Everything Cairos does, grouped by what you need
A whole ERP does not come across well as a list of two hundred tick boxes. This is set out by area, with what each module solves and a link to read it in full. And with what it does not do yet, which is written down as well.
Invoicing
The heart of the program, and the one thing on every plan: if you cannot invoice properly, nothing else matters.
Invoices
Numbering series, sequential numbering, corrective invoices, templates carrying your logo and a PDF generated on the server.
Quotes
With a link for the customer to accept them, an automatic expiry date and conversion into an invoice or a delivery note.
Recurring invoices
Membership fees, retainers and subscriptions, each with its frequency, its due date and its payment method.
Delivery notes and pro forma invoices
Delivery notes that group into a single invoice, and pro forma invoices to ask for an amount up front or to clear customs.
Contacts
Customers and suppliers with a validated NIF, a VIES check, a credit limit and duplicate detection.
VeriFactu
A chained SHA-256 hash and the AEAT QR code on every invoice, on the free plan too.
Customer-specific and volume rates
Different prices depending on who you sell to and how much they buy, with quantity breaks and an automatic suggestion when you invoice.
Contracts and renewals
The notice period, which is what gets missed: which contract renews itself, when notice has to be given and how many days are left.
Purchasing and inventory
What comes in through the back door: suppliers, goods and the VAT you deduct.
Expenses and suppliers
Input VAT, IRPF withholding, the attached document and recurring expenses.
Purchase orders
Purchase orders with partial deliveries that move stock, and direct conversion into an expense.
Inventory and warehouses
Stock by warehouse, locations, transfers, reservations and stock counts with their valued impact.
Products and services
Price, cost, margin, variants by size and colour, price history and a warning when you sell below cost.
Batches and expiry dates
Batch traceability with expiry alerts, and the report of who each batch was sold to.
Barcodes
EAN-13, EAN-8 and UPC-A with the check digit verified, printable labels and scanning with the camera.
Supplier prices and approvals
Compare the cost of the same item across suppliers, and decide who authorises each expense before it is accepted.
Finance and cash flow
Invoicing is not the same as being paid. This is where you see the difference, and how far ahead.
Payments in and reconciliation
Split due dates, partial payments, reminders and bank statements in Norma 43 format.
Cash flow forecast
A balance curve at 30, 60, 90 and 180 days with an overdraft warning, based on what is already committed.
Reports
Sales by month and by customer, purchases by supplier, VAT by quarter, stock and due dates, all downloadable as CSV.
Fixed assets and depreciation
What the company buys to use: monthly depreciation schedules, net book value on the balance sheet, and disposals with the gain or loss they produce.
Multi-currency
Invoice in dollars or pounds with the rate on the day of the chargeable event frozen in the invoice, and the difference worked out when you are paid.
Grants and public funding
Kit Digital, ICO, regional grants: awarded, received in instalments, and what spend is still to be evidenced before the deadline runs out.
Accounting and tax
The modelos come out calculated from what you have entered, and every box can be opened to see where it came from.
VAT and IRPF forms
303, 390, 347, 349, 111, 115, 130, 180 and 190, broken down box by box.
IGIC and IPSI
The Canary Islands' 420, 425 and 415 and the Ceuta and Melilla forms, with the rates set by each local ordinance.
Books and journal entries
The VAT record book, the general journal, the profit and loss account, the balance sheet and the year-end close.
Tax calendar
The year's deadlines, flagged on the dashboard and exportable to your phone's calendar.
Operations
What happens between a customer arriving and an invoice going out.
CRM
A six-stage pipeline with drag-and-drop cards and a weighted value for the whole book.
Projects
Cost centres with expenses, grants and funding allocated to them, and the activity report each one needs.
Time tracking
The hours from ficheo, read in Cairos, with the working time record rules explained without made-up dates.
Users and permissions
Permissions by action and not just by screen, an activity log and a thirty-day recycle bin.
Diary and tasks
Who you need to call this week and what has gone three weeks without a reply, counted in calendar days rather than by the hour.
Sales commissions
Per salesperson and on what has been collected, not on what has been invoiced: paying out on a promise is what throws the month off.
Entities and legal structures
Some obligations do not belong to an ordinary company, and handling them in a general-purpose program costs twice as much.
Associations
The members' register, VAT-exempt fees collected by SEPA direct debit, donations, modelo 182 and the governing body.
Foundations
The patronato (board of trustees), the Protectorado (the supervising authority), the chart of accounts for non-profit entities and the rules on how income must be spent.
Cooperatives
Share capital by member, compulsory reserve funds, the cooperative refund and the settlement due when a member leaves.
Sports clubs
Which VAT rate applies to each thing the club does, plus licences, insurance and Corporation Tax.
Platform, data and security
What you do not see in a demo and miss on the day it fails: how your data gets in, how it gets out and who can touch it.
Data importer
Bring in customers, products, invoices, quotes and purchases from CSV or Excel, with a preview and no duplicates. It comes with the free plan.
API and integrations
Keys with permissions and an expiry date, signed webhooks and a log of what has been sent to each one.
Online shops
Shopify, WooCommerce and Odoo: each order becomes an invoice with your series and your VAT. And a way in for Make, Zapier and n8n.
Two-factor authentication and sessions
Two-step verification with the authenticator app you already use, and the list of open sessions on your account.
Documents by customer
Each customer's paperwork in folders, searchable by name, type and date, without leaving the program.
Backups and export
A daily backup, a full download of your data from your own account and a thirty-day recycle bin.
Adviser dashboard
Your accountant gets into what they need and takes away the period's books without asking you to send anything.
Cairos on your phone
Invoice, record an expense, scan a code or do a stock count from your phone, with nothing to install from an app store.
The 57 modules, and the plan each one comes in from
Above are the ones that have something to explain. Here they all are, including the three that do not work yet, marked as what they are. Each plan includes everything in the one before, so “from Jade” means Jade and everything above it.
| Module | What it solves | From plan |
|---|---|---|
| Invoicing | Invoices, numbering series, PDF and payment status | Free |
| Contacts | Customers and suppliers with a validated NIF and a VIES check | Free |
| VeriFactu | Chained record with a SHA-256 hash and QR code | Free |
| Quotes | Quotes with versions, an expiry date and conversion into an invoice | Free |
| Customer portal | The customer sees their invoices and accepts quotes without an account | Free |
| Data importer | Customers, products and invoices from CSV or Excel | Free |
| Automations | Automatic alerts and actions triggered by due dates or stock | Free |
| Your brand on your documents | Logo, colours and a template for each document type | Cuarzo |
| Delivery notes | Delivery notes that group into a single invoice | Cuarzo |
| Pro forma invoices | Ask for an amount up front or clear customs | Cuarzo |
| Expenses | Supplier invoices, input VAT and mileage | Cuarzo |
| Suplidos | What you pay on the client's behalf, with no VAT and outside the taxable base | Cuarzo |
| Tax forms | 303, 390, 347, 349, 111, 115, 130 and 180 worked out | Cuarzo |
| Reports | Sales, purchases, VAT by quarter and due dates | Cuarzo |
| An outbox with your templates and your own sender | Cuarzo | |
| Grants and funding | Award, payment in instalments and what is still to be evidenced | Cuarzo |
| Working calendar and working days | National, regional and local public holidays, and deadlines counted in working days | Cuarzo |
| Inventory | Products, stock, cost and margin | Ámbar |
| Cash flow | Payments received, due dates and debt ageing | Ámbar |
| Cash flow forecast | Balance curve at 30, 60, 90 and 180 days | Ámbar |
| Price lists and rate cards | Prices by customer, by volume or by season | Ámbar |
| Subscriptions | Fees and retainers that issue themselves every period | Ámbar |
| Accounting books | VAT record book and general journal, with their journal entries | Ámbar |
| Purchase orders | Supplier orders with partial deliveries | Ámbar |
| Supplier prices | Compares the cost of the same item across suppliers | Jade |
| Activity log | Who did what and when, with filters and export | Jade |
| Rate schedules by item | Price per item of work, with validity periods: fee scale, repair times or schedule of procedures | Ámbar |
| Advances on account | Money collected on account that gets used up across several invoices | Ámbar |
| Customer assets | The vehicle, machine or animal you keep a history for | Ámbar |
| Members and fees | Members' register and collection by direct debit with a SEPA file | Ámbar |
| Donations and donors | Certificates for the donor and modelo 182 | Ámbar |
| Non-profit organisation | Governing body, minute book and volunteering | Ámbar |
| Cooperative | Share capital, compulsory reserve funds and the cooperative refund | Ámbar |
| Sports club | Which VAT rate applies to each thing the club does, plus licences and insurance | Ámbar |
| Projects and activities | Cost centres with expenses, invoices and hours | Ámbar |
| CRM | Opportunity pipeline with weighted value | Jade |
| Case files | The matter with its contacts, documents, invoices and deadlines | Jade |
| Time tracking | The hours from ficheo, read in Cairos | Jade |
| Commissions | Per salesperson and on what is collected | Jade |
| Warehouses | Stock by location, with aisle, shelving unit and shelf | Jade |
| Batches and expiry dates | Batch traceability with expiry alerts | Jade |
| Transfers | Move goods between warehouses, with a history | Jade |
| Stock counts | Freeze, count and adjust, with the impact on cost | Jade |
| Barcodes | EAN-13, EAN-8 and UPC-A, labels and scanning | Jade |
| Fixed assets and depreciation | Depreciation schedules and net book value | Jade |
| Expense approval | Who authorises each expense before it is accepted | Jade |
| API and integrations | Keys with permissions, signed webhooks and their log | Jade |
| Point of sale | Point of sale for a physical shop, with till receipts | Jade |
| Electronic signature | Quotes and contracts signed by hand on screen, with an audit trail | Jade |
| Third-party access | A private link for your accountant or auditor that expires and can be revoked | Jade |
| Employees | Employee records, with their payroll details | Jade |
| Assets held abroad | Modelos 720 and 721, with the history behind the €20,000 | Zafiro |
| Multi-currency | The rate at the chargeable event frozen, and the differences on payment | Rubí |
| Manufacturing (bills of materials) | Components, waste, real cost and work orders | Rubí |
| Expense scanning (OCR) | From a PDF, a phone photo or a scan it proposes the tax ID, date, net amount and VAT, and you confirm them | Cuarzo |
| E-commerce | Shopify, WooCommerce and Odoo orders turned into invoices | Diamante |
| Payroll | Entered with their journal entry, their payment and their withholdings; not calculated from the collective agreement | Diamante |
There are no Coming soon ones left: the three that were —employees, expense scanning by OCR and payroll— are open and can be switched on from the application itself. Modules are turned on and off there, and they can also be bought on their own if you only need one from the plan above: the prices are on pricing.
An ERP that switches on piece by piece
The difference between a program that gets used and one that is abandoned in the second month is usually right here: how many screens you see on day one. An autónomo who invoices twenty times a year has no business running into expiry batches or the minute book.
That is why in Cairos modules switch on and off from inside the application itself, and the side menu only shows what you have active. When you sign up, the ones that fit your activity are ticked, and from there you add or remove them whenever you like. Invoices, contacts and VeriFactu cannot be switched off, because without them there is no program.
Some modules drag others along because the data demands it, not on a whim: grants need expenses in order to be evidenced, and a sports club needs its members' register. When you switch one on, the ERP switches on whatever is needed and tells you so.
What Cairos does not do yet
This list matters as much as the one above, and it is here so that you read it before you subscribe and not afterwards. It was checked against the code on 12 September 2026, and it is shorter than it was a few months ago precisely because it has been checked.
The three modules that are not open:
- Working the payroll out. Payslips are entered with their journal entry, their payment and their withholdings on forms 111 and 190, and your accountant's payslip is attached; what Cairos does not do is work it out from the collective agreement and the contribution bases, or issue the payslip itself. Holidays and absences are not there either: the employee record keeps their details, not their calendar.
- Filling the expense in by itself. From the Cuarzo plan on, the document —PDF, phone photo or scan— is read and the data proposed, but a person confirms it.
And these individual pieces, inside modules that do work:
- Automations built to your measure. The alerts that already exist — due dates, low stock, expiry dates, contract renewals — come already set up; what there is not is a builder for rules of your own.
- Online payment. The portal shows the customer their invoice, but there is no payment gateway.
- Sending email from our servers. The message is prepared with its PDF attached and sits in the outbox, or opens in your own email program: the sending provider is still to be connected.
- Automatic connection to the bank. It is built and runs over PSD2, with no banking password ever passing through us, but it is not switched on in the server yet. The bank statement is uploaded by hand, in Norma 43 format, once a month.
- Signing the Facturae. The Facturae 3.2.2 XML is generated with the DIR3 codes checked; the XAdES signature FACe requires is done outside Cairos.
- TicketBAI. Cairos does not issue the invoice required under the Basque foral rules. In Álava, Bizkaia and Gipuzkoa it is not VeriFactu that applies but TicketBAI, and today we do not cover that.
- SEPA direct debit batches for customer invoices. Direct debits work for membership fees and donations, and transfers for paying suppliers; collecting a customer invoice by direct debit, not yet.
- Documents in German, French or Italian. The invoice comes out in Spanish, Catalan, Galician, Basque or English. In another currency, it does.
- An overall discount on the total of the invoice. Per line, yes.
- Consolidation across companies. Each company is kept separately, even when they share an account and you switch from one to the other without logging out.
- Filing the modelos with the AEAT. They are calculated and every box is broken down; signing and sending happens at the electronic office, with your own certificate.
Until recently this list said that the importer, barcodes, customer-specific rates, supplier prices, expense approval, the API, online shops, multi-currency, manufacturing with bills of materials and time tracking did not exist either. All ten had been working for months, and announcing as pending something that is already there is as unreliable as the opposite: whoever believes it ends up ruling the program out. That is why this page now carries a date.
What is never charged for, whatever happens
Issuing invoices and looking them up, the VeriFactu record, your contacts and the full export of your data are always available, including if you stop paying. Holding someone's invoices hostage so they cannot leave strikes us as indefensible.
Switch on only what you use
Free plan up to 30 documents a year, no card needed. And if you outgrow it, you can move up then.
Start with whatever is pressing today
Almost everyone arrives for the invoicing. The rest gets switched on when it is needed.
No minimum term · VeriFactu included · Native support in Spanish, Catalan, Galician, Basque and English