Accounts, ledger & statements¶
Available to Owners, Admins and Accountants.
Accounts list¶
Accounts shows every billing account with its members and balance, plus summary cards for account count, total outstanding balance and active accounts.
- Filter: All, Owing, Credit, Zero Balance. Search by name, code or member.
- Positive balance = the account owes you. Negative balance = credit on account.
- Inactive accounts have no members but are kept because they have ledger history.
Click the receipt icon (or Ledger) to open an account's ledger.
The ledger¶
Every financial event is a ledger entry. Balances are calculated from entries, never stored separately.
Entry types¶
| Type | Effect on balance |
|---|---|
| Charge | Increases what is owed |
| Payment | Reduces what is owed |
| Credit | Reduces what is owed (not a payment) |
| Refund | Reduces what is owed |
| Adjustment | Manual correction, positive or negative |
Status¶
| Status | Meaning |
|---|---|
| Posted | Counts towards the balance |
| Pending | Recorded but not counted yet |
| Voided | Reversed and excluded, kept for audit |
Entries are never deleted. Mistakes are voided.
Where entries come from¶
- Recurring billing, prepaid assignment and completed usage-based sessions create charges automatically.
- Add Manual Entry lets you record payments, charges, credits, refunds and adjustments. Choose a type, amount, description, date, optionally a member, and notes. For adjustments, choose whether it increases or decreases the balance owed.
Voiding¶
Only manual entries can be voided (bin icon). You must give a reason (up to 100 characters), which is stored in the audit trail. Voiding cannot be undone. To reverse an automatic charge, post an offsetting credit or refund.
Period filter¶
Choose Last 3 Months, Current Month, Previous Month, Year to Date, Full Account History or Custom Range. Opening and closing balances are always correct for the window chosen.
Statements¶
Preview and print¶
Print Statement opens a preview for the selected period. Printing an unsaved statement puts a PREVIEW watermark on the page.
Saving a statement¶
Save Statement locks the balances and lines into a numbered record such as ST-26-0001 (year and per-organization sequence, resetting each year).
- Saved statements cannot be edited or deleted, only re-printed.
- Later voids or adjustments never change an already issued statement.
- Payment reference defaults to the account code (or your custom template). You can override it and add notes for that statement only.
- If a saved statement already overlaps the period you are saving, you are asked to confirm.
Find saved statements under Issued Statements on the ledger page and choose View.
What appears on a statement¶
Your organization name and address, the account's bill-to details and primary contacts, period, opening balance, every transaction with running balance, totals, closing balance, payment reference, notes and your footer note. Configure the address and footer in Organization settings & team.
Good practice¶
- Record payments promptly with the transaction date the money arrived.
- Use notes for bank references.
- Issue statements at a consistent time each month (previous month is a common choice).