FreshExe — the full run

Create a new account and organisation through the product. Nothing by hand.

• ✓Dashboard loads with a getting-started card, not an error
• ✓Settings shows the registered name you typed
• ✓Chart of accounts has 141 accounts
• ✓Licence reads trialing
• ✓A warehouse called Main Store already exists

Settings → Branding — upload a logo.

• ✓The amber "required setting empty" banner clears

Type "approval" into the search box at the top of Settings.

• ✓The list narrows as you type, matching on the label and on the description beneath it
• ✓Nothing you lack permission for appears in the results

Settings → Document numbering — change the invoice prefix to INV/26/.

• ✓A live preview reads "INV/26/00001" before you save
• ✓The next invoice you raise uses it

Invite an email address you can reach.

• ✓Roles show as cards, each listing what it can and cannot do
• ✓Finance Manager's cannot list reads: invite or remove people, change settings, see or change billing

Choose Finance Manager. Accept in the incognito window.

Back on the team list, click their role.

• ✓A read-only panel with the same summary and a member count

Use another address you can reach.

• ✓Returns a link and a share text to copy
• ✓The seat count does not move — claimants are free

Open the link in the third browser, signed out. Not the one you are the owner in.

• ✓You land on /claim, not the dashboard
• ✓No navigation, no reports, no other people's claims
• ✓A prompt to add bank details — add them

• ✓The ledger shows an opening balance journal — Dr Bank 2,000,000 / Cr Retained Earnings

• ✓The form never asks for a ledger account code — one is made for you
• ✓Reopen the account: the ledger account now shows, and cannot be edited

Try to delete the account.

• ✓Refused, in plain words, because the account already has entries against it
• ✓An account you add and never use deletes without argument

• ✓Funding fields appear on a new float; the cash moves in the same action
• ✓Cash left 100,000 · no "spent since the last top-up" figure
• ✓Funded on {today} · no "Running low" chip

Open Edit.

• ✓Funding fields are not offered — a note points at Top up

• ✓No amber e-invoicing panel
• ✓Type the name slowly — business suggestions should appear

Create two.

• ✓Only Name, Customer and Stage visible until you open Money and More details
• ✓Dates read dd/mm/yyyy

60 bags Semovita at ₦14,500, VAT-STD.

• ✓Subtotal 870,000 · VAT 65,250 · Total 935,250
• ✓No supplier invoice number field
• ✓Dates read Order date and Wanted by

Submit for approval → Awaiting approval.

Try to approve it yourself.

• ✓No Approve button — "This needs someone else to approve it, because you raised it", naming the finance manager

As the finance manager, Send back with a reason.

• ✓Status Sent back, reason visible, still editable

Edit, resubmit, approve as the finance manager.

• ✓Approved

Into a store · Main Store · supplier Ibadan Grain Millers · reference GRN-001 · delivery note DN-4471.

• ✓60 bags · 884,000 · average 14,733.33
• ✓A numbered receipt, e.g. GRN-2026-00001
• ✓Ledger: Dr Stock 884,000 / Cr Goods Received Not Invoiced 884,000
• ✓No expense posted — the cost sits in stock

• ✓GRN-2026-00001 listed, worth 884,000

Select it → Enter the supplier's bill → invoice IGM-8842, dated today.

• ✓A draft bill with both lines, marked From GRN-2026-00001

Reprice line 2 to 14,500.

• ✓Beneath the price: "14,500 · received at 15,200"
• ✓Subtotal 870,000 · VAT 65,250 · Total 935,250
• ✓Withholding 17,400 · Net payable 917,850

Try to approve it yourself.

• ✓Refused — above your 500,000 bill threshold

Approve as the finance manager.

• ✓Names a price difference of −14,000
• ✓Ledger: Dr GRNI 884,000, Cr Purchase Price Difference 14,000, Cr Payables
• ✓No Sundry Expenses line — the goods are recorded once
• ✓The delivery leaves "Deliveries waiting for a bill"

Try IGM-8842 again on a new bill.

• ✓Refused, naming the existing bill

From GTBank, full allocation 935,250.

• ✓Gross 935,250 · Withheld 17,400 · Net paid 917,850
• ✓Bill reads Paid, 0.00

Adeyemi Foods, tagged to the project, valid +30 days.

• ✓Subtotal 475,000 · VAT 35,625 · Total 510,625
• ✓Less WHT (5%) 23,750 · Amount to pay 486,875

Convert to invoice → quote reads Accepted, draft invoice opens.

Try to approve it yourself.

• ✓Refused — above your 400,000 invoice threshold

Approve as the finance manager.

• ✓Stock 35 bags
• ✓Cost of sales ≈ 368,333 (25 × 14,733.33)
• ✓Journal number in Accounting detail
• ✓No Edit action

Send → to yourself.

• ✓Logo, both line items, VAT row, Less withholding tax, Amount to pay 486,875
• ✓The organisation's bank details appear under How to pay
• ✓Print preview shows no navigation

Adeyemi Foods → GTBank.

• ✓486,875 + 23,750 = 510,625, difference 0.00
• ✓Invoice Paid, 0.00 — not 23,750 outstanding

"Site visit — Ikeja", tagged to the project, Pay me back.

• ✓Total 11,700 — gross, no net shown while typing
• ✓Attach a photo to one line
• ✓Running total in the footer

Submit.

• ✓Your own claim shows no Approve button, and names who can approve it

As the finance manager, open it.

• ✓A panel reads "1 of these lines have no category"
• ✓The category is editable in place — set it to Meals, save

Approve.

• ✓Ledger: expense 11,700 · staff payable 11,700, with no VAT split

Reimburse from GTBank.

• ✓"Pay to" shows your name, then the account it goes to
• ✓Claim reads Paid

Reopen the claim as the finance manager and tick "proper tax invoice" on the fuel line, setting the VAT to 591.86.

• ✓Untouched lines claim nothing — no VAT is worked out for you
• ✓A summary above Approve reads how much VAT would be reclaimed and on how many lines
• ✓Approving with VAT ticked splits the ledger: expense 11,108.14 · input VAT 591.86 · staff payable 11,700
• ✓A line with no tax invoice ticked stays gross in the ledger

Switch to the claimant's browser at /claim. One line: fuel, 6,000, Fuel.

• ✓Camera opens directly on a phone
• ✓Amount is the largest field · categories are chips
• ✓No project picker, no settlement choice, no draft state

Send.

• ✓It appears as Waiting for approval
• ✓They see only their own claim

As the finance manager, approve and reimburse it.

• ✓The claimant's screen shows Paid

"Office supplies", I used petty cash → Head Office Float. One line: printer paper and pens, 15,000, Stationery.

Submit, approve as the finance manager.

• ✓Status goes straight to Paid — no reimbursement step
• ✓Float balance 85,000, spent since top-up 15,000

Then try to Remove the float.

• ✓Reads "Retire Head Office Float?" — one claim settled from it
• ✓Cancel is the primary button; "Retire it anyway" is quiet and destructive
• ✓Cancel out

Date,Description,Amount
2026-08-10,ADEYEMI FOODS TRANSFER,486875
2026-08-11,IBADAN GRAIN MILLERS,-917850
2026-08-11,PETTY CASH WITHDRAWAL,-100000
2026-08-12,COMMISSION,-1075

• ✓Preview appears directly under the paste box
• ✓4 read, 4 brought in, 0 skipped
• ✓Re-import → 0 brought in, 4 skipped

Go to Transactions.

• ✓A reconciliation bar at the top: difference, lines left, Reconcile

Match the first two. For PETTY CASH WITHDRAWAL use Find match — the float journal should be suggested under “Money you have already recorded”. Categorise COMMISSION to bank charges.

• ✓The difference moves in the bar as you work

Create a rule for COMMISSION → bank charges.

• ✓The preview count matches what Apply to existing affects

Reconcile from the bar — up to 12 August, closing balance from your own position.

• ✓Only genuinely outstanding entries show as in transit
• ✓The opening balance does not appear as outstanding

Lagos Distribution Contract · Main Store · one line: Semovita, 20 bags.

• ✓Available stock beside the quantity
• ✓No cost field
• ✓Result: "ISS-2026-00001 — 20 issued, costing ~294,667"

Then from the job page → Record a delivery. Straight to a job, supplier Ibadan Grain Millers, one line with no product: "Sand — 3 trips", quantity 3, unit cost 45,000.

• ✓Product is optional on this route
• ✓135,000 posted straight to the job, no stock movement
• ✓It appears on "Deliveries waiting for a bill" marked To site

Open the job → Materials tab.

• ✓Issued from store ~294,667 and Delivered to site 135,000, side by side
• ✓Each history row labelled by route

Mark a second job completed and try issuing to it.

• ✓Refused with PROJECT_CLOSED

Debit 6690 Sundry Expenses 60,000, credit 1111 Petty Cash 60,000.

• ✓The difference indicator reaches 0.00 before Post becomes available
• ✓Try to post it yourself — refused, above your 50,000 journal threshold

Post as the finance manager. Then try to edit it.

• ✓No edit action — a posted entry can only be reversed

Reverse it with a reason.

• ✓A new entry with the sides swapped, both linked, both visible
• ✓The trial balance is unchanged from before you started

• ✓Cards show, Finance Manager pre-selected
• ✓Choosing Accountant shows what they gain and lose
• ✓Choosing Expense claimant adds "This will free a licence seat"

Try changing your own role.

• ✓Not offered — and if forced, refused with CANNOT_CHANGE_YOUR_OWN_ROLE

Leave them as Finance Manager.

Drill down on a P&L expense line — the transactions should sum to the line total. Print any report — no navigation.

• ✓Blockers and warnings listed separately
• ✓Every "Go and deal with it" link lands on a real page
• ✓Close available only when no blocker remains
• ✓Lock asks you to type Aug 2026

• ✓The class fills in the useful life and method for you — you are not asked to invent them
• ✓Saving posts the purchase to the ledger; the register total reads 18,000,000
• ✓The asset gets a tag code of its own

Assets → Register → Import — bring in a spreadsheet of three more.

• ✓Columns are matched for you and can be corrected before anything is written
• ✓A review step shows every row, with bad rows named and the reason given
• ✓Nothing is written until you press the final action; the count applied matches the rows shown

Run depreciation for Aug 2026.

• ✓A preview lists each asset and its charge before you commit
• ✓The run posts one journal — Dr depreciation expense / Cr accumulated depreciation
• ✓The register's written-down values drop by the same amount
• ✓Past runs are listed, newest first, each opening its journal

Reverse the run, then run it again.

• ✓Reversing posts the opposite journal and both are linked
• ✓Running twice for the same month is refused rather than doubled
• ✓A month inside a closed period is refused with a reason, not an error code

Print a sheet of tags, then scan one with a phone.

• ✓The sheet prints with no navigation around it
• ✓The code opens erp.freshexe.com/a/… — signed out, it shows the asset's description and nothing about money
• ✓Signed in as a member, the same link lands on the asset itself

Assets → Counts — start a count, mark the Hilux seen, finish it.

• ✓Anything not marked is listed as not seen, rather than quietly ignored
• ✓The finished count is kept with who did it and when

Work through enrolment: identifiers, then the dry run.

• ✓Each thing still needed is named in plain words, with a link that lands on it
• ✓The dry run reports back without sending anything real
• ✓No warning appears once enrolment is complete

Stock → Products & services — classify the cement (HS) and the haulage (ISIC).

• ✓A product with no classification is flagged before it can block an invoice
• ✓The picker searches by words, not only by code

Send invoice INV-2026-00001 to the tax authority.

• ✓The invoice shows its status, and refreshes without you reloading the page
• ✓Once accepted, the QR and reference appear on the invoice and on the print
• ✓Anything rejected lands on the problems screen with the reason and a way back to fix it

Switch USD on, then enter a rate by hand.

• ✓The dialog asks in one direction only — "1 USD = ___ NGN"
• ✓Every row reads as a sentence: "1 USD = 1,650.00 NGN", never inverted
• ✓A currency with no rate says so, and says invoices in it will not save
• ✓A future date is refused; a past date is allowed
• ✓Saving a rate 25% away from the last one warns, shows the previous figure, and waits for you

Press "Get today's rates".

• ✓It says it is asking the provider for a few seconds rather than freezing
• ✓Every row is ticked except the ones that have not moved
• ✓The caveat about the provider is always visible and cannot be dismissed
• ✓Saving stamps the provider's name as the source — you cannot pick it by hand
• ✓If it cannot fetch, it says so and entering a rate by hand still works

Open the rate history and delete a row.

• ✓History shows the date, the rate as a sentence, where it came from and who entered it
• ✓Deleting tells you how many documents were already priced at that rate

Raise an invoice in USD for 1,000.

• ✓Only currencies that are switched on and have a rate can be picked
• ✓Changing the invoice date re-checks the rate, and offers to enter one there and then if none exists
• ✓A stale rate says how old it is but does not stop you
• ✓Beneath the total, the naira equivalent is shown and labelled as an indication

• ✓All three use the same period picker, and remember the period as you move between them
• ✓Each exports a CSV that opens with the same figures
• ✓An empty period says so rather than showing a blank table

Open the customer and go to the "What they buy" tab.

• ✓A month-by-month bar of revenue, with the period switchable between 12, 24 and 36 months
• ✓Each product they have bought, with how often and when last
• ✓Anything bought three times and not for 90 days is flagged as having gone quiet
• ✓One-off lines that were never products are listed separately
• ✓Any job done for them shows its profitability

Turn the IFRS 18 switch on in Settings.

• ✓Nothing IFRS 18 appears anywhere until the switch is on
• ✓A readiness checklist names what is still unclassified, with a link to it

Settings → IFRS 18 — review the classifications, then read the statement.

• ✓Every account is proposed a category; you can change it and the change sticks
• ✓Reports → IFRS 18 shows operating profit, profit before financing and tax, and profit for the period
• ✓Those subtotals reconcile to the ordinary profit and loss, out by 0.00

Build an EBITDA measure in the performance measures note.

• ✓The note shows the reconciliation from the nearest statutory subtotal, line by line
• ✓A measure that does not reconcile refuses to be saved

• ✓The entry appears in the sidebar and in the organisation switcher only when you belong to more than one
• ✓Deadlines come first, above the businesses
• ✓One card per business, in the order the server gives them
• ✓Quiet businesses are collapsed at the bottom rather than padded out
• ✓Every link switches business first, then lands on the right queue — no half-switched state

Find the journal you reversed at step 21b.

• ✓The change reads in plain words — what changed, from what to what
• ✓Who did it and when, in your own time zone
• ✓The role change at step 21c appears
• ✓The exchange rate you saved at step 28 appears
• ✓Filtering by person and by date narrows the list
• ✓Nothing shows a raw column name or a database identifier

• ✓State of residence is a dropdown of the 36 states and the FCT, not a free text box
• ✓The staff number appears after saving and was not asked for
• ✓Anything still missing is listed in plain words — not a red field, a sentence saying what payroll cannot do without it
• ✓NIN asks for 11 digits and Tax ID for 13, and they are not confused with each other

Set her pay: basic, housing, transport and one other allowance.

• ✓Each part is entered separately, and the screen says which parts are pensionable
• ✓The monthly gross is the server's figure, not one the browser added up
• ✓Changing pay later keeps the old figure in her pay history rather than overwriting it

Go to Payroll → Employees → Import and download the template, then open it in a spreadsheet.

• ✓Row 1 is the column keys and rows 2 and 3 are the two examples — no labels row, no notes row
• ✓The explanation of each column is on the screen, not inside the file
• ✓Uploading shows a preview first: how many would be added, how many updated, how many left out
• ✓Rows with a problem come first, worded by the server
• ✓The monthly gross per row and the total monthly payroll are shown before you confirm
• ✓The button says what will happen — for example 'Add 32 and update 6'

Create a run for the current month and open it.

• ✓The run lists everybody who was on the payroll in that month
• ✓PAYE, pension, NHF, NHIS and the industrial training levy each appear as their own line
• ✓Opening a person shows the workings the server returned — reliefs, bands and the rate applied at each
• ✓No figure on the screen changes if you refresh; nothing is worked out in the browser
• ✓Totals for gross, deductions, net and the employer's own cost are shown for the whole run

Try to approve your own run, then approve it in the finance manager's session instead.

• ✓The refusal names the reason in words — not a code, not 'something went wrong'
• ✓The finance manager can approve it and the run's state changes
• ✓An approved run cannot be edited

Download the bank payment file.

• ✓Only an approved run offers a file
• ✓The format is chosen from the list the server holds, not typed
• ✓The columns and their order are the server's, and the file opens cleanly in a spreadsheet
• ✓Anybody without a bank account is named before the file is produced, not silently dropped

Produce the PAYE schedule and the pension file for the month.

• ✓PAYE is listed per person with the tax office it belongs to
• ✓The pension file is grouped by administrator, one file per administrator
• ✓Anybody without a pension PIN is warned about by name
• ✓Each schedule shows the date it is due
• ✓The annual return is available and reads from the same figures

Book five days of annual leave for Amara.

• ✓The server counts the days and says what is left of the entitlement
• ✓Going over the entitlement is said plainly rather than refused silently
• ✓The accrued leave liability appears and is the server's figure

Issue her a ₦100,000 staff loan repaid over four months.

• ✓The repayment appears as a deduction on the next run without being typed there
• ✓Her balance falls each month and the remaining figure is shown on her record

Somebody joining partway through and somebody leaving partway through are paid for part of the month in the same way, but for different reasons — and a final month is the one checked hardest, because the person has gone and cannot be asked.

Add somebody who started on the 15th, set a last day of the 20th for a second person, then run the following month.

• ✓Both are paid part of the month, and the run says so on each line
• ✓The reason differs: one reads as a joiner partway through, the other as a leaver
• ✓The days worked are shown, and the payslip carries the same explanation in the same words as the run
• ✓Everybody who worked the whole month is untouched

Open the terminal settlement for the leaver.

• ✓Unused leave is valued by the server and shown as owed
• ✓Any outstanding staff loan is taken off
• ✓Any advance not yet retired is taken off
• ✓The net settlement is stated, and it is the server's figure
• ✓The screen says plainly that notice pay and gratuity are not calculated — they are yours to add if they apply
• ✓Pension is off by default on a final payment, and paying it can still be chosen deliberately

Create a budget for the year, then use the starting point to fill it from what actually happened last year.

• ✓The starting point figures come from the ledger, not from anything typed
• ✓Each account can be changed by hand afterwards, and the change sticks
• ✓The year is spread across periods and the spread is the server's
• ✓A line can be removed and it goes
• ✓Nothing in the browser adds the figures up — refreshing changes nothing

Approve the budget, then revise it.

• ✓An approved budget cannot be edited in place
• ✓Revising makes a new version and the approved one stays readable

Raise a bill on an account you budgeted, large enough to go past the figure for the period.

• ✓The warning appears above the approve button and is the server's sentence
• ✓The line that goes over is marked
• ✓Nothing is blocked — you can still approve it
• ✓With no budget at all, nothing about budgets appears anywhere on the document
• ✓Within budget, it says so quietly rather than shouting

Do the same on an expense claim and on a manual journal, then read Reports → Unbudgeted spending.

• ✓The same check appears on claims, journals, orders and bills
• ✓Unbudgeted spending lists what was spent on accounts nobody budgeted for
• ✓Budget against actual reads the same figures as the warning did

Add a capital purchase to the plan — a vehicle at ₦18,000,000 for the second quarter — then mark it bought at ₦18,400,000 and link it to the asset.

• ✓Marking it bought insists on the amount actually paid
• ✓Dropping one insists on a reason
• ✓The difference against the plan is shown as the server's sentence, not one the browser wrote
• ✓Linking it to an asset is optional and the link is followed from the plan

Go to the dashboard.

• ✓Budget alerts appear for the lines running hot
• ✓Somebody without permission to read financial reports sees no alerts at all
• ✓The consolidated view shows every department's budget in one place

An advance is the reverse of a claim: the business pays first and the person owes it until receipts arrive.

Issue ₦150,000 to the driver for a trip.

• ✓The driver's balance shows him owing the business, the opposite way round to a claim
• ✓The next claim form he opens says he has an advance outstanding

Have him claim ₦118,000 of it with receipts, and retire the advance against that claim.

• ✓The difference of ₦32,000.00 is shown as still owed and returnable
• ✓The ledger shows the advance going out and being cleared, not one net figure
• ✓Cancelling an advance that was never spent is possible and says so on the record

The complaint this fixed: somebody typed a whole document and only found out on save that the subscription had lapsed.

• ✓On a healthy trial with time left, nothing shouts at you
• ✓Nearing the end, a bar appears with the server's sentence and the days left
• ✓In the grace period, the bar says when writing actually stops
• ✓Once read-only, the bar is unmistakable and the save buttons are already disabled — you find out before typing, not after
• ✓Reports, exports, printing and search all still work while read-only
• ✓Somebody who cannot renew is not shown a renew button they cannot use

Pay for a plan.

• ✓The seats you are buying and the price are stated before payment
• ✓After paying, the app asks the payment provider itself and confirms — you do not have to refresh or tell it
• ✓The bar clears and writing works again
• ✓A payment that has not landed yet says so honestly rather than claiming success

Open an overdue invoice and send the customer a WhatsApp.

• ✓The message and the link are the server's, word for word — nothing is composed in the app
• ✓It opens WhatsApp with the message already there
• ✓Where there is no number, it offers to copy the message instead of failing
• ✓The same action sits on the who-owes-you row without opening the invoice

Do the same for a receipt, a statement, a quote follow-up, a payslip and a supplier bill query.

• ✓Each kind has its own wording and reads like a person wrote it
• ✓The actions still work while the licence is read-only — chasing money is not writing

Add a department, a cost centre and a branch.

• ✓All three live on one screen, under their own tabs
• ✓One can be made inactive without being deleted, and stops appearing on new documents
• ✓Existing records that used it still read correctly

Open the employee form and the budget form in an organisation with no departments yet.

• ✓An empty department picker says so and offers to add one there and then
• ✓The new department is selected straight away and the form keeps everything else typed
• ✓Somebody who cannot add one is told who can, rather than being left with an empty box