Accounting

Manage your finances, invoicing, bills, and compliance reporting.

Overview

The Accounting module includes:

• Chart of Accounts
• Customer invoicing
• Supplier bills
• Bank reconciliation
• Expense claims
• GST/BAS reporting
• Financial reports

Accounting Dashboard

View key financial metrics:

• Bank account balances
• Outstanding invoices (receivables)
• Unpaid bills (payables)
• Cash flow summary
• GST obligations

Chart of Accounts

Understanding Account Types

Creating an Account

1. Enter:

• Account name
• Account code
• Account type
• GST treatment

• Description

1. Save the account

Account Hierarchy

Organise accounts with:

• Parent accounts (headers)
• Sub-accounts for detail
• Consistent numbering convention

Customers and Invoicing

Adding a Customer

1. Enter:

• Customer name
• Contact details
• Billing address
• Payment terms
• Default accounts

Creating an Invoice

1. Select customer
2. Add line items:

• Description
• Quantity
• Unit price
• GST treatment
• Account

1. Review totals
2. Save or send

Line items can be pulled straight from your Products, Services & Inventory catalogue, so the price and tax treatment carry across automatically.

Invoice Status

Sending Invoices

Invoices are emailed from Mployr using your own business email account (see the Email guide), so they arrive from your domain rather than a generic sender. Each invoice carries a secure view link the customer can open in a browser without an account, which is also how "Viewed" is tracked. Overdue invoices can chase themselves with automatic reminders.

Recording Payments

1. Open the invoice

1. Enter:

• Payment date
• Amount
• Payment method
• Bank account

1. Save payment

Customer Statements

1. Go to customer profile

1. Select date range
2. View or send statement

Suppliers and Bills

Adding a Supplier

1. Enter supplier details
2. Set payment terms
3. Configure default accounts

Recording a Bill

1. Select supplier
2. Enter:

• Bill number
• Bill date
• Due date
• Line items

1. Save the bill

Bill Workflow

Paying Bills

1. Open approved bill

1. Enter payment details
2. Or use batch payment

Credit Notes

Issue a credit note to reduce or refund an invoice (returns, adjustments, goodwill):

1. Select the customer and, if relevant, the invoice it relates to
2. Add the line items being credited
3. Save - the credit can be applied against outstanding invoices or refunded

Purchase Orders

Raise a purchase order to commit to a supplier before the bill arrives:

1. Select the supplier and add the items and quantities
2. Send the PO to the supplier

Recurring Invoices and Bills

Automate transactions that repeat on a schedule - retainers, subscriptions, rent:

Recurring Invoices

1. Mployr generates each invoice on schedule

Recurring Bills

1. Set up the supplier, items, and schedule (including 4-weekly)
2. Bills are generated automatically so nothing is missed

If you set up a recurring item with a start date in the past, Mployr asks what to do about the periods already gone by rather than silently skipping or flooding you with back-dated documents. The next run date is never left in the past.

Bank Accounts

Adding Bank Accounts

1. Enter:

• Account name
• Account number
• Bank name
• Currency
• Linked GL account

Getting transactions in

There is no direct bank feed yet. Mployr cannot connect to your bank and

pull transactions on its own. There are two ways in, both real:

flow through with the rest of your accounting data. See Connecting via Xero

below.

1. Upload the CSV or OFX your bank gives you
2. Match the imported transactions to invoices and bills, and reconcile

Connecting via Xero

Mployr can connect to Xero to bring in your bank feeds and keep accounting data in sync:

1. Once connected, bank transactions flow through for matching and reconciliation

Imported data is held separately from your own records rather than being merged on arrival. You can diff what Xero holds against what Mployr holds, see exactly where they disagree, and apply the changes you want - so an import can't quietly overwrite your figures. Bills imported from Xero post to the general ledger, and the control accounts they need are created automatically if they don't exist.

Importing Transactions

If you don't use a live feed, you can import a bank statement file:

1. Open the bank account

1. Upload your statement file and map the columns
2. Reconcile the imported transactions

Bank Balances

Each bank account reports two figures: its current balance (everything recorded) and its reconciled balance (everything matched off against the statement). The gap between them is your unreconciled work.

Bank Reconciliation

1. Open bank account

1. Enter statement balance
2. Match transactions:

1. Complete when balanced

Matching a transaction reconciles it in one atomic step, so a half-applied match can't leave the account out. Only one reconciliation can be in progress on an account at a time - starting a second is refused rather than silently forking the numbers. Imported statements are de-duplicated, so re-importing an overlapping file won't double up transactions. A transaction can also be voided where it should never have been there.

Expense Claims

Submitting an Expense

1. Enter expense details:

• Date and amount
• Category
• Description
• Attach receipt

1. Submit for approval

Approval Workflow

Expense Categories

Common categories:

• Travel and transport
• Meals and entertainment
• Office supplies
• Professional development
• Equipment and tools

GST and BAS

GST Codes

Configure GST treatment:

GST codes are classified by their treatment, which is what drives where a line lands on the BAS. GST on imports is treated as a creditable acquisition rather than GST-free, and GST-inclusive lines are no longer double-counted.

GST Basis

Your business reports on either a cash or accruals basis, set per business. You can change the basis at any point up until the BAS is finalised, and Mployr recalculates the worksheet on the new basis. If you're on a cash basis, the BAS warns you where figures depend on payments that haven't landed. Businesses that lodge annually rather than quarterly are supported.

BAS Preparation

1. Select reporting period - due dates follow the ATO calendar for your lodgement cycle

• G1 total sales, through to G20

• GST on sales (1A)
• GST on purchases (1B), including GST from approved expense claims
• Net GST payable/refundable

1. Finalise and lodge

BAS Lodgement

1. Review calculated BAS

1. Record lodgement confirmation

Budgets and Forecasts

Plan and monitor your finances under Accounting > Budgets:

1. Enter budgeted amounts per account

Fixed Asset Register

Track capital assets and their depreciation under Accounting > Assets:

1. Set the depreciation method and rate
2. Mployr tracks the asset's book value and accumulated depreciation over time

Assets run two schedules side by side - a book schedule for your financial statements and an ATO tax schedule for the return - so the two can legitimately differ without keeping a spreadsheet. When an asset is sold, scrapped or written off, record the disposal and Mployr works out the gain or loss and posts it.

Organise assets into categories to keep the register tidy and reporting meaningful. (For tracking equipment assigned to staff, see the Assets & Equipment guide - the fixed asset register here is the accounting view of capital assets.)

Financial Reports

These financial reports are also available alongside HR, leave, and payroll reporting in the Reports & Analytics module.

Available Reports

Profit and Loss

• Revenue and expenses
• Gross profit
• Net profit
• Period comparison

Balance Sheet

• Assets, liabilities, equity
• Current position
• Period comparison

Trial Balance

• Account balances
• Debits and credits
• Period verification

Cash Flow Statement

• Operating activities
• Investing activities
• Financing activities

GST Summary

• GST collected
• GST paid
• Net position

Running Reports

1. Select report type
2. Choose date range
3. Add filters (optional)
4. Generate report
5. Export to PDF or Excel

Journal Entries

Creating a Journal

1. Enter:

• Date
• Reference
• Description
• Debit and credit lines

1. Ensure balanced (debits = credits)
2. Post the journal

Common Journals

• Adjusting entries
• Depreciation
• Accruals and prepayments
• Error corrections

Financial Periods

Period Management

1. View financial periods
2. Close completed periods
3. Lock to prevent changes

Year-End Process

1. Review and adjust accounts
2. Process depreciation, both book and tax
3. Close final period

1. Generate year-end reports
2. Prepare for next year

Troubleshooting

My bank reconciliation won't balance

The reconciliation only completes once your matched transactions agree with the statement balance you entered. Open the bank account, click Reconcile, and re-check the statement balance you typed against your actual bank statement. Then work through each line - Match to existing records, Create new transactions, or Transfer between accounts - until the difference is zero.

A journal entry won't post

Journals must be balanced before they can be posted - total debits must equal total credits. Open the journal under Accounting > Journal Entries and check the debit and credit lines add up to the same figure before posting.

I can't edit or change a transaction in a past period

That period has likely been closed and locked. Closing a period under Accounting > Periods locks it to prevent changes. Either post the correction into an open period, or reopen the closed period if you genuinely need to amend it.

Bank transactions aren't importing from Xero

First confirm the connection is still authorised under Settings > Integrations > Xero (see the Settings guide) - if the authorisation has lapsed you'll need to reconnect to your Xero organisation. If you don't have a live feed, you can still bring transactions in by opening the bank account and using Import to upload a statement file and map the columns.

A bill can't be paid yet

Bills follow the workflow Draft → Submit → Approve → Pay. A bill must be approved before you can record a payment against it. Open the bill and move it through submission and approval first.

My BAS figures look wrong

The BAS is calculated from the GST treatment on your transactions. Check that invoices and bills use the correct GST codes (GST on Income, GST on Expenses, GST Free, Input Taxed, or Export), and that capital purchases are flagged as capital so they land in G10 rather than G11. Also check you're on the right GST basis - cash or accruals - which you can still change until the BAS is finalised. After correcting anything, reselect the period and click Calculate BAS again before lodging.

I started a reconciliation and can't start another

Only one reconciliation can be in progress on a bank account at a time. Finish or cancel the one that's open, then start again - this stops two people reconciling the same account into different answers.

An expense claim won't submit - it's asking for a receipt

The account it's coded to has Requires receipt turned on in the Chart of Accounts. Attach the receipt to the claim, or code the expense to an account that doesn't require one.

Frequently asked questions

What's the difference between a credit note and a refund?

A credit note reduces what a customer owes - issued for returns, adjustments, or goodwill under Accounting > Credit Notes. You can then either apply the credit against the customer's outstanding invoices or pay it out as a refund.

Do I have to use Xero, or can Mployr handle accounting on its own?

You don't have to. Mployr's Accounting module handles invoicing, bills, reconciliation, GST/BAS and reports on its own. Connecting Xero is optional - it brings in bank feeds and keeps data in sync if you already use it.

How do recurring invoices and bills work?

Set up the customer or supplier, line items, and a schedule (for example monthly on the 1st) under Accounting > Recurring Invoices or Recurring Bills. Mployr then generates each invoice or bill automatically on schedule so nothing is missed.

Can I bring products and prices into an invoice automatically?

Yes. Items from your Products, Services & Inventory catalogue can be added as invoice or bill line items, and their price and tax treatment carry across automatically.

How do I see who owes me money and what I owe?

The Accounting dashboard shows outstanding invoices (receivables) and unpaid bills (payables) at a glance. For aged detail, the Aged Receivables and Aged Payables reports break balances into ageing buckets - these also appear in the Reports & Analytics module.

When should I close a financial period?

Close periods monthly once you've reconciled and reviewed the accounts. Closing under Accounting > Periods and locking the period prevents accidental changes to figures you've already reported on.

Tips

• Reconcile bank accounts weekly
• Invoice promptly for better cash flow
• Review aged receivables regularly
• Keep receipts for all expenses
• Close periods monthly to prevent changes
• Back up data before year-end adjustments