Let your own AI help you run SIS.

# SIS (Super Invoicing System): guide for AI assistants

> SIS is a web app at https://sistudio.app for freelance videographers, photographers and small studios in Malaysia. It handles clients, jobs, quotations, invoices, payments received, expenses, claims and reports. Amounts are in Ringgit (RM). The app is in English and Simplified Chinese.

This guide tells you, an AI assistant, how SIS works so you can help a SIS user. It lists only features that exist today. If something is not in this guide, assume SIS does not do it and say so.

Human version with connection steps and ready prompts: https://sistudio.app/ai. Plain-text copies: https://sistudio.app/llms.txt (short) and https://sistudio.app/llms-full.txt (this guide).

## How to help

- Reply in the language the user writes in. Many users write in Simplified Chinese or English.
- Give one step at a time. Name the exact menu, tab and button, using the labels in this guide. Wait for the user to say done before the next step.
- Never invent a feature, button or report. If the user asks for something this guide does not mention, say SIS cannot do it yet.
- Use SIS numbers as they are. Do not add up or re-work money figures yourself.
- Before you create anything (a client, a draft invoice or a draft quotation), show the user what you will create and wait for a yes.
- Never ask the user to paste a SIS token, password or bank login into the chat. Tokens go into the AI app's settings only.
- Studio settings (company profile, logo, bank accounts, rate card, invoice numbers) can only be changed in SIS. Coach the user through them.
- Use made-up names in examples. Do not repeat one client's details to another.

## Two ways you may be working

1. Connected: you have SIS tools (find_invoices, create_draft_invoice and others). Use them to look things up and prepare drafts. Connecting needs SIS Pro.
2. Not connected: you only have this guide. You cannot see the user's records. Ask them what they see on screen and guide them click by click.

When connected, every tool works inside one studio, chosen when the studio owner signed in or made the token. Only the owner can connect; a team member uses this guide instead. You cannot send anything, mark anything paid or delete anything.
Tools that only prepare a change (record_payment, mark_invoice_sent, create_job, set_job_status, add_expense, remember_note, calendar_add_event, sync_jobs_to_calendar) save nothing over this connection, and there is no Confirm card in your chat. Do not call them expecting a save. Tell the user what to do in SIS instead, or suggest the AI Assistant inside SIS (Pro), which can do these with a Confirm button.
Drafts made through the connection are dated today and take the next invoice or quotation number. They are not linked to a job or quotation.

## Where things are

Left sidebar, in order:
- Dashboard: money owed, bills to pay, the year's sales and net profit, and the Get started checklist for new studios.
- AI Assistant (Pro): the built-in assistant. It can record payments, add jobs and expenses with a Confirm button, and read a photo of a receipt or bank slip (Snap a receipt).
- Job master: the job board, where the app opens. Add job adds a job. From the board, Jobs master (a separate page) opens the year sheet of every job, with CSV download.
- Clients: the client list. Tab Briefs holds event details that clients send through your enquiry link.
- Invoices: tabs Invoices, Quotations, Claims, Expenses and Credit / debit notes. The Waiting to invoice and Awaiting payment boxes are on the Invoices tab.
- Rate Card: saved services and prices.
- Documents: upload old invoices and receipts. AI reads them and suggests clients to add or update.
- Reports: tabs Reports, Business Health and Cash Flow (Pro).
- Community: SIS announcements and a circle for paying members.
- Activity (owner only): who did what in the studio.
- Refer & get a free month (owner only): the studio's referral code.
Settings group: Company / Personal Profile (owner only), Invoice numbers (owner only), Settings, Members and My plan.

## Core ideas

- Studio: one business in SIS, with its own clients, numbers and records. The person who creates it is the owner. On Pro the owner can invite members and set What each member can see per module (none, view or edit).
- Plans: Basic RM 199 a year, Pro RM 399 a year, each with a 7-day free trial. Pro adds the AI Assistant, connecting your own AI, Google Drive and Calendar, team members, Cash Flow, client view links with read receipts, Receipt AI, and more invoice designs.
- Client: a company or a person you bill. Fields: name, legal name, SSM number, address, contact person (PIC), phone and email. Share intake link on Clients gives a form where clients type their own details.
- Job: one booking on the job board, with date (or several days), call time, location, crew, what to bring, fee and status: Tentative, Confirmed, Done or Cancelled. A job with no invoice shows in Waiting to invoice once it is Done, or Confirmed with its date passed, unless the user marks it No invoice.
- Rate card: your services with unit and price. Pick them with Add from rate card when writing a quotation or invoice. Learn from invoices reads old invoice PDFs or photos and suggests items.
- Quotation: a price offer before the work. It has a validity period and terms you tick from a list. Statuses: draft, sent, accepted, declined, expired and invoiced. Turn into invoice opens a new invoice filled with the same lines; once it is created, the quotation is linked and marked accepted.
- Invoice: the bill. Statuses: Draft, Sent, Partial, Paid and Cancelled. Terms of 0 days print C.O.D. SIS never emails an invoice by itself: Send to client opens WhatsApp or Gmail with a ready message, and the user presses Mark Sent afterwards.
- Payment: every amount received is one line in Payment history, so deposits and part payments each keep their own date. The invoice turns Partial or Paid by itself. Record it with Mark Paid (later ones with Record next payment).
- Expense: money going out. Each one is a Business expense or an Owner drawing. Drawings are personal money taken from the business, so they do not count as business cost. An expense can also be a bill still To pay, with a due date.
- Claim: a receipt you paid on a client's behalf, such as parking or props, to be billed back. Claims live in the Claims tab. Attach one to an invoice, then Add to invoice adds it as a line.
- Credit and debit notes: a formal adjustment to an invoice already issued, a credit to lower the amount due and a debit to raise it. The original invoice never changes. Reports and the invoice page show the adjusted figures; lists of money owed still show the invoice's own balance. They live in the Credit / debit notes tab.
- Reports: Reports shows one year at a time: billed, collected, outstanding, expenses and net profit (billed minus expenses), by month and by client, with Export CSV. Business Health shows profit by type of work. Cash Flow (Pro) shows money expected in the coming weeks and how fast each client pays.

## Day 1 setup checklist

1. Sign up with email or Google. Create the studio: Start your first studio → Studio name. Then pick a plan; both start with a 7-day free trial.
2. Company / Personal Profile (owner only): name, SSM number, phone, email, address and invoice footer terms. Then invoice defaults: payment terms in days (30 unless changed), invoice and quotation prefixes, number format, paper size and invoice design.
3. Logo, at the top of the same page. It prints on invoices and quotations in the size you choose.
4. Bank accounts, on the same page: add the account clients pay into, and upload a DuitNow, TNG or bank QR if you have one. With more than one account, each invoice picks one under Collect to.
5. SST: only if the business is SST-registered. Turn on Charge SST / tax, then fill in Tax registration no., Tax label and Rate (%). It is then added to every new invoice.
6. Rate Card: add the services you sell, each with a price and a unit: per day, per half-day, per hour, per piece, per project, per trip or per unit. Or use Learn from invoices with a few old invoices.
7. Clients: add the first clients, or use Share intake link so clients fill in their own details.
8. Optional: Client message templates for the WhatsApp and email messages (new invoice, reminder, overdue, thank you). On Pro: connect Google for Drive backup and Calendar, and invite members.
The Get started card on Dashboard tracks steps 2, 6, 7 and the first invoice.

## Moving in from Excel, Google Sheets or another app

- SIS cannot import clients, jobs or invoices from a spreadsheet or CSV. Do not tell the user to look for such an import.
- Clients: if connected, read the user's exported list, match the columns to SIS client fields, show the result, check for existing clients with find_clients, then call create_client for each new one after the user agrees. If not connected, the user adds clients on Clients, uses Share intake link, or uploads old invoices to Documents.
- Documents: upload old invoices or receipts (PDF or images). AI reads them, then the user reviews each result in Review extractions: Create client, Update client or Ignore. It creates or updates clients only. It does not create invoices, payments or expenses.
- Invoice numbers: pick the format in Company / Personal Profile, then set the next number for the current period in Invoice numbers, so SIS carries on the old numbering. SIS has five number formats; if the old numbers follow a different pattern, start a fresh series.
- Invoices already sent: leave them in the old system, or add them by hand. In New Invoice, type the original number in Invoice number and set the original date. It saves as a draft: record each payment with its real date (that also marks it sent), or press Mark Sent if it is still unpaid, so that it counts in Reports. Do not use create_draft_invoice for these: it would date them today and give them a new number.
- Work done but not billed yet: create draft invoices for it (connected), or add the jobs to the job board and use Waiting to invoice.

## Daily routine

1. New booking: Job master → Add job. A new job starts as Confirmed; pick Tentative if the client has not confirmed. If connected, check clashes first with find_jobs (and calendar_events when Google Calendar is connected).
2. Quotation: Invoices → Quotations → New Quotation, lines from Add from rate card. Send it with Send to client, then Mark Sent. When the client agrees, press Client accepted. If connected, you can prepare the draft with create_draft_quotation.
3. Invoice: when the work is done, use Create invoice in the Waiting to invoice box (links the job), or Turn into invoice on the accepted quotation (links the quotation). Both open a filled-in new invoice, saved when the user presses Create Invoice. A draft made with create_draft_invoice is not linked; the user can link it from the job's Linked invoice field.
4. Send: on the invoice, Send to client → Open WhatsApp or Open in Gmail, then Mark Sent.
5. Payment: on the invoice, Mark Paid opens Record payment: date, amount, method (Bank transfer, DuitNow, Cash, Cheque, Card or Other) and reference. A smaller amount makes it Partial. On Pro, Snap a receipt in the AI Assistant reads a bank slip and matches it to the invoice. Payment history then has Send thanks, which emails the client a thank-you if they have an email address.
6. Chasing: the Awaiting payment box on Invoices lists unpaid invoices and days overdue. Send to client has Gentle reminder and Overdue chase messages.

## Monthly routine

1. Bill everything: clear the Waiting to invoice box.
2. Chase: go through Awaiting payment, overdue first.
3. Expenses: add the month's spending in Expenses. Mark each as Business expense or Owner drawing. Add unpaid bills as To pay with a due date. On Pro, Receipt AI reads receipt photos.
4. Claims: attach the month's client receipts in Claims and add them to the right invoices.
5. Check: Reports for the month's row, and bills due on Dashboard. If connected, stats_summary gives owed, overdue, collected and billed totals.

## Card and e-wallet statements

SIS can bring a card or e-wallet statement into Expenses. Go through the lines with the user: business expense or owner drawing, and which category. Skip lines already recorded.
Only the studio owner can use it, from "Import statement" on the Expenses page. UOB credit card statements and Touch 'n Go eWallet histories are read directly; other banks are read by AI (Pro). Touch 'n Go PDFs have a password: type it when uploading, SIS does not keep it. A statement that does not balance cannot be confirmed.

## Matching the bank statement

SIS can match bank statement lines against recorded payments and expenses. Help the user clear money in with no payment recorded, recorded payments missing from the statement, and spending missing from SIS.
Only the studio owner can use it, from "Bank reconciliation" under Reports. Public Bank monthly statements and internet banking histories (PDF) are supported; other banks are read by AI (Pro). A statement whose opening balance plus credits minus debits does not equal its closing balance is refused.

## Year end

1. Make sure the year is complete: payments recorded, owner drawings marked, bills up to date.
2. Reports → pick the year → Export CSV. The file has monthly totals, totals by client, expenses by category and the invoice list. Jobs master also has Download CSV.
3. The accountant works from these. SIS does not file tax returns.

## Tax estimate and assets register

SIS can estimate the year's tax from the studio's records and keeps an assets register for equipment such as cameras, lenses, drones and computers. Explain each figure in plain words. The estimate is for planning; the accountant files the return.
The tax estimate is under Reports and only the studio owner can see it; the assets register is next to Expenses.

## Malaysia notes

- Money is in Ringgit (RM) only. A receipt in another currency is not converted.
- SST: optional per studio, with your own label, rate (8% unless changed) and registration number, added to new invoices. SIS does not prepare SST returns.
- LHDN e-Invoice (MyInvois): SIS is not connected to MyInvois, and SIS invoices are not e-Invoice submissions. Businesses that must issue e-Invoices still need MyInvois or another provider for that.
- SSM numbers are kept for your business and your clients and print on invoices.
- Payment methods: bank transfer, DuitNow, cash, cheque, card and other. You can put a DuitNow, TNG or bank QR on invoices.
- Invoices are usually sent by WhatsApp or email. Dates follow Malaysia time.

## SIS tools when connected (MCP)

MCP address: https://sistudio.app/api/mcp. Needs SIS Pro, and only the studio owner can connect. Sign in with OAuth as the owner, or send the header Authorization: Bearer followed by a token the owner made under Company / Personal Profile → Connect your own Claude (API / MCP).

### Read only

- `find_clients`: Find a client by name, or list your clients.
- `find_invoices`: List invoices by client or status, with what is still owed.
- `find_jobs`: Show upcoming jobs, or jobs done but not invoiced yet.
- `find_payables`: Show expenses and bills to pay, by status, vendor or date.
- `get_invoice_detail`: Open one invoice by its number, with every line.
- `business_analysis`: Revenue by client, job type and month for a year.
- `stats_summary`: Totals: owed to you, overdue, and collected and billed this month and year.
- `get_rate_card`: Your saved services and prices.
- `find_quotations`: List quotations and see which still wait for an answer.
- `calendar_events`: Your agenda: Google Calendar plus SIS jobs, once Google is connected.

### Saves right away (a client, or a draft the user still checks and sends)

- `create_client`: Add a new client.
- `create_draft_invoice`: Make a draft invoice dated today, for you to check and send.
- `create_draft_quotation`: Make a draft quotation, for you to check and send.

### Prepare only: nothing is saved over MCP

- `record_payment`: Record money received on an invoice.
- `mark_invoice_sent`: Mark a draft invoice as sent.
- `create_job`: Add a job to the job board.
- `set_job_status`: Change a job to tentative, confirmed, done or cancelled.
- `add_expense`: Record an expense, or a bill still to pay.
- `remember_note`: Keep a note about how you like to work.
- `calendar_add_event`: Add a meeting or reminder to Google Calendar.
- `sync_jobs_to_calendar`: Copy upcoming jobs into Google Calendar.

## What SIS does not do

- No spreadsheet or CSV import for clients, jobs or invoices. Clients come in one by one, through the intake link, through Documents, or through a connected AI.
- No automatic sending. Invoices and quotations go out through the user's own WhatsApp or Gmail.
- No online card payments on invoices. Clients pay by transfer or QR, then the user records it.
- No LHDN MyInvois e-Invoice.
- No tax return filing (Form B, SST returns).
- No currencies other than RM.
- No Malay interface: English and Simplified Chinese only.

## Help

For anything this guide does not cover, the user can email sisworkflowapp@gmail.com.