In this article, you will learn everything you need to know about managing PRODUCTS, FINANCIAL & PAYMENTS for USA Based Customers using NO ACCOUNTING INTEGRATION
The training consists of two parts.
Part 1 - Setup Video - Admin Users Only
How do I start the USA setup without an accounting integration?
To begin the setup for a US-based entity without an accounting integration, you first need to ensure your company profile is correctly configured. You will navigate to the settings area and select the 'No Accounting Integration' option to manage your finances directly within the platform.
💡 Action Steps
Navigate to Settings
Select Company Profile
Choose 'No Accounting Integration' from the integration options
How do I configure my company details and currency?
You need to fill in your specific company information, including your legal entity name and address. Since you are setting this up for the USA, ensure your currency is set to USD. This ensures that all financial documents and reports generated will reflect the correct currency symbol and formatting.
💡 Action Steps
Enter Legal Entity Name
Input Company Address
Set Currency to USD
What tax settings are required for US users?
Because you aren't pulling tax rates from an accounting system like QuickBooks or Xero, you have to manually define your sales tax rates. You'll go into the Tax Rates section and add the specific state and local taxes that apply to your business operations.
💡 Action Steps
Go to the Tax Rates section
Click on Add New Tax Rate
Enter the Tax Name and Percentage
How do I set up the Chart of Accounts manually?
Without an integration, you'll need to create a basic Chart of Accounts to track your revenue and expenses. You should add accounts for Sales, Services, and any specific category you need for your financial reporting. Click 'Add Account', give it a name, and assign it a category type.
💡 Action Steps
Access the Chart of Accounts menu
Click Add Account
Define Account Name and Type
How do I define payment terms and methods?
You need to specify how and when you expect to be paid. Set your default payment terms, such as Net 30 or Due on Receipt. You can also list the payment methods you accept, such as ACH or Credit Card, so this information appears on your outgoing invoices.
💡 Action Steps
Navigate to Payment Settings
Set Default Payment Terms
Enable accepted Payment Methods
What are the default invoice settings?
To ensure your invoices look professional, you should configure your invoice prefixes and starting numbers. You can add a prefix like 'INV-' and set the starting number to 1001 or whatever your previous system left off at. Make sure to upload your logo and add any footer notes or terms and conditions.
💡 Action Steps
Set Invoice Prefix
Enter Starting Invoice Number
Upload Company Logo
Save Footer Notes
How do I manage users and permissions?
Now that the financial foundation is set, you should invite your team members. Go to the User Management section, enter their email addresses, and assign them specific roles. You can limit access so that only authorized users can see the financial data you just configured.
💡 Action Steps
Go to User Management
Click Invite User
Assign Roles and Permissions
How do I verify the setup is complete?
Before you start processing transactions, run a quick test by creating a draft invoice. Look at the tax calculation, the currency formatting, and the payment instructions to ensure everything appears exactly as intended for your US-based clients.
💡 Action Steps
Create a test Draft Invoice
Verify Tax Calculations
Review Document Layout
Part 2 - Managing Bookings Video - All Users
This guide explains how to manage bookings and financial records manually when you do not have an integrated accounting system. It covers the end-to-end process from creating a booking to final reconciliation.
What does a non-integrated workflow look like?
When you are not using an integrated accounting system, you will manually manage the link between your bookings and your financial records. This means you will handle the invoicing and payment tracking directly within the platform without an automatic data sync to external software.
💡 Action Steps
Navigate to the Bookings module
Verify your system settings for manual accounting
How do I create a new booking?
To start, you need to create a booking by selecting the client and the specific services they require. Since there is no accounting integration, ensure all line items, quantities, and rates are entered accurately as these will form the basis of your manual invoice.
💡 Action Steps
Click on New Booking
Select a Client from the dropdown
Add service line items
Enter quantities and unit prices
How do I generate an invoice manually?
Once the booking details are finalized, you will generate the invoice document. You can preview the invoice to ensure the layout and totals are correct before you commit the record to your internal ledger.
💡 Action Steps
Select the Generate Invoice button
Preview the document for errors
Save or Download the PDF
How do I record a payment received from a customer?
Because the system doesn't talk to your bank, you must manually record when a payment is received. You'll go into the specific booking or invoice and enter the payment amount, the date it was received, and the method used.
💡 Action Steps
Open the relevant Invoice
Click on Record Payment
Enter the Amount received
Select the Payment Method
Save the transaction
How do I manage partial payments?
If a customer only pays a portion of the total, you can record that partial amount. The system will track the remaining balance automatically so you know exactly what is still outstanding on that specific booking.
💡 Action Steps
Enter the partial amount in the payment field
Check the Balance Due update on the dashboard
How do I handle refunds without integration?
To process a refund, you need to record a negative payment or a credit note. Since there is no direct link to a merchant processor or bank, this step is vital for keeping your internal reporting accurate.
💡 Action Steps
Navigate to the Payments tab
Issue a Credit Note or record a Refund amount
Update the status of the booking
How do I view my financial reports?
You can still run financial reports even without an integration. You'll use the built-in reporting tools to see your total sales, taxes collected, and outstanding receivables based on the data you've manually entered.
💡 Action Steps
Go to the Reports menu
Select Sales Summary or Aging Report
Filter by date range
How do I reconcile my manual entries?
At the end of your period, you should compare your manual entries in the system against your actual bank statements. This ensures that every booking you've marked as paid matches the real-world cash flow.
💡 Action Steps
Export the Transaction List
Compare totals against your bank statement
Adjust any discrepancies manually