Invoicing · How-to
Read profit, cash flow and tax, and send your accountant a pack
See profit and loss per location, what is already promised for the next eight weeks and the tax on your documents, and download a ZIP for your accountant.
Check you can see them
The “Profit & loss”, “Cash flow” and “Tax” tabs in Invoicing › Books appear if your role allows it; owners, admins and managers can by default.
Read the profit and loss
Pick “Whole workspace” or one location. Revenue is the money received in the period: “Sales at the till”, and “Invoices paid”, which also holds other payments such as orders and deposits. Cost of goods is what left the shelf. Then come payroll and your expenses by category, down to net profit and its margin.
Mind a missing section
If your role cannot see one part — payroll, for example — the statement names the parts it does not show and gives no net profit, rather than a figure worked out from half the picture.
Look eight weeks ahead
“Cash flow” shows, week by week, what is already promised: appointments in the diary (less their deposits) and unpaid invoices by due date, against your regular costs — rent, utilities, wages, software, taxes and bank fees — averaged over the last 90 days. It is not a forecast.
Check the tax
“Tax” lists the tax charged on your documents in the period, by rate, and the net due after the tax you entered on expenses. If your seller details are not filled in, or their tax status is not a VAT one, the tab says none of it applies.
Download the pack for your accountant
At the bottom of the “Tax” tab, under “For the accountant”, press “Download the pack”. You get a ZIP of CSV files — documents, payments, counterparties and expenses — for the chosen period. It needs a role that allows exporting.
Common questions
- Is revenue counted when I invoice or when I am paid?
When you are paid. Each payment counts in the period it arrived.
- Why does the cash flow ignore a large one-off purchase?
Only regular categories count as future costs. Equipment, repairs, marketing and other one-off spending are left out, because they do not repeat on their own.
- Can I see the statements on the phone?
Yes, if you may export invoicing. Profit & loss shows revenue, gross profit and net profit; if you cannot see salaries and payroll, it shows no total rather than a guess. Cash flow always shows the next eight weeks, whatever period you choose. The tax report and the accountant’s pack are there too; the pack downloads as a ZIP to share.
Read next
Record expenses and keep the cash book
Use the books to record what the business spends and to keep each location’s cash drawer in step.
Payroll: pay worked out from what actually happened
Build each month's pay from people's pay schemes, hours, sales and leave, check it by day or by month, then approve it and record it as paid.
Export your data
Download one kind of record as a CSV file, or prepare a ZIP of everything in your workspace.
Set up roles and permissions
Use the four ready-made roles or build your own: choose what each role may do in every module and whose records it sees.
More in Invoicing
- Invoices: bill your customers and see who owes you
- Create and send an invoice
- Change a draft invoice
- Make a quote and turn it into an invoice
- Get an invoice paid
- Correct an invoice: credit note, void or delete
- Bill the same customer on a schedule
- Close the day and issue fiscal receipts
- Invoices: questions people ask
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