Help & Support
Answers to the questions we hear most. If you don't see yours here, we're a small team — email or WhatsApp us and a real human will reply.
Email support
darius@ddmtech.co.za · usually replies within a few hours, business hours SAST.
Ask the AI Assistant
On Pro and Ultra, ask DDM Flow's AI assistant about your invoices, clients and payments once you are signed in.
Guides
- Getting startedCreate your account, answer four set-up questions and send your first invoice.
- Setting up VATTell DDM Flow whether you are a VAT vendor, set your rates and prepare each VAT201 for SARS.
- Invoices and credit notesSend an invoice, record what you are paid, and give money back properly with a credit note.
- Projects and timeTrack time against projects with a timer or a weekly timesheet, and turn unbilled work into an invoice.
- The client portalThe page your clients open from an invoice email to see what they owe and pay it, with no sign-in.
- Connecting PaystackLet clients pay invoices by card, straight into your own Paystack account.
- Connecting Claude over MCPGive Claude access to your books through DDM Flow's MCP server, and take it away again.
Frequently asked
How does the Free plan work?+
Sign up with just an email, no card required. Free gives you 3 invoices a month, 15 clients and 25 products or services, with the customer portal included. It stays free; there is no trial that expires. Basic (R 250/mo) raises that to 50 invoices a month, 100 clients and 200 items, and adds quotes, recurring invoices and your branding. Upgrade from Settings → Plan & billing.
Can I cancel any time?+
Yes. Cancel from Settings → Plan & billing. You keep your plan until the end of the period you have paid for. After that your workspace moves to the Free plan: nothing is deleted, you can still log in and export your data, and you can send up to 3 invoices a month.
How does the AI assistant work?+
It is part of the Pro and Ultra plans. The assistant works from your own records (clients, items and invoices): it drafts invoices, finds unpaid ones and records payments when you ask, and shows you the draft before anything goes to a client. It runs on Anthropic's Claude through the Vercel AI Gateway, with zero training on your data.
Do you handle VAT?+
Yes. Set your VAT rate in Settings → Tax rates and it is applied to every invoice line. Invoice numbers are sequential. On Pro and Ultra, your VAT201 return is worked out from your invoices and expenses, and the tax report breaks out VAT collected and paid.
How is my data secured?+
Every business is isolated at the database level with row-level security, so one business's queries cannot reach another's rows. Data is encrypted in transit and at rest, and the database is hosted in the European Union.
Can I move over from QuickBooks, Sage or Xero?+
Yes, from CSV files. Export your clients, your products and services, and your open invoices from your old system and import each file here: you match its columns to ours and see a preview before anything is saved. It works on every plan, within the plan's limits. There is no direct connection to QuickBooks, Sage or Xero.
How do my customers pay?+
By EFT, always: the portal shows what is still owed and your banking details, with the invoice number as the payment reference. Connect your own Paystack account in Settings → Online payments and the portal also shows a Pay now button for card payment, paid into your Paystack account. The portal link is in every invoice email.
Can I send invoices from my own email?+
Yes. On the invoice page, choose Download PDF and attach it to your own email; it is more personal than a no-reply sender. The Email button sends it for you when you would rather not.
Still stuck?
Email darius@ddmtech.co.za or message us on WhatsApp with as much detail as you can. Screenshots help. We're based in Roodepoort — usually back to you within a few hours during the day.