The Services you Sell or the things you Buy


First things first. Beeswax is not for businesses that make or sell widgets. More specifically it’s not for businesses that need to manage inventory or manufacture products. There are plenty of systems out there for this …this is not one of them.

Beeswax has been specifically designed for businesses that sell services. And these services are more often than not charged on an hourly or daily rate. Of course there will be physical items or other resources, like an edit suite or piece of equipment that you hire out, that will inevitably be needed as part of providing these services however we'll get to that later.

Items are simply the services (or things) that you Sell and/or Buy in order to get a Project done.

The building blocks of Quotes, Invoices or Expenses.

For instance, you might have different rates for different types of Services that you offer, or you may have a different rate for Senior staff vs Junior staff.

And because you may also purchase some or all of the Services you sell, such as when you engage a freelancer or contractor, Items also have a buy amount. Of course, these amounts can be changed if needed when preparing a Quote, Invoice or Expense. However, while the Amounts can and will change the Tax and Account allocation for those Items should not. This is to ensure that the Tax and Account allocation is done correctly by Users who may not know what the correct Tax or Account should be.

This is why users with the Manager Role are not able to change the Tax or Account allocation during the preparation of an Quote, Invoice or Expense. This is only able to be changed by users with the Owner, Super Admin or Accountant role.

How are the Sell and Buy Amounts used?

This should be pretty obviously and it will be once it's explained but when you are preparing a Quote or Invoice, you are generally do so in order to make money. In other words, you expect to receive an income for the Items that you are Quoting or Invoice for. Therefore it makes sense that when you select an Item during the process of preparing a Quote or Invoice that the Item's Sell amount is used to populate the Line Item.

Conversely when you are preparing an Expense, the Item's Buy amount is used. Obviously you can alter the amount but it provides you with standard amounts that you are expecting to pay for that specific Item, be it a service or physical product.

Here’s another example. Take an creative agency that charges a different rates for different skills or disciplines. Concept development work may be charged out at a higher rate than say Graphic Design. Or you may have different levels of Designers in which case each will have a different rate.

It really comes down to the nature and structure of your business. In any case this is where you set your rates so that Producers and Managers, those responsible for preparing Quotes, Invoices and Expenses will be able to use these Rates without having to refer to another spreadsheet or table.

Items don’t have to be hourly Services. They could be daily rates or they could be physical things that you sell. It’s up to you how you use them.

Time and Materials Any?

Go luck if you can find clients willing to go down this time and materials path. It's a tough one. Clients expect a result for a specific budget and therefore it will be continually harder for companies to provide services purely based on this approach. But it still exists and certainly exist in a blend of both fix priced projects and smaller "time and materials" projects perhaps with a ceiling or cap.

If you haven't heard of the term “Time and Materials“. It refers to these two things that Items represent:

  1. Services, which relate to the time associated with the work done on a project, and
  2. Materials, which are the physical things that are needed during the course of the project, such as equipment or disposables.

The physical things might seem like products or widgets but generally speaking they are only purchased as a result of a project needing them, not because you’re in the business of selling these things. Hence no inventory management required. You just need to know how much these things cost you and how much you wish charge for them.

Here’s an example:

Take a freelance photographer. They will usually charge for their time (hourly or daily rate) but will likely also charge for equipment that is needed for the project. Perhaps something specific to the shoot that they don’t already own. In such an instance they will likely hire it. Similarly they might need disposable items, such as cardboard for a backdrop. Again it’s only purchased for this specific shoot and wouldn’t make sense for the photographer to own every possible colour needed. Plus storage would not always be possible. Also such an Item will usually will be disposed of at the end of the shoot. That’s why they’re called disposables.

Both the equipment hired and the backdrop purchased are things that will be charged back to the client. And usually these things will be marked up by a certain amount. Hence the Buy Amount and a Sell Amount for each Item. It’s up to you how much mark up you charge but this will often depend on the cost.

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.