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

Organize 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

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. Set the customer, line items, and schedule (e.g. monthly on the 1st)
2. Mployr generates each invoice automatically on schedule

Recurring Bills

1. Set up the supplier, items, and schedule
2. Bills are generated automatically so nothing is missed

Bank Accounts

Adding Bank Accounts

1. Enter:

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

Bank Feeds (If Supported)

1. Connect to your bank
2. Transactions import automatically
3. Match to invoices/bills
4. Reconcile daily

Connecting via Xero

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

1. Authorise the connection to your Xero organisation
2. Once connected, bank transactions flow through for matching and reconciliation

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 Reconciliation

1. Open bank account

1. Enter statement balance
2. Match transactions:

1. Complete when balanced

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:

BAS Preparation

1. Select reporting period

1. Review:

• GST on sales (1A)
• GST on purchases (1B)
• Net GST payable/refundable

1. Finalize 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

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
3. Close final period
4. Generate year-end reports
5. 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). After correcting any miscoded transactions, go to Accounting > BAS, reselect the period and click Calculate BAS again before lodging.

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