Ledger

Overview

The Ledger provides a complete view of your account's financial data using double-entry bookkeeping. It includes a general ledger, balance sheet, profit and loss report, and trial balance.

Key characteristics:

• Double-entry — Every transaction has a debit and credit side, ensuring your books always balance.
• Chart of accounts — A structured list of transaction accounts grouped by type (assets, expenses, income, loans, transfers).
• Multiple reports — Balance sheet, profit and loss, trial balance, and detailed ledger views.
• Accounting basis — Reports can be generated on either a cash or accrual basis.
• Date filtering — All reports support custom date ranges, with financial year detection.
• CSV export — Ledger data can be exported to CSV.

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Chart of Accounts

Transaction accounts form your chart of accounts. Each account belongs to one of the following types:

Account Type	Purpose	Examples
Asset	Things you own or are owed	Bank accounts, cash, trade debtors
Expense	Costs of doing business	Office supplies, wages, rent
Income	Revenue earned	Sales, consulting fees, interest
Loan	Money you owe	Credit cards, loans, trade creditors
Transfer	Internal fund movements	Inter-company transfers, clearing accounts
Equity	Ownership and retained balances	Opening Balance Equity, Owner's drawings, Retained Earnings

Bank Accounts

Asset accounts can be marked as bank accounts. Bank accounts:

• Appear in bank reconciliation
• Can receive bank statement imports
• Track opening balances
• Store BSB and account number details

System Accounts

Some accounts are created automatically by the system and cannot be deleted:

• Trade Debtors — Tracks money owed to you by customers
• Trade Creditors — Tracks money you owe to suppliers
• Sales Tax Collected — sales tax collected from customers on invoices
• Sales Tax Paid — sales tax paid to suppliers on expenses

Managing Accounts

• Create new accounts from the ledger page.
• Edit account names, descriptions, and opening balances.
• Deactivate accounts you no longer use (they remain in historical reports).
• Reallocate all transactions from one account to another before deletion.
• System accounts can have their opening balance edited but cannot be deleted or renamed.

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General Ledger

The general ledger shows all transactions for selected accounts within a date range.

Viewing the Ledger

1. Select one or more transaction accounts.
2. Choose a date range.
3. View individual debit and credit entries with running balances.

Each ledger entry shows:

• The date of the transaction
• A description linking back to the source document (invoice, expense, payment, etc.)
• The debit or credit amount
• The running balance for that account

CSV Export

The general ledger can be exported to CSV for use in external accounting software or spreadsheets.

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Balance Sheet

The balance sheet shows the financial position of your business at a specific point in time.

Sections

Section	Description
Assets	What the business owns (bank accounts, receivables, equipment)
Liabilities	What the business owes (loans, credit cards, payables)
Equity	The residual value (Assets minus Liabilities)

The balance sheet follows the accounting equation: Assets = Liabilities + Equity.

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Profit & Loss

The profit and loss report (also called an income statement) shows income earned and expenses incurred over a period.

Sections

Section	Description
Income	Revenue from all income accounts
Expenses	Costs from all expense accounts
Profit / Loss	The difference (Income minus Expenses)

Accounting Basis

The profit and loss report can be generated on either basis:

• Accrual — Revenue and expenses are recognised when invoices and expenses are issued, regardless of when payment is received.
• Cash — Revenue and expenses are recognised only when payment is actually received or made.

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Trial Balance

The trial balance lists all accounts with their debit and credit totals for a given period. It is used to verify that total debits equal total credits.

Columns

Column	Description
Account	The transaction account name
Opening Balance	Balance at the start of the period
Debits	Total debits during the period
Credits	Total credits during the period
Running Balance	Closing balance for the period

Accounts are grouped by type (asset, loan, expense, income, transfer) with subtotals for each group.

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Account Lock Date

The lock date is a hard stop for the whole ledger up to a day you choose — the same idea as Xero's lock date. Set it under Company Settings → Accounting → Lock Date once a period has been lodged or handed to your accountant, using the last day of that period.

Everything dated on or before the lock date is read-only:

• Finalised invoices, expenses, refunds and manual journals cannot be edited, deleted or voided.
• Payments dated in the period cannot be recorded, re-dated or deleted.
• Nothing new can be finalised into the period — a draft dated on or before the lock date is refused at finalise, with a message naming the lock date.
• Payments dated after the lock date may still settle an older invoice or bill; only the payment's own date matters.

Drafts and quotes are not affected. The API enforces the same rules. Clear the field to unlock. Only the account owner and super admins can change it.

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Raw Journal Entries

Raw journal entries allow you to record manual adjustments directly in the ledger without creating an invoice or expense.

When to Use

• Year-end adjustments
• Opening balance corrections
• Inter-account transfers not covered by bank transfers
• Depreciation entries
• Any manual double-entry adjustment

Requirements

• Every raw journal entry must balance — total debits must equal total credits.
• Each line must have either a debit or a credit amount, not both.

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Permissions by Role

Action	Owner	Super Admin	Manager	Accountant	Basic	Client
View ledger reports	Yes	Yes	No	Yes	No	No
Manage transaction accounts	Yes	Yes	No	Yes	No	No
Create raw journal entries	Yes	Yes	No	Yes	No	No
Export ledger to CSV	Yes	Yes	No	Yes	No	No

Basic Plus follows Basic for the actions in this table; its extra access is to account-wide tasks and read-only projects. See Roles.

Key Notes

• Managers cannot access the ledger, raw journal entries, or transaction accounts.
• Accountants have full access to all ledger and accounting features.
• Ledger access is included with every paid plan and during the trial.
• Basic users, Contractors, and Clients cannot access any ledger features.