FCMS Pro — User Guide

Prefer video? Watch the Official 3-Minute Video Walkthrough on YouTube covering installation, key features, and client workflows.

Getting Started #

The first time you launch FCMS Pro, you'll go through a short first-run setup:

1. Welcome — a quick intro to FCMS Pro.
2. Terms & Data Handling — explains that all your data stays on this computer (no cloud sync), and that you're responsible for your own backups.
3. Where Your Data Lives — displays the folder your SQLite database is stored in, with an option to select a custom data folder.
4. Quick Start Guide — a fast overview of key concepts, shortcuts, and navigation.
5. You're All Set — click Finish to enter your workspace. No passwords or account setup required.

Navigating the App #

The sidebar on the left provides access to every module: Dashboard, Analytics, Clients, Commissions, Income (Payments), Expenses, Goals, Backup, Settings, and Logs.

You can also collapse the sidebar to maximize screen space using the toggle button in the sidebar header or pressing [.

Keyboard Shortcuts #

Two-key shortcut sequences let you move quickly through the app (press the second key within one second):

Shortcuts are automatically disabled while focus is inside any text box or input field.

Clients #

Add and manage your freelance clients:

• Store name, client type (individual, business, agency, etc.), contact details, and notes.
• Click View to open a client's profile, displaying total billed, payments received, outstanding balance, and full commission history.
• Attachments: attach signed contracts, design briefs, or reference documents (PDFs and images) directly to the client's profile.

Deleting a client does not delete their commissions — those stay in place so historical financial records remain intact, with the client listed as deleted.

Commissions #

Track each commission from inquiry to delivery:

• Status pipeline: Pending → In Progress → Revision → Completed → Delivered, or Cancelled. You can update statuses directly from the list.
• Sorting & Filtering: filter by status or search by commission title and client name.
• Recurring commissions: set a recurrence frequency (weekly, biweekly, monthly) to automatically create the next commission as soon as the current one is marked Delivered.
• Attachments: upload reference images and project files directly to any commission.

Payments & Income #

Record payments against commissions to keep balances accurate:

• Recording a payment automatically decreases the commission's remaining balance.
• Filter and search past income by client, date, or amount.
• Refunds: if an error occurs or a payment is reversed, use Refund to remove the payment and automatically restore the commission's balance owed.

Expenses & Net Profit #

Log your freelance business costs:

• Track expenses by category (software subscriptions, hardware, office supplies, subcontractor fees).
• Recurring expenses: set weekly, biweekly, or monthly repeat schedules for ongoing expenses like cloud tools and software subscriptions.
• Net profit is calculated automatically: Net Profit = Gross Income − Expenses.

Analytics & Tax Summary #

Analyze your freelance business performance:

• View visual income breakdowns by category and month.
• Track gross revenue, total expenses, and net profit over time.
• Tax & Quarterly Summary PDF: export a clean, printable PDF report breaking down revenue, expenses, and net earnings by quarter and year for your accountant or tax filing.

Goals #

Set monthly and annual income targets and expense budgets to visualize progress towards your freelance financial benchmarks.

Backup & Restore #

• Export: save your entire database — clients, commissions, payments, expenses, and settings — to a portable .json file.
• Import: restore from a backup file, with options to merge records or replace all local data.
• Automatic Backups: FCMS Pro automatically creates local database backups upon app exit, retaining a configurable number of backup archives in your data directory.

Trash (Soft Delete) #

Accidentally deleted a client, commission, payment, or expense? Deleted items are moved to Trash where they can be restored or permanently removed.

Settings & Auto-Updates #

• Configure your business name, freelancer contact info, currency symbol, and tax options.
• Choose between Dark and Light themes with customizable accent colors.
• Software Updates: check for updates on demand with the "Check for Updates" button or review recent release notes in the "What's New" dialog.

Logs #

A read-only audit log tracking every operation: records created, updated, soft-deleted, restored, and database backups.

Questions or data management? All data is stored in a single SQLite database (fcms.db) on your computer. Export backups regularly via the Backup page.