Getting Started

Here you’ll discover how easy it is to get started with Beeswax.


In this Getting Started section you'll learn how to:

  • Create a User
  • Set up your Beeswax Account (Company File)
  • Add your Logo
  • Update your Company information such as address and payment terms
  • Add Items (e.g. your services and rates)
  • Update your Chart of Accounts (e.g. Cheque Account Details)
  • Invite Users

We'll also cover some optional things that you might like to do if migrating from another accounting system:

  1. Adding Opening Balances to match your existing Chart of Accounts
  2. Entering any outstanding Invoices or Expenses that still require payment so that you can track them in Beeswax.
Attention XERO Users

If you currently use XERO then you can continue to manage your accounts in Xero by setting up the integration to you XERO Account. This you'll find under Settings / Connected Apps. You will be able to choose a time that suits you to transition completely to Beeswax. For instance, at the end of a financial quarter or financial year.

Create a User


Firstly, you'll need a Beeswax User before you can do anything. You will be prompted to create a Beeswax User when you click on the Free Trial button in the navigation.

What if I already have a Beeswax User?

If you've received an invitation to Beeswax (and have also accepted the invitation) then you will already have a Beeswax User . This will have been created the moment you set your password.
If this is the case then you’ll simply need to sign in to Beeswax and go to the Launch Pad where you’ll be able to create an Account of your own by clicking on the Create Account button.

If you’re not sure if you have a Beeswax User then you can try to reset your password. From the sign in screen you can click on the Forgot Password text / button under the password field. You’ll be taken to a form where you will be required to enter your email address. An email will be sent to you with a reset password link if you have a User otherwise the system will let you know that no User exists with that email.


When you click on the Free Trial button you will be taken to a form where you will be asked to enter some User details. When done click on the Let's Go button.


An email will be sent to you once you've successfully completed the form. The email will look like the one below. Click on the Activate Account button. This will immediately Activate your account and you will be taken back to the sign in page. Use the email and password to sign into Beeswax


Once you've signed in you'll be taken to the Account set up Wizard.

Note that you can have as many Beeswax Accounts as you like.  As in each Beeswax Account relates to a specific business or company each with their own subscription and plan. In other words, having a Beeswax User is free but having an Account requires a subscription.

Setting up your Beeswax Account

When you log in you will need to run through a 3 step setup wizard where you will be required to add or confirm a few important pieces of information about your Company.

  1. Your Country (for currency and tax terminology purposes)
  2. Financial Year
  3. Company Name

After you've completed the Setup Wizard your Beeswax account will be created and you will have the following things set up for you:

  • Your first Project
  • Your Company (under Companies & People)
  • Some starter Items (things you Sell and / or Buy)
  • Chart of Accounts, which includes a Bank Account (Asset Account) and Credit Card Account (Liability Account)

Now technically you can just go for it and start using Beeswax without any further set up but you will more than likely wish to update or add a few things first.

Add your Logo

Upload your company logo so that you can brand your documents. This will appear on all documents, such as Invoices and Quotes, etc. While it makes sense to upload your logo for branding purposes you don't have to upload one. Your company name will still appear on all your Invoices and Quotes.

Your Logo will appear on the documents that you send to clients or suppliers. Such as Invoices, Quotes, Expenses and Statements.


Go to Settings / Preferences under the main menu. Here you will see at the top a Choose File button.


Select the PNG or JPG logo file and remember to click on the Save button at the bottom of the page. You may have to scroll down to see it.

Your logo should be no more than 500 pixels wide and no more than 200 pixels high depending on the aspect ratio. Ideally it will have a transparent (PNG) or white background (JPG). There isn't any point making it too large as it will be reduced in size to fit in the various places that it will be displayed. It should be in either a PNG or JPG format.

Update your Company information

You will need to add you company details in order form them to appear on your Invoices and Quotes.


Go to your Company details page. You do this by using the main navigation on the left hand side and clicking on Companies & People.


This is where all the Companies that you create will appear. Given you're doing this for the first time you will only see your own Company. Click on the name to take you to the Company details page.


To update the details such as address and phone number, click on the Pencil icon next to your Company name.


This will bring up a sidebar window where you can update any or all the details you like for your Company.

In certain countries like Australia, if you operate a company it is important to include your ABN (Australian Business Number) on all Invoices. In fact it is a legal requirement, which means you will need to add this to your Company details so that it appears on all your Invoices.

Add Items

Add Items specific to your business. These will be the Services or Products that your business sells and / or buys. Think of these as mini Line Item templates. They are essentially the building blocks of your Quotes, Invoices and Expenses.

Go to know:
Users who are assigned the Manager role are assumed not to know anything about Tax or Accounting. Therefore these users are not able to change the Tax or Account allocation on Line Items when preparing Quotes, Invoices or Expenses. In other words, each Line Item will use the Items default Tax and Account. Owners, Super Admins and Accountant users can however change these defaults if necessary. Although that kinda defeats the purpose of setting Items up in the first place. In any case, it's important to get this right. You should consult your Accountant or your Book Keeper if you're not sure what Tax or Account allocation each Item should be assigned to.
Learn more about Items here

Update your Chart of Accounts (e.g. Cheque Account Details)

An initial Chart of Accounts are created for you as a starting point.

You will want to work with your Accountant or Book Keeping to determine what additional Accounts, if any, you wish to add, remove or change. These will not only be specific to your business but every Accountant or Book Keeper will have their own thoughts as to what your Chart of Accounts should look like.

You can find your Chart of Account under Money in the main menu.

Of course you will want to get paid so it probably makes sense to update your Bank Account details. You’ll want to add the BSB and Account Number plus perhaps update the Bank Account name. These details appear on your Invoices so make sure you add these before you send your first Invoice.

We don't provide a means by which your invoices can be paid online. We believe the fees charged by the card vendors and the payment gateways are simply too high for this to be necessary for the type of businesses using Beeswax. Beeswax businesses are likely to be invoicing reasonably significant amounts at a time and it doesn't make send to give up to 5% of an invoice just so you can get paid. Wouldn't you rather keep that money.

Also the US there is no such things as a Bank to Bank transfer. Well there is but it's called a "Wire transfer" and it's surprisingly expensive. Unlike Australia and other countries where bank to bank transfers are free, the US still charge up to US$35 to do a Bank to Bank (wire) transfer. Cheques are still being used heavily as a result.

Some other things that you should probably do early on:

  1. While you don’t technically need to upload your Company Logo it’s probably something you will want to do from a branding perspective (We recommend uploading a good quality JPEG or PNG that is at least 500 pixels wide) this will appear on your Quotes and Invoices as well as your Launch Pad.

Invite Users

You may also want to invite other Users into Beeswax but before you do you should get a handle on User Roles and how they work in Beeswax. You can find out more about Roles here.

They are reasonably self explanatory and there aren’t that many of them (by design) however there are a few specific limitations that restrict certain Users from being able to see or do things in Beeswax. Mostly related to Money, so it is worth knowing how Roles work.

Things to consider when migrating from another system:

  1. Next Numbers under Settings should probably be updated for your Quotes, Invoices and Expenses. Either follow on from your old system or start a completely new sequence to differentiate them.
  2. Beeswax gives you a very basic but sufficient Chart of Accounts to start with. In many cases this will be perfectly fine to get going however you or your accountant might have other necessary accounts that need to be added for continuity purposes differently or you might like to take the opportunity to do a bit of housekeeping and create a fresh set of accounts. Or simply add the your old favorites. It’s up to you.
  3. Determine a Transition Date (the date you’ll start using Beeswax for accounting purposes) and get Closing Balances from your old accounting system. Enter these into the Opening Balances in your Chart of Accounts.
  4. If you have Outstanding Invoices you probably will want to bring these across so that you can begin reconciling your Bank Accounts from teh Transition Date.

Let's look at each Role


AKA: The Boss

This is the Owner of the Account and more often than not they are also the Owner of the business. The business Owner should obviously see everything so of course they have Full Access to all parts of the application but importantly they are unique in that they are the ones who are responsible for managing the Beeswax Subscription and associated Plan.
It's likely they have a business partner or a dedicated senior staff member who needs to be able to see and do all the same things that the Owner can. That's what the Super
Admin Role which we get to next.

Super Admin

Business Partner or a Senior Employee

The Super Admin User also has Full Access to everything however they don’t have access to the Subscription but that’s all. These are usually Partners in the business or Senior Employees who need to see and control everything in the Business. Warts and all!


Production Manager or Account Manager

The Manager Role is generally the person who takes care of the day to day running of Projects, and oversees Tasks.
This Role would be for a Production Manager,  Studio Manager or Account Manager for instance.
They generally don’t get involved in Payroll financial reports and as such are not expected to know anything about Accounting or Tax related matters.

Of course these things aren’t necessarily that difficult to understand, however,  so as to avoid the potential pitfalls associated with incorrectly allocated transaction Accounts and / or Taxes we have chosen to limit this Users access and control over such things.
So, while Manager can create Quotes, Expenses and  Invoices, they can’t change the Transaction Account and Tax when working on any of these documents. While Managers can create Quotes, Expenses and  Invoices, they can’t change the Transaction Account allocation nor the Tax Allocation when the are preparing any

These are defined by the Items that make up these documents and are therefore meant to be set up specifically by someone with this knowledge such as your Bookkeeper or Accountant.


Your Accountant (obviously) or your Bookkeeper

This Accountant Role is obviously for the Accountant or Bookkeeper who need access to all things Money. They essentially have full access to the entire system with the exception of being able to manage the subscription.


A User who primarily works on Tasks

This Accountant Role is obviously for the Accountant or Bookkeeper who need access to all things Money. They essentially have full access to the entire system with the exception of being able to manage the subscription.


External Resource

This is someone who usually is a freelancer that needs access to Tasks but not much more. They have a similar level of access as the Basic User but we've included this for future use.


The Client

Someone who probably would like to get access to all your stuff but really you only want them to see things you want them to see. Like outstanding invoices and access to Files you share with them but apart from this you don't really need much more.

Super Admin



Companies & People


The businesses you work with every day


Just like the ones in your phone only it's for everyone in your business


Users are those people you wish to invite into your account to do something



The Services you Sell or the things you Buy


Templates will save you heaps of time

Bank Reconciliation

Bank reconciliation or statement check

Bank Import

Import your Bank CSV file to allocate transactions


Used to automate the generation and sending of regular invoices

Bank Transfers

Move money from one bank account to another

Manual Journal

Need to fudge something. That's the only reason you should be here

Chart of Accounts

The heart of any accounting system



Reports...the ones you need and non you don't

Who Owes Me

See at a glance your Accounts Receivables

What I Owe

Your Accounts Payable Report

General Ledger

The report you accountant needs

Profit & Loss

Perhaps the most important report for any business

Tax Report getting out of it


Logging time is easy in Beeswax


A list of all outstanding Invoices



Manage your Plan under the Subscription page


Companies exist for two main reasons:

  • Assigning Projects & other related things
  • Grouping Contacts and Users

1. Assigning – Projects and other related things




Most things in Beeswax, like Projects, Quotes or Invoices, need to be assigned to a Company. These things can’t be assigned to a specific User or Contact.

Why? Because small businesses, those businesses that Beeswax is specifically built for, generally work with and provide services to other businesses rather than individuals or customers. In other words, we think of Beeswax as being a B2B application rather than a B2C. It’s one of the key assumptions we’ve made when building Beeswax.

Remember a Quote or Invoice is technically a legal document that relates to the obligations that your business has to another party. And therefore the name of the other party, which is usually a business, should be stated specifically. Of course you will have a contact who will receive documents from you but they are still technically representing the third party and are usually not themselves obligated to fulfil their financial obligations to pay you.
It’s the company or business they represent. When they leave the company still owes you money.However, while we think of these entities as Companies, it’s not to say that a Company can’t be something else. That’s for you to decide.In any case just remember that Projects, Invoices, Quotes and Expenses are all allocated to this idea, this entity, this concept, that we call a Company.

2. Grouping Contacts & Users





It’s the way Beeswax groups or organises Users and Contacts. We think it makes sense to keep all Users and Contacts under the specific Company that they are associated with.