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Frequently Asked Questions

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Everything you need to know about Obentric from getting started to advanced module features.

Getting Started & Onboarding

Everything you need to set up Obentric and hit the ground running.

Head to obentric.com and click "Start free trial". Choose the modules you need, enter your company details, and your account is ready in under two minutes. No credit card is required to start.
Yes — every new account gets a free trial period (usually 14 days, subject to current promotion). You get full access to all modules you selected during sign-up. No card required until the trial ends.
You'll receive an email reminder before the trial expires. If you choose to continue, you simply add a payment method and your subscription begins. If you don't upgrade, your account is paused — your data is retained for 30 days so you can reactivate anytime.
Most businesses are fully set up within a day. Entering company details and inviting team members takes minutes. Importing data (employees, contacts, chart of accounts) from a spreadsheet takes an hour or so depending on volume.
Yes. Obentric accepts CSV imports for employees, contacts, products, assets, and chart of accounts entries. We also support Open Banking connections to pull bank transactions directly — no manual export needed from your bank.
No. Obentric is entirely browser-based. It works on Chrome, Firefox, Safari, and Edge on any device — desktop, tablet, or mobile. There is no software to download or maintain.
Yes. You can invite unlimited team members and assign them roles (Admin, Manager, Employee, Read-Only). Permissions are set per module so employees only see what they need.
Yes. Every account gets access to our help documentation and video walkthroughs. For paid plans, our UK-based support team is available Mon–Fri 9–5 via email and phone. You can also book a free setup call via the demo booking page.

Billing & Plans

Understand your subscription, payments, and what happens if you change plan.

Obentric is billed monthly or annually in GBP. You pay for the modules you activate — only what you use. Billing starts at the end of your trial. Annual billing gives you two months free compared to monthly.
Yes. You can add or remove modules at any time. When you add a module, you're charged a pro-rated amount for the remainder of the billing period. When you remove a module, it stays active until the end of the period and is not renewed.
We accept all major credit and debit cards — Visa, Mastercard, American Express, Maestro, Discover, JCB, and UnionPay. Payments are processed securely via Stripe. We do not store card details on our servers.
All prices shown are exclusive of VAT. UK VAT at the standard rate (20%) is added at checkout. A full VAT receipt is available in your account settings after each payment.
Yes — no lock-in. You can cancel your subscription at any time from Account Settings → Subscription. Your modules remain active until the end of the current billing period. We don't charge cancellation fees.
Your data is retained in read-only mode for 30 days after cancellation. You can export everything as CSV or PDF during this window. After 30 days, data is securely deleted in accordance with UK GDPR.
Invoices are generated automatically after every payment and emailed to your billing address. You can also download all past invoices from Account Settings → Billing at any time.
Yes. Registered UK charities and non-profit organisations may be eligible for a discount. Contact our team at support@obentric.com with your charity registration number to enquire.

Managed Accounts

For accountants, bookkeepers, and advisors managing multiple client businesses.

Managed Accounts is a feature for accountants, bookkeepers, and business advisors. It lets you manage multiple client companies from a single Obentric login — switching between clients in one click without separate logins.
From your Accountant Dashboard, click "Add Client". You can either invite an existing Obentric user to give you access, or create a new company on their behalf. You choose the modules to activate for each client.
Yes. Clients can log in to their own Obentric account independently. You can set your access level per client — from read-only (view reports, check data) to full access (enter transactions, run payroll).
There is no hard cap. The Managed Accounts feature scales to as many client companies as you need. Each client is billed separately for their own module subscriptions — you simply manage them.
The Managed Accounts dashboard is included at no extra cost. Each client company pays for their own Obentric subscription. Volume discounts may be available for practices managing 10+ clients — contact us to discuss.
Yes. As a managed accountant with the appropriate permissions, you can review, approve, and submit Making Tax Digital VAT returns directly to HMRC on behalf of your client companies.
Absolutely. Each client company is a completely isolated data environment. You cannot accidentally view or modify the wrong client's data. Access logs are maintained for audit purposes.

Accounting & HMRC

Bank imports, VAT, MTD, invoicing, and financial reporting questions.

Yes. Obentric is fully MTD-compatible for VAT. You can calculate your VAT return from your actual transactions and submit it directly to HMRC via our MTD-authorised connection — no bridging software needed.
Yes. Obentric supports Open Banking connections for direct daily bank sync. You can also upload bank statements in CSV format (all major UK banks are supported). Transactions are matched and AI-categorised automatically.
Our AI reads the transaction description, amount, and counterparty name and suggests the most appropriate nominal account. It learns from your corrections over time. You can bulk-approve AI suggestions or override individual entries.
Yes. Obentric calculates your VAT return (supporting schemes: standard, flat rate, and cash accounting), lets you review each figure with a full transaction breakdown, and submits directly to HMRC via the Making Tax Digital API.
Obentric provides real-time Corporation Tax estimates based on your live P&L data, giving you a running view of your likely tax liability. Direct CT filing is on the roadmap — for now, the estimate export can be handed to your accountant.
Obentric generates Profit & Loss, Balance Sheet, Cash Flow Statement, Trial Balance, General Ledger, and Aged Debtors/Creditors — all from live data, with date range and comparison filters.
Yes. Create branded invoices and quotes with your logo, payment terms, and line items from your product catalogue. Invoices can be emailed directly from Obentric, and payment status is tracked automatically.
Yes — standard rate, flat rate scheme, and cash accounting are all supported. You select your VAT scheme during setup, and the VAT calculation adjusts accordingly.

HR & People

Employee records, leave management, onboarding, and compliance questions.

There is no employee cap. Obentric scales from sole traders with one part-time member to businesses with hundreds of employees. Pricing is not per-seat for the HR module.
Yes. Employees can log in to their self-service portal to view payslips, request leave, update their personal details, access documents, and view their training records — without needing HR to intervene.
Yes. Obentric supports holiday, sick leave, parental leave (maternity, paternity, shared parental), compassionate leave, and any custom leave types you define. Each type has configurable entitlements, approval workflows, and carry-over rules.
Yes. Obentric stores all data in the UK on encrypted servers. Data processing agreements are in place. You can export, correct, or delete individual employee records on request to meet your UK GDPR obligations.
Yes. Create onboarding checklists with tasks assigned to HR, IT, and the new starter. Set due dates relative to the start date. Automated emails prompt each party when a task is due. Documents are collected digitally and stored on the employee profile.
Yes. Set probation end dates on employee profiles and Obentric will send automatic alerts to the manager before the probation expires so reviews are never missed.
Yes. Create structured review cycles with self-assessment, manager scoring, and optional 360 feedback. Goals are tracked across periods, and completed reviews are stored on the employee profile for audit purposes.

Payroll

PAYE calculations, RTI submissions, pensions, and payslip questions.

Yes. Obentric Payroll is built to the HMRC RTI specification and produces Full Payment Submissions (FPS) and Employer Payment Summaries (EPS) that meet HMRC requirements for Real Time Information reporting.
Yes. After reviewing and approving a payroll run, Obentric prepares the FPS file and can submit it directly to HMRC via the Government Gateway connection you authorise during setup.
Obentric applies the current HMRC tax tables and NI thresholds automatically. Tax codes are pulled from employee profiles (sourced from HMRC where possible). Both employee and employer NI contributions are calculated and itemised on every payslip.
Yes. Obentric identifies eligible workers, enrolls them automatically, calculates employee and employer pension contributions to your chosen scheme, and generates the contribution schedule for your pension provider.
Weekly, fortnightly, four-weekly, and monthly pay frequencies are all supported. You can have different employee groups on different schedules within the same company.
Yes. Every approved payroll run automatically posts journal entries to the Accounting module — gross pay, PAYE, employer NI, employee NI, and pension contributions are all categorised to the correct nominal accounts.
Yes. Directors can be set up on an annual earnings period basis, which means NI is calculated on cumulative annual earnings rather than each period — the correct HMRC treatment for company directors.

CRM & Sales

Pipeline, contacts, quotations, and AI email drafting questions.

Yes. Upload a CSV file of your contacts and companies and Obentric will import them, match companies to contacts, and deduplicate where possible. The import template is available in CRM → Contacts → Import.
The pipeline is a Kanban board with customisable stages (e.g. Lead, Qualified, Proposal, Negotiation, Won, Lost). Drag deals between stages, click to open the full deal record, and view your pipeline value at each stage in real time.
Yes. Build a quote from your product/service catalogue, email it to the prospect, and track whether it has been viewed. When the deal closes, convert the quote to an Accounting invoice in one click — no re-entry required.
In any deal or contact, click "Draft email with AI". Describe what you want to say in plain English (e.g. "follow up after our demo call, reiterate pricing, ask for a decision by Friday"). Obentric AI drafts the email, which you can edit before sending.
Yes. When you invoice a customer, the invoice is created directly in Accounting and linked back to the CRM deal. Revenue from won deals flows into your financial reports automatically — no double entry.
Yes. From any contact or deal, log activities (call, email, meeting, note) with a timestamp and outcome. Set follow-up tasks with due dates. The full activity timeline is visible on every contact and deal record.

Projects

Tasks, timesheets, budgets, Gantt charts, and billing questions.

Yes. Team members log time against specific tasks using a running timer or manual entry. Timesheets are reviewed and approved weekly by managers. Billable vs non-billable time is tracked separately.
Yes. Switch any project to Gantt view to see tasks and milestones on a timeline. Drag bars to reschedule. Dependencies can be set so linked tasks move together. Share a read-only Gantt link with clients.
Yes. You can generate a read-only project link or grant a client a limited Obentric login so they can view progress, milestones, and uploaded documents without seeing internal notes or billing data.
In Projects → Billing, select the approved timesheets and expenses you want to invoice. Click "Create Invoice" and the line items are sent to the Accounting module pre-populated — ready to review and send.
Yes. Set a total budget (in hours, cost, or revenue) at the project level. Obentric tracks actuals in real time and shows you budget vs spent in a progress bar on the project dashboard. Alerts fire when you hit 80% of budget.
Yes. Upload any file type to a project's document library. Files are versioned — upload a new version and the old one is preserved. You can organise documents into folders and control who has access.

Inventory

Stock control, purchase orders, multi-warehouse, and accounting sync questions.

Yes. Create as many warehouses or storage locations as you need. View stock levels per location or consolidated across all locations. Transfer stock between locations with a full movement audit trail.
Yes. When stock is received, the purchase is posted to the correct nominal account. When items are sold (via CRM or direct), Cost of Goods Sold is updated and stock value on the Balance Sheet adjusts automatically.
Yes. Set a minimum stock level (reorder point) per product. When stock falls to or below that threshold, Obentric sends an alert to the relevant team member and optionally generates a draft Purchase Order for that supplier.
Yes. Create POs from your supplier list, specifying products, quantities, and expected delivery dates. When the delivery arrives, mark items as received — stock levels update and the PO closes. Partial deliveries are supported.
Goods in (from POs), goods out (from sales), stock adjustments (corrections), write-offs (damaged/expired), and inter-warehouse transfers. Every movement is recorded with a timestamp, reason, and reference.
Yes. Products can have variants (e.g. size, colour) with individual SKUs, prices, and stock levels tracked independently for each variant.

Asset Management

Asset register, depreciation, maintenance, and employee assignment questions.

Any tangible asset your business owns — computers and IT equipment, vehicles, machinery, furniture, office equipment, leasehold improvements. You can create custom asset categories to match your own classification.
Yes. Choose straight-line or reducing balance depreciation per asset. Obentric calculates the monthly charge and posts it as a journal entry to the correct Accounting accounts (Depreciation Expense and Accumulated Depreciation) automatically.
Yes. Assign any asset to an employee with a handover date and record condition. When the employee leaves, you get an alert to collect the asset. The full assignment history is visible on both the asset and employee records.
Yes. Record warranty expiry dates per asset and set alerts before they lapse so you can claim repairs in time. Schedule planned maintenance events and log completed services with cost, engineer, and notes.
When you dispose of or write off an asset, enter the disposal date and proceeds (if any). Obentric calculates any gain or loss on disposal and posts the accounting entries automatically — removing the asset from the register and Balance Sheet.
Yes. Download the asset import template, populate it with your existing assets (purchase date, cost, accumulated depreciation to date), and upload it. Obentric will continue calculating depreciation from where you left off.

Analytics & Reports

Dashboards, exports, AI summaries, and cross-module reporting questions.

Analytics pulls from every installed module. Standard reports include: P&L, Balance Sheet, Cash Flow, revenue trends, headcount by department, leave usage, pipeline health, deal win rates, project profitability, stock valuation, and asset register summary.
Yes. Analytics shows reports for whichever modules you have installed. If you don't have HR, the headcount section simply isn't shown. Reports grow automatically as you activate more modules.
Yes. Every report can be exported to PDF (formatted for printing or sharing) or Excel (for further analysis). Column visibility and date ranges are respected in the export.
Yes. Set up scheduled reports to be emailed as PDF attachments to any recipient (team members, board, accountant) on a weekly or monthly basis. No login required to receive the report.
On any dashboard, click "Summarise with AI". Obentric AI reads your live KPIs and produces a plain-English paragraph: what's up, what's down, what needs attention, and what's performing well — like a management comment written in seconds.
Custom dashboard widgets are on the Analytics roadmap. Currently you can choose from a library of pre-built widgets and pin the ones most relevant to your role to your personal dashboard. Full drag-and-drop customisation is coming.

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