Business and Professional prices in South African rand, monthly or annually. It shows published operator seats, payroll employees, customers, businesses, monthly invoices, monthly AI credits and included features. Monthly and annual billing include the same features and limits for each plan. The annual price is one upfront payment; its effective monthly cost and saving are shown alongside it. Prices include VAT where applicable. Catalogue items are unlimited on the published packages. We do not substitute an old price if live pricing cannot be loaded. Your workspace Usage screen shows the applicable limits.
Do extra businesses multiply my plan limits?
No. Current-catalogue subscriptions pool operator seats, active payroll employees, customers, monthly invoices and AI credits across the included businesses. Each business keeps separate records and permissions. Owners, Admins, Managers, Accountants and Staff use operator seats, as do valid pending operator invitations. Only the restricted Employee self-service role is excluded from operator seats; active payroll employees still count towards the payroll limit. Your Subscription and Usage screens show the terms that apply to your account.
What uses an AI credit, and when do credits reset?
On the current catalogue, one successful generative assistant request uses one AI credit. Provider or system failures return reserved credits; retrying the same request does not charge twice. Credits reset on the first day of each month in UTC, including with annual billing. Deterministic accounting and payroll calculations do not use AI credits. There are no automatic paid top-ups. Your Usage screen shows your current subscription allowance.
Will a new package change my existing subscription?
Grandfathered subscriptions keep their existing prices and benefits. New catalogue offers do not automatically replace an existing plan or change an authorised payment. Your current plan and available offers are shown separately in Subscription. Review and explicitly confirm a plan change before new terms apply. Monthly and annual renewal amounts always come from the agreed server-side plan.
Can I upgrade, downgrade or cancel later?
Review changes in Subscription before confirming. The workspace shows the applicable billing interval, plan-change preview, current status and scheduled transitions. Cancellation is scheduled for the end of the current billing period; resume is available where supported before that date. Review the Subscription, cancellations & refunds policy for the terms that apply.
Does KivoraFlow process invoice or subscription payments?
Subscription checkout uses PayFast where configured. Businesses can configure supported customer payment options or instructions such as EFT, Yoco, PayFast or custom links. Provider availability and setup vary. A link, redirect, recorded tender or refund entry is not proof of settled funds. Physical POS terminal integration is not available.
Are the features shown here live?
Yes. The capabilities shown here are live, including CRM, POS, stocktakes, barcode tools, product profitability, notifications, Kivora AI and support chat. Access follows your plan, role and required setup. AI-chat uploads, physical POS payment-terminal integration and commercial live bank feeds are not available. Review the individual feature details for supported workflows and limits.
Can I create quotes, invoices, credit notes and recurring invoices?
Create and manage quotes and invoices, share customer-facing links, email or download documents, and follow their status. Credit-note workflows preserve the relevant accounting records. Recurring invoice profiles create drafts on eligible plans; they do not automatically email those drafts or charge customers. Sending a document or scheduling a reminder does not guarantee delivery or payment.
How do customer and supplier records work?
Keep customer contact and business details with your sales records, and use supported import and export tools. Supplier management is available on eligible plans. Customer capacities depend on the published package. Historical financial records have safeguards; deleting a contact is not a way to erase the underlying accounting history.
Does KivoraFlow manage products, inventory and barcodes?
The catalogue holds products and services, pricing and inventory records. Assign barcodes, print barcode labels and use scanner-assisted item lookup. Scanner workflows support compatible USB HID scanners; camera scanning depends on browser support and permission. A scan identifies an item and does not bypass quantity, stock or financial checks.
What is included in CRM?
CRM includes leads, conversion to customer records, opportunities and pipeline stages, follow-up activities, linked quotes and CRM analytics. Access is permission-controlled. Your role and assigned records determine what you can see and change.
What can the point of sale do?
POS supports product lookup, a sales cart, configured tender recording, locations and registers, cash-up, sale history, returns and refund records. Actions follow workspace permissions and stock/accounting checks. Recording a card tender or refund does not itself charge a card or move money through a payment provider. Physical payment-terminal integration is not available; use your payment provider separately and record the tender in POS.
How do stocktakes work?
Start a stocktake session, record physical counts manually or with a compatible USB HID barcode scanner, and review differences against recorded stock. Finalisation is controlled and permission-checked. Draft counts do not silently change inventory. Recheck the count and variance before an authorised finalisation.
Can I track expenses and payments?
Record and categorise expenses, keep the supplier and payment context, and review the supported posting and payment workflows. Invoices, recorded receipts, expenses and posted ledger entries are distinct records. Check settlement against actual bank or provider evidence rather than treating a payment instruction or redirect as proof of payment.
Which bank imports are supported, and are live bank feeds available?
Manual import supports CSV, Excel (XLSX/XLS), OFX/QFX and QIF statements. PDF imports are temporarily paused, including text-based and scanned statements. Review parsed transactions and duplicate warnings before proceeding. Categorisation, account mapping and reconciliation depend on your plan and permissions. Banking rules use deterministic business-approved mappings. A commercial live bank-data provider is not currently enabled.
Which accounting tools and reports are available?
Use the chart of accounts, journal entries, general ledger, trial balance, income statement, balance sheet, accounts-receivable and operating cash-flow reports. Prepare and review manual VAT201 returns, export a filing pack, and record your SARS filing reference and acknowledgement after submitting through SARS eFiling yourself. Period controls and audit history help preserve the accounting record. Report availability depends on the plan and permissions. Posted ledger reporting is distinct from operational totals, and tax/VAT information still needs professional review; KivoraFlow does not promise automatic SARS filing.
What analytics and profitability reporting can I use?
The business dashboard and analytics bring supported workspace activity together and provide CSV export. Product-profitability reporting compares recorded sales and attributable cost, with cost-coverage and missing-cost context so an incomplete margin is not presented as a fully known profit. Operational sales, cash movement and posted accounting profit can differ and should be interpreted separately.
Can my team manage projects and tasks?
Create projects and tasks, assign responsibility, set priorities and due dates, track progress, and keep discussions, mentions and attachments in context. Team membership and permissions determine which actions are available. Project collaboration does not require handing every member access to sensitive finance or payroll records.
How do payroll, payslips and PAYE/UIF work?
Manage employee records, payroll runs and payslips with controlled finalisation and accounting workflows. PAYE/UIF calculations use the configured tax-year and statutory settings; employee capacity depends on your plan. Review settings, calculations and required submissions with the responsible payroll professional. This is not a guarantee of tax compliance or an automatic SARS submission service.
Can employees request leave and track balances?
Leave management supports requests, permission-controlled decisions, balances and a history of movements and approvals. Supporting attachments are treated as private evidence. Availability follows your employee setup, plan and role. Review the business policy and relevant statutory requirements rather than assuming every leave scenario is automatically covered.
How do team invitations, roles and privacy work?
Each business has an Owner. Invite team members with Admin, Manager, Accountant, Staff or restricted Employee self-service access, within your own role’s team-management permissions. Employee self-service only opens their own explicitly linked finalised or paid payslips and Leave, alongside personal account details. On new versioned plans it does not use an operator seat; Staff and Accountant still do. Existing subscriptions retain their original seat terms. Dashboards and business tools follow the role; personal leave and payslips require their respective employee links. Invitations are tied to the exact invited verified email, expire, and are single-use. Authentication, membership and server-side permissions scope access to business records. Review access as responsibilities change. These controls are not a claim of a specific security certification or a guarantee against every security risk.
What can I automate, and does everything run automatically?
Eligible plans include recurring invoice profiles, reminder rules and run history, with reusable banking categorisation rules. A configured schedule is not proof that a worker or delivery provider is enabled. Background workflows still depend on their delivery settings and operational controls. Review the status and output of each workflow; automation never removes normal permission or accounting checks.
How do notifications and browser alerts work?
Notifications provide in-app updates and a notification centre with module preferences and sound controls. Optional desktop or push alerts require browser support, permission and the relevant configuration. Delivery is not guaranteed when browsers, devices or services block it. Use the workspace record as the source of truth for important tasks and financial actions.
What can Kivora AI do, and can it change my finances?
Kivora AI is live for product guidance, permission-aware workspace insights and an accounting work queue. Supported workflows can create customers and suppliers, prepare invoice and quote drafts, review and send saved documents, record unpaid ZAR expenses, prepare and issue eligible credit notes, match bank transactions to existing ledger entries, and prepare or progress supported monthly payroll runs. Every change requires explicit review and confirmation, with your normal plan, role and accounting checks. It cannot transfer money, pay salaries or submit SARS returns. AI-chat image, document and video uploads are currently unavailable. General chat may send your current message and limited product context to OpenAI; avoid passwords, card details and unnecessary sensitive information.
How can I get support?
Use the Contact page or support@kivoraflow.co.za for product, setup or billing questions. Signed-in users can use the support area and supported enquiry tools. Use in-app support conversations to follow your enquiry; an automated welcome is not a human response, and staff reply when available. Do not send passwords or full payment-card details. Priority support is a published plan entitlement, not a guaranteed response-time SLA.
Where do I manage plans, billing and my account?
The Subscription, Billing, Usage, Account and Settings areas show supported plan changes, limits, payment history and account controls to authorised users. Published plan prices and capacities are loaded from the plans service. Owners on active Business or Professional subscriptions can create additional independent businesses and switch between their workspaces. Each business keeps separate records, team access and settings. On the current catalogue, the included businesses share one subscription allowance; adding a business does not multiply the operator, payroll, customer, invoice or AI limits. Grandfathered subscriptions retain their agreed terms. Additional business creation is not included in the trial. Account closure and data handling follow the applicable terms and lifecycle controls.
Can I use KivoraFlow on a phone or without an internet connection?
KivoraFlow is a browser-based workspace with responsive screens. Use a supported modern browser and an internet connection; offline checkout or offline accounting is not promised. Scanner, camera, notification and download behaviour depend on the browser, device and permissions. Test your actual hardware before adopting a retail workflow.
Does KivoraFlow replace an accountant or tax adviser?
No. It helps organise the business record and supports reviewed workflows and reports. An appropriately qualified professional should review accounting treatment, statutory settings, payroll, tax and legal obligations. Neither the software nor AI guidance guarantees compliance or replaces professional judgement.