How Superclaim works
A short, plain guide for owners and accounts teams. Read it once before your first import and you will know what to expect.
What Superclaim does
Superclaim keeps track of money customers owe you and tells you who to chase today. You bring in your unpaid invoices, record payments as they arrive, and log every reminder or call. The dashboard then shows what is overdue, what is due soon, and which customers have promised to pay but have not.
It does not do accounting, tax filing (VAT, GST or sales tax) or bank reconciliation. Keep using your accounting software for those.
Getting started
- Create an account and name your business. Pick your main currency, your number format (1,234.56 or 1.234,56) and your timezone. The timezone decides what "today" and "overdue" mean.
- Import your unpaid invoices from a CSV, or add customers and invoices by hand.
- Open the dashboard to see what is outstanding and overdue.
- Send or log your first reminder, and set a date to check back.
The first time you sign in, a short tour walks you through each part of the app. You can replay it any time from the sidebar.
Importing invoices from a CSV
Most accounting tools (QuickBooks, Xero, Sage, FreshBooks, Zoho Books, Tally) and every spreadsheet can save a CSV file. In Excel or Google Sheets use File, then Save as or Download, then CSV. Put one invoice on each row and keep a header row at the top.
Your column names do not have to match ours. After you upload, Superclaim guesses which column is which and you can correct it.
| Column | Required | Example | Notes |
|---|---|---|---|
| Invoice number | Yes | INV-2041 | Must be unique in your workspace. |
| Customer name | Yes | Harbourline Logistics | Used to match or create the customer. |
| Customer email | No | accounts@harbourline.example | Used for email reminders and to spot duplicate customers. |
| Invoice date | Yes | 2026-09-02 | In the date format you pick during import. |
| Due date | Yes | 2026-10-02 | Cannot be before the invoice date. |
| Currency | No | USD | A three-letter code such as USD, EUR, GBP, CAD, AUD, INR or JPY. If missing, you choose one for those rows. |
| Total amount | Yes | 4,800.00 | Including tax. Must be more than zero. |
| Amount paid | No | 1,000 | What the customer has already paid. Blank means nothing. |
| Notes | No | Milestone 2 | Anything you want to keep with the invoice. |
Download a sample CSV and fill it in if you are starting from scratch.
Dates
You tell us the date format used in your file: 2026-03-31, 31/03/2026 (or 31.03.2026), 03/31/2026 or 31-Mar-2026. We suggest the usual format for your country, but we never guess per row. A date like 03/04/2026 means 4 March in the US and 3 April in most other countries, so it is only read the way you chose. Dates that do not fit, or do not exist (31/02/2026), are reported as errors.
Amounts
You also tell us how decimals are written in the file. With a point, amounts look like 4800, 4,800.50 or $4,800.50 (Indian grouping such as 1,18,000 works too). With a comma, they look like 4800, 4.800,50, 4 800,50 or 4.800,50 €. Currency symbols and codes around the number are ignored.
The number of decimals follows the currency: two for most, none for Japanese yen. Negative amounts and text are rejected, and so is a row where the amount paid is more than the total.
Amount already paid
If a row says the customer already paid part of the invoice, we record it as one payment dated on the day you import, with the reference "Opening balance (CSV import)". The outstanding balance starts from there.
Checking before anything is saved
Every row is checked first. You see how many rows are ready, which ones have problems and why, and you can download an error report to fix in your spreadsheet. Nothing is saved until you press Import on the confirmation screen, and the import either saves every ready row or none of them.
Limits and safety
Up to 2 MB and 2,000 rows per file; split bigger files. Cells that look like spreadsheet formulas (starting with =, + or @) are rejected, and nothing in the file is ever run.
How duplicates are handled
| Situation | What Superclaim does |
|---|---|
| The invoice number already exists in Superclaim | Skips the row. The existing invoice is never overwritten. You see a list of skipped numbers. |
| The same invoice number appears twice in the file | Imports the first one and marks the second as an error. |
| Numbers differ only in case or spaces (INV-1 and " inv-1") | Treated as the same invoice number. |
| You upload the same file twice | Nothing new is created the second time. |
| Customer name exactly matches an existing customer | The invoices are linked to that customer. You can choose to create a new one instead. |
| Name looks similar ("Saffron Analytics" vs "Saffron Analytics Pvt Ltd") or the email matches | Flagged as a possible duplicate. You must choose: use the existing customer or create a new one. We never merge on our own. |
| Customer is new | A new customer is created with the name and email from the file. |
Invoice statuses
You never set a status by hand. Superclaim works it out from the payments you record and the due date.
- Unpaid Nothing has been paid yet and the due date has not passed.
- Partially paid Some money has come in and a balance remains.
- Overdue The due date has passed and there is still a balance, whether partly paid or not.
- Paid Payments add up to the full total.
- Draft Not sent to the customer yet, so it is not chased or counted.
- Void Cancelled. It no longer counts towards any totals, but its history is kept.
Totals are shown per currency. Dollar and euro invoices, for example, are never added together, and nothing is converted between currencies.
Recording payments
Open an invoice, or use the Paid button on any list, and enter the amount and date. Partial payments are fine. You cannot record more than what is outstanding, which protects your totals from typos. Payments cannot be deleted; if you make a mistake, void and recreate the invoice for now.
Follow-ups and promises
Every time you contact a customer about money, log a follow-up: how you reached them, what they said, and when to check again. Each invoice has one next action at a time; logging a new follow-up replaces the old one.
If the customer promises to pay by a date, record the date and amount. On that day the promise appears on your dashboard. If the money has not arrived by then, it is marked as missed so you can chase again. Promises with no amount mean the full balance.
When an invoice is fully paid or voided, it leaves the follow-up queue automatically.
Sending reminders
Press Remind on any invoice to get a ready-made message: before the due date, on the due date, overdue, a second follow-up, or a confirmation of a promised date. Edit it as you like, then choose how to send it:
- Email from Superclaim. The message goes straight to the customer's email. It shows your business name as the sender, and replies come back to your own inbox. It is logged as a follow-up automatically.
- Copy and send yourself. Copy the message into WhatsApp, SMS or your own email, then press "I sent it" to log it.
Superclaim never sends anything on its own. Every reminder is sent only when you press the button.
Reports and exports
Reports cover outstanding and overdue invoices, ageing (how long money has been owed), balances by customer, follow-up activity and promises compared with payments received. Filter by customer or date and export any of them to CSV for Excel or your accountant.
Your data
Each business has its own workspace. The database itself checks that you can only read and change your own workspace's records, so another business can never see your customers or invoices. If you accept analytics cookies, Google Analytics counts visits and which features are used; it never receives your invoices, customers or email address. Important changes (invoices edited, payments, voids, imports and sent messages) are recorded in an activity history that cannot be edited.
Common questions
- Can I fix a row after importing?
- Yes. Open the invoice and press Edit. Changes are recorded in its activity history.
- I imported the wrong file. What now?
- Void the invoices that should not be there. Void invoices stop counting everywhere.
- Why is an invoice not in today's list?
- Today's list shows follow-ups scheduled for today or earlier. Overdue invoices with nothing scheduled appear under "Overdue with no follow-up planned" on the Follow-ups page.
- Can Superclaim collect payments for me?
- Not yet. Payment links that mark invoices as paid automatically are planned.
Contact us
Stuck, found a problem, or have an idea? Email dev.ownly.verse@gmail.com or message @dev.ownly.verse on Instagram. We reply within 24 to 48 hours. More on the contact page.
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