How to: Finance & Accounts

Keep your cash flow healthy. Learn how to get paid faster, manage bills, and keep your books balanced.

Invoicing Customers

Turn your hard work into cash. Create and send tax-compliant invoices.

Create an Invoice

1. Go to ERP > Finance > Accounts Receivable.
2. Click New Invoice.
3. Select the Customer.
4. Set the Issue Date and Due Date.
5. Add items to the invoice table.
6. Click Approve & Send.

Record a Payment

When a customer pays you manually (cash, cheque, direct deposit):

1. Open the Invoice.
2. Click Add Payment.
3. Enter the Amount Received and Date.
4. Select the Bank Account the money went into.
5. Click Save. The invoice status will update to "Paid".

Managing Bills (Accounts Payable)

Track what you owe to suppliers to avoid late fees and manage cash flow.

Enter a Supplier Bill

1. Go to ERP > Finance > Accounts Payable.
2. Click New Bill.
3. Upload a PDF or photo of the bill (the OCR will try to read it).
4. Verify the Supplier, Date, and Total Amount.
5. Categorise the expense (e.g., "Materials", "Rent").
6. Click Approve.

Bank Reconciliation

The most important task for accurate books. Match your bank statement lines to your software records.

How to Reconcile

1. Navigate to ERP > Finance > Banking.
2. Select a bank account to reconcile.
3. You will see two columns: Bank Statement (left) and Software Records (right).
4. Match: If the software finds a corresponding invoice or bill, click OK to match them.
5. Create: If no record exists (e.g., bank fee, fuel stop), use the "Create" tab to categorise the transaction on the spot.