GETTING STARTED
Where to start.
Business, customers and services, quotes and invoices, bookkeeping, backups. That order and no other: it is the one in which the application refuses nothing.
1. Set up your business
Always start here. With no business details, an invoice comes out with no header, no tax number and no legal wording — therefore unusable.
Your details and your country
My business screen. Name, address, contact, logo. Then the country: Switzerland, France, Belgium, Luxembourg or Germany. The country sets the currency, the tax-number format, the retention period and the mandatory wording.
The catch — The rates and above all the thresholds provided are **starting points to check**, not a certification. They change, and Ohmnia does not update them by itself. This is written in the file and in the interface.
The "VAT registered" box
If you are not registered, untick it: no tax is charged, the rate is forced to zero, and the legal wording about non-registration prints automatically on your documents.
The catch — Your terms of sale are editable, with a starting template. **A clause cannot exclude your liability for gross negligence or intent** — article 100 CO in Switzerland. Have that text reviewed by a lawyer: Ohmnia only provides a starting point.
2. Your customers and your services
What you enter once and reuse a hundred times. Five minutes here saves a lot on every invoice.
Customers
Customers screen. Each record keeps the history of its invoices: what is paid, what is overdue, what they owe you in total.
Service templates
Service templates screen. A description, a price, a unit. After that an invoice line fills in with one click instead of being retyped — and retyped, it eventually varies from one invoice to the next.
The catch — The inventory also feeds invoice lines: invoicing an item decrements it automatically. An item missing from the inventory can still be invoiced — you only get a warning, not a refusal. This is deliberate: an invoice is not blocked because a stock figure is stale.
3. Quotes, invoices, reminders
The heart of the job. An accepted quote becomes an invoice without retyping anything.
From quote to invoice
Quotes screen to draft, then conversion to an invoice with one button. Numbering is continuous and unique: that is what the compliance panel checks.
The catch — The PDF contains **no internal information**: not your working notes, not the "to print" flag, not your margins. What you see on screen and what the customer receives are not the same thing, and that is intended.
Time tracking
Time tracking screen. A stopwatch per job, which then turns into invoice lines. It is what keeps you from invoicing from memory a week later.
Reminders
From an overdue invoice, Ohmnia produces a dated reminder. Invoices duplicate: a recurring invoice is redone in seconds.
4. Bookkeeping, without losing your evenings
The journal, the bank import and the annual summary. It is the part people put off, and the one that costs most when put off.
Import a bank statement
Accounting import/export screen. CSV or CAMT.053. Ohmnia reconciles the movements against your invoices: what matches is ticked, the rest is shown to you.
The catch — A bank import once read the **Balance** column instead of the **Amount** — a real bug, fixed, and the lesson stuck: Ohmnia now reads the headers (Debit, Credit, Amount, Balance). Still, check the first few lines of a statement from a bank you are importing for the first time.
Receipts
Each journal entry accepts a photo of the receipt. Taken at the moment of purchase, it does not get lost — unlike the slip in your pocket.
Close a financial year
Audit & closing screen. The compliance panel checks mandatory wording, and the continuity and uniqueness of numbering. Once a year is closed, it is locked.
The catch — The compliance panel **certifies nothing**. It checks what a program can check — wording present, numbers in sequence — and nothing that requires judgement. Your accountant remains your accountant.
5. Protect your data
Everything is on your machine, and nothing leaves it. That is Ohmnia’s promise — it is also what makes backups entirely your responsibility.
Backups
App settings screen. Timestamped local backups with rotation, and an AES-256 encrypted external backup for whatever leaves the machine.
The catch — The password of an encrypted backup is stored nowhere, **by choice**. Lost, it makes the backup permanently unreadable: nobody can recover it for you, and that is exactly what protects it.
Working as a team
App settings → Multi-workstation mode. The machines then talk to a Nexika server you install yourself, on your network. Local mode stays the default: without an explicit choice, nothing changes.
The catch — In multi-workstation mode, four operations are refused with a message explaining why: local backups, global export, logo selection, receipts. They would write to your machine while the data lives on the server — and a receipt you believe is filed but that exists nowhere is worse than no receipt at all.