Getting Started

Log In to SOPHIOS

1. Navigate to your SOPHIOS instance URL (e.g., app.sophios.tech)
2. Enter your email address
3. Click “Continue” to receive a magic link or use SSO

Complete Your Profile

After first login:

1. Verify your email address
2. Set up your profile information
3. Configure your notification preferences
4. Set your timezone and language preferences

Understand Your Role

Your account will have one of five roles:

• Owner - Full access
• Admin - Administrative access
• Accountant - Financial management
• Manager - Operational management
• Viewer - Read-only access

Learn more about User Roles & Permissions.

Navigate to Assets

1. Click on “Assets” in the main navigation
2. Click the “Create Asset” or ”+ New Asset” button

Enter Asset Details

Fill in the asset information:

Save Your Asset

Click “Create Asset” to save. Your asset will now appear in the assets list and become available for selection throughout the platform.

Invite Users

1. Navigate to “Users” in the main menu
2. Click “Invite User”
3. Enter email address and select role
4. Choose which assets they can access
5. Click “Send Invitation”

Assign Asset Permissions

For each user, configure asset-specific permissions:

• canView - See asset data
• canEdit - Modify information
• canApprove - Approve transactions
• canDelete - Delete records
• canExport - Export data

Configure Departments (Optional)

If managing crew:

1. Go to “Crew” → “Departments”
2. Create departments (e.g., Deck, Engine, Interior, Galley)
3. Assign department heads

Navigate to Invoices

Click “Invoices” in the main navigation.

Upload Invoice

1. Click “Upload Invoice” or drag-and-drop a file
2. Select your asset from the dropdown
3. Upload a PDF, JPEG, or PNG file

Review OCR Results

SOPHIOS’s AI will automatically extract:

• Vendor name
• Invoice number and date
• Line items
• Amounts and totals

Review the extracted data and correct any errors.

Categorize & Save

1. Select the appropriate category (or let AI suggest one)
2. Add notes if needed
3. Click “Save Invoice”

Navigate to Budgets

Click “Budgets” in the main navigation.

Create Budget

1. Click “Create Budget”
2. Enter budget details:
   • Name: Descriptive name (e.g., “2024 Annual Budget”)
   • Period: Start and end dates
   • Total Amount: Overall budget amount
   • Currency: Select currency (default: EUR)

Allocate by Category

Distribute your budget across categories:

1. Select a category (e.g., “Fuel”, “Maintenance”)
2. Enter allocated amount or percentage
3. Add all relevant categories

Pro Tip: SOPHIOS suggests typical allocations based on your asset type.

Save & Track

Click “Create Budget” to save. You can now:

• Track spending against budget
• View variance reports
• Get alerts when approaching limits