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The bookkeeping statements and your accountant
By the end of this article you will be able to pull the three statements an accountant asks for, on the basis they file on, and get them out of the app.
Reports › Finance › Bookkeeping reads the ledger the app keeps for you on every plan. Viewing it is a Pro and Business feature; on Starter the page shows Bookkeeping is a Pro plan feature with Upgrade to Pro, and your full history is there when you do.
Set the basis and the dates
- Under Filters, Accounting basis offers Accrual and Cash. It starts on your saved default and the note beneath says so; switching it changes this view only.
- Set From and To for the profit and loss. The page opens on the current month.
- Turn on Compare with another period to add a second column. The second range starts as the period of the same length just before yours and can be changed.
- As of is the single date the A/R aging and the trial balance are drawn at. It defaults to the end of your range.
- Refresh reloads all three.
The three statements
- Profit & Loss lists each account with activity under Income, Cost of Sales, Expenses, Other Income and Other Expenses, with a subtotal per section, then Total income, Total expenses and Net profit. On a cash basis, an Unapplied customer payments row holds deposits and overpayments received in the period that no invoice has claimed yet — cash that arrived is income on that basis, so it is included. The chip in the card’s header names the basis the figures were prepared on.
- A/R Aging shows what each customer still owes, bucketed as Current, 1–30 days, 31–60 days, 61–90 days and 90+ days, with the invoice count and a Total outstanding row. It is always accrual — a receivable does not exist on a cash basis — and the header says so.
- Trial Balance lists every account’s Code, Account, Type, Debit and Credit with the Totals row and a Balanced chip. A ledger that does not balance shows the difference instead and asks you to contact support: balance is enforced when entries are written, so a gap points at something outside the app. On a cash basis only income and expense accounts appear.
- Each card’s header also shows Open period, or that the books are closed through a date, once you have closed a period under Settings › Accounting › Chart of Accounts.
Get the statements to your accountant
- Ask which basis they file on, and set it as your default under Settings › Accounting › Chart of Accounts — the Accounting basis card. Every revenue figure and statement then starts on that basis, and the tax report’s revenue does too.
- Set the period they asked for and click Export P&L, Export aging and Export trial balance. Each downloads a CSV built from the same figures on screen, named with the basis and dates it covers, and opens in any spreadsheet.
- Attach the files to an email. The app does not send statements itself, and there is no accountant login.
- If your accountant works in QuickBooks and you are on the Business plan, connect it under Settings › Accounting › QuickBooks so your entries flow there. You can then turn on the switch that hides the bookkeeping views here if you want one set of books to read; this page shows Your bookkeeping views are turned off with Open QuickBooks settings until you turn it back off, and the ledger keeps recording either way.
Good to know
- Cash and accrual disagree by design. They read the same entries and differ on when revenue exists, so the same month gives two legitimate net-profit figures. Always read the basis chip before quoting a number.
- Who can see it. Admin, Accounting, Manager and Viewer roles can view reports. Changing the saved basis needs settings edit rights, which only Admin has; closing the books needs accounts edit rights, which Admin and Accounting have.
- A closed period is final. Entries dated on or before the close date are refused, so the statements for a closed period cannot change underneath a return you already filed.