User guide

How to use Workio

From your first business profile to encrypted backups — a practical walkthrough of every Workio feature.

1. Install & first launch

Workio is a free Android app. Install it from Google Play and open it — no account, no setup wizard.

1Open Google Play on your Android phone, search for Workio, tap Install.
2Open the app. The first screen is your Home — empty until you create your first document.
3Allow notification permissions if you want backup reminders and weekly summaries (optional — Workio works fine without).
Tip: Workio runs entirely on your phone. You can use every core feature offline.

2. Your business profile

Before issuing your first document, fill in the issuer details that will appear on every PDF — business name, address, tax id, IBAN, logo.

1Open the side menu → Businesses (Aziende).
2Tap + New business. Enter at least: name, address, VAT/Tax ID. Email and IBAN are optional but appear on quotes/invoices.
3Tap the camera icon to add your logo (PNG or JPEG; transparency supported).
4Pick the PDF style (Classic, Modern, Compact, Coloured…). You can change it any time, per business or per single document.

Multi-business

If you operate under more than one VAT number (e.g. a freelance + a side business) you can create multiple businesses and pick one per document. Workio Pro removes the 1-business limit on the free tier.

3. Customers

Workio keeps a local rubrica of your customers — denominazione, address, VAT/Tax ID, email, phone.

1Open Customers (Clienti) from the side menu.
2Tap + New customer and fill in the fields. You can also import directly from your phone's contact list — tap the contacts icon.
3The import dialog lets you choose which fields to copy (name / phone / email). Existing values are kept by default; only blank fields are filled.

Search & filter

The customers screen filters in real time as you type — search by name, email or phone. Soft-deleted customers stay hidden but can be restored from the Archive section.

5. Creating a document

Workio supports 12 document types: quote, proforma, invoice (generic PDF), credit note, receipt, payment reminder, contract, delivery note, order, price list, expense report, account statement.

1From Home, tap the + button and choose the document type.
2Pick the issuing business and the customer.
3Add line items (manually or from catalog), set the tax rate, the issue date, and any optional notes.
4Tap Preview to see the PDF, Save to keep it as a draft, or Share to send it via Gmail, WhatsApp, Drive, etc.
Important: Workio creates non-fiscal commercial PDFs. It does not generate tax-authority compliant electronic invoices (Italian SdI, French Factur-X, Hungarian NAV, etc.). Use your e-invoicing platform for those — Workio handles everything around the official invoice.

6. Quote → Invoice flow

A typical workflow: send a quote, get it accepted, convert it to a proforma or invoice without re-entering anything.

1Open the accepted quote. Tap the Convert icon in the top bar.
2Pick the target type (proforma or invoice). All lines, totals, customer and notes are copied.
3The original quote is automatically marked as Accepted. The new document is linked back to it — you can see the lineage in the detail screen.

7. PDF templates & branding

Workio ships with 100+ PDF templates spanning four categories: Classic, Modern, Compact, Coloured. Pick one per business as the default; override per-document when you want a different look.

1From the PDF preview screen, tap Change style.
2Browse the visual grid. Lock icons mark Pro-only styles.
3Tap a style to apply it. The preview re-renders immediately.

Your logo, signature, IBAN and payment links are pulled from the issuing business profile, so any branding changes you make there propagate to every future document automatically.

8. Customer signature

For quotes and contracts, the customer can sign directly on your phone screen. The signature image is embedded into the final PDF.

1Open the document, tap Sign.
2The customer draws on the touchscreen. Tap Save.
3The document state flips to Signed with a timestamp. The PDF now includes the signature.

The signature is a simple electronic confirmation — useful for non-binding commercial agreements. It is not a qualified eIDAS signature.

9. Payments & reminders

Track partial and full payments against any document that has a total.

1Open the document, scroll to Payments, tap + New payment.
2Enter amount, date, payment method.
3When the cumulative paid amount reaches the total, Workio auto-flips the document state to Paid. Removing a payment reverts the state.

Reminders

For unpaid invoices past the due date, create a Payment reminder document (Sollecito di pagamento). Workio fills the body automatically with the source invoice number, amount and original due date.

10. Tags & filters

Tags help you organise documents by project, client segment, year, etc. Each tag has a colour. Tags are scoped per business.

1In the document form, open the Tags section and tap existing tags to apply, or + New tag to create one.
2From the document list, use the filter chip to show only documents with a specific tag.

11. Recurring documents

For monthly retainers, recurring orders or weekly delivery notes, set up a recurrence. Workio will create a fresh draft on the cadence you configure.

1Open the document you want to repeat (use it as a template). Tap the Repeat icon.
2Pick the cadence — weekly, monthly, yearly — and the start/end dates.
3The recurrence runs automatically in the background. Each generated draft appears in your Home with a "From recurrence" badge so you can review before sending.

12. Backup & restore

Workio stores everything on your phone. To survive a phone loss or factory reset, use the encrypted backup.

Manual backup

1Open Settings → Backup & restore.
2Tap Export backup, choose a destination (Google Drive, Files, USB…) and enter a strong password.
3The backup is a single .wbak file — AES-256-GCM encrypted with PBKDF2-derived key.

Restore

1On the new phone, install Workio, open Settings → Backup & restore → Import backup.
2Pick the .wbak file and enter the password.
3Workio replaces the local database, runs any pending schema migrations and restarts.
Without the password the backup cannot be recovered — Workio cannot reset it for you.

13. Workio Pro

The free tier covers everyday use: 5 documents per month, 3 templates, local PDF sharing. Workio Pro ($11.99 / year with 7-day free trial) unlocks:

  • Unlimited documents
  • All 100+ templates
  • Shareable cloud links with customer online signature
  • Encrypted EU cloud backup
  • Multi-business (more than one VAT number)
  • No watermark on PDF

Subscribe

1Open Settings → tap Upgrade to Pro, or hit any Pro-locked feature.
2Google Play opens with the subscription sheet. New customers get 7 free days; charged $11.99/year after.
3Workio activates Pro instantly. Cancel any time from Google Play → your access continues until the paid period ends.

14. Privacy & account

Workio is built local-first. Customers, documents and price lists live only on your phone. The Workio cloud receives only the minimum needed for cloud features (your email and name for login; subscription state for billing).

Sign in

Workio uses Google Sign-In via Android Credential Manager — no email/password account to remember. Sign-in is only needed for Pro features (cloud backup, shareable links, subscription).

Export your data

From Settings → Account → Export my data you can download everything Workio holds about you in the cloud (email, name, locale, tier, consent history, active sessions). The export is a JSON file.

Delete your account

From Settings → Account → Delete account. The action is irreversible. If you have an active Pro subscription, cancel it in Google Play first — deleting the account does not stop billing.

15. Frequently asked

Does Workio replace my accountant?

No. Workio is for the documents that surround the official invoice — quotes, proformas, reminders, receipts, contracts, delivery notes. The legal/fiscal e-invoice still goes through your accountant or your country's e-invoicing platform.

Can I use Workio on more than one device?

Yes — sign in with the same Google account. With Pro, your subscription unlocks the app on every device you sign in on. Business data stays local on each device; restore from cloud backup if you want it copied.

What happens if I cancel my Pro subscription?

You keep Pro features until the paid period ends. After expiry, the app reverts to free tier but all your documents and data stay — nothing is deleted.

Is the backup safe in the cloud?

Backup blobs are AES-256-GCM encrypted on your phone before upload. The Workio backend cannot read them. You set the password; without it nobody — including us — can decrypt.

I need help with something specific

Email support@workio-app.com. For privacy/data questions, write to privacy@workio-app.com.