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Company, country, your name, e-mail, password, consent — your workspace is ready. Set the fiscal year and VAT status in the settings.

Try it free until launch, no credit card. Introductory prices apply from launch.

Then confirm your e-mail address with the link we send you: as long as it is not confirmed, Calio reads no documents with AI.

You should be able to read a document and an entry. You do not need professional training. Calio gives its reasoning for every proposal and shows what is still missing. If something is unclear, Calio hands the document back to you for review with a note instead of guessing. Responsibility for every approval and for your books stays with you, though.

On the sign-in page choose “Forgot your password?” and enter the e-mail address of your account. The link in our e-mail is valid for 60 minutes and can be used once. Setting the new password signs out every device.

Open your “Account” (top right; on a phone under “More”) and choose “Two-factor sign-in”. You need an authenticator app on your phone: scan the code, enter the six-digit code. Keep the recovery codes in a safe place — each can be used once.

Under “Settings” → “Security” an owner can require two-factor sign-in for all users.

Sign in with one of your recovery codes: “Use a recovery code” on the page for the second factor.

Lost both your phone and your recovery codes? An owner of your company resets the second factor under Settings → Users. If there is no one else, Calio support helps after verifying your identity.

Under “Settings” → “Users” with “Invite”: the person receives an e-mail and sets their own password. You choose their role and, if needed, which clients they see. How many people can work with you depends on the plan.

In “Settings”, at the top, in the field “Sprache / Language / Langue / Lingua”: German, English, French or Italian. The language applies to your whole company.

Under “Upload documents” you drag files into the window or choose them — on a phone also straight from the camera.

PDFs and photos (JPG, PNG), bank statements as camt XML, plus Excel and CSV lists from your previous software (chart of accounts, customers, open items, balances). Each file can be up to 200 MB. If you upload the same file a second time, Calio recognises it and rejects it.

Photograph paper documents straight from your phone, including multi-page ones: the pages become one PDF. Calio also reads TIFF files from a scanner. If you upload an e-mail saved as an .eml file, Calio unpacks it: the attachments become documents of their own, and the message itself is kept as evidence. You can also upload Word documents, Outlook messages (.msg) and ZIP archives; they are stored, but not read. HEIC files are stored, but come back to you for review with a note.

Calio does not replace the legally required retention of your documents — that remains your responsibility.

Calio reads the document, checks the amounts and proposes an entry with its reasoning. You find the proposal under “To approve”; it is posted only once someone approves it. If Calio is unsure, the document shows “Query” under “Documents” and says what is missing.

You decide that in “Settings” under “Analyse new documents automatically”: in turn in the background (recommended), immediately after the upload, or only at the push of a button. With “Analyse now” you start the reading of a single document by hand.

The document says in one sentence why it is waiting. Common reasons: your e-mail address is not confirmed yet — we sent you the link by e-mail; your plan's AI allowance for this month is used up; or the AI analysis is switched off for your company. Your documents stay stored in any case and can be processed by hand.

Yes. An owner switches it off under “Settings” → “AI analysis”. Then no request with your data goes to the AI provider — not on upload, not through “Analyse now” and not through the assistant. Your documents stay stored, and you record entries by hand.

Calio creates drafts, and nothing is posted until you approve it. A posted entry stays in the books and is corrected with a reversing entry.

Whoever has the right to. You set roles and rights under “Settings” → “Users”.

The person who recorded an entry cannot approve it while someone else in the same Calio account is allowed to. If debits and credits do not balance, Calio does not accept the entry.

A posted entry is never deleted. “Reverse” creates a counter-entry as a draft; once it is approved, you record the correct entry anew. A draft, on the other hand, you can still change or reject.

No. You file the VAT return yourself. Calio prepares its figures as a draft from your posted entries; the Austrian tax rates, chart of accounts and checks are built in, but not yet professionally signed off. Calio is in its test phase. Payroll entries for Austria are not available yet.

Under “Reports” — computed from the posted entries, with the previous period for comparison, to print or as CSV. Drafts count only once they are approved.

With “Migration”: upload Excel or CSV lists from your previous software — chart of accounts, customers, open items, balances. Before taking anything over, Calio shows what it recognised.

Under “Open customer invoices”, sorted by age. Calio computes the totals from the open invoices; when a later bank statement shows a payment, Calio proposes the match.

You do. “Prepare dunning letter” writes the next step as a letter (PDF) — first a payment reminder, then the 1st and the 2nd dunning notice. You send it and record that with “Record as sent”; only then does the step count.

Yes, by putting dunning on hold: Calio then proposes no dunning step for that invoice until you lift the hold. When Calio proposes a payment reminder, you decide in “Settings”.

Download the statement from your e-banking as camt.053 (XML) and upload it under “Upload documents”. Calio reads it without AI, line by line, and shows the transactions under “Bank”; every match is created as a journal draft and approved.

Calio never triggers a payment and is not connected to any bank. You upload the prepared payment file to your own e-banking and release it there.

No, deliberately not. Calio never moves money and is not connected to any bank. From your open supplier invoices Calio creates a payment file (pain.001 to ISO 20022, SEPA). You upload it to your e-banking and release the payments there yourself.

The file covers EUR transfers to SEPA countries. Invoices in other currencies appear in the list but do not go into the file. If a supplier's bank details change, you confirm them first. An invoice counts as paid only once you confirm the payment. If a later bank statement shows the payment, Calio proposes the match.

You create the file under “Prepare payments” with “Create payment file”.

Calio flags a changed bank account at once, and an invoice with the new IBAN goes into the payment file only after you have confirmed the IBAN. Have the supplier confirm the change through a second channel, for example by phone on a number you already know.

No. Payroll entries for Austria are not available yet.

Upload the receipt like any document and record under “Expenses” who paid it privately. You combine one person's posted documents into an expense claim; once it is approved, you pay in your e-banking and record that with “Record as paid out”.

Under “Close the month” you work through a checklist per client and month. Calio shows for each item what is still open; you tick it off yourself.

What stands out in a period's books: open drafts, entries without a document, anything unusual on the VAT side, large deviations from the previous period, round amounts or entries on a weekend. Each finding says which rule triggered it; nothing is changed or closed by it.

Not yet: the year-end close is not released in Calio yet — the depreciation rates and the result account are waiting for a professional's signature. Until then you prepare it outside Calio; the balance sheet and income statement under “Reports” help with that.

Yes, depending on the plan. In your Calio account you set up each company as a client of its own. Every document and entry belongs to exactly one client.

Yes. When you invite or edit a person under “Settings” → “Users”, choose “Selected clients only”. Documents, entries, customers, tasks and the assistant then show that person only those clients.

Calio shows per client and month which documents are still missing. With “Request documents” Calio writes the text for it; you copy it with “Copy the text” or open it in your own e-mail program — Calio sends nothing.

If you stated that your company keeps books for others (Calio asks this at first use or under Settings), the AI analysis starts switched off. It can be switched on only once you confirm that your clients approved the use of the AI provider beforehand; we record that confirmation.

Try it free until launch, no credit card. Introductory prices apply from launch.

The trial ends by itself and costs nothing. Without a subscription you can still view your data, but no longer upload or change anything. The data is kept for at least 90 days.

No plan can be ordered until launch — until then, testing is free. Under “Plan & billing” you see your usage and the introductory prices from launch.

Your plan renews automatically for the chosen billing period and can be cancelled as of its end — in Calio under “Plan & billing” or by e-mail to the address given in clause 8.1 of the terms (German).

No. Every company that signs up gets its own workspace. Once signed in, you see only your company's data.

In your company, the people you give access to; on our side, only those who need it for operations and support. For the automatic reading our AI provider receives the content of a document, and every request contains only your company's data. Which service providers receive which data, where they are located and how long they keep data is set out in the privacy policy (German).

With a long password that you use only for Calio, and with two-factor sign-in. Never share sign-in details — every person in your company gets their own account through an invitation.

After the contract ends you receive, on request, a copy of your documents and data; after that we delete your workspace. The deadlines, and what remains afterwards, are set out in clause 10 of the terms (German) and section 7 of the privacy policy (German).