Managing Accounting and Finances in FlexBookz

Introduction

The Accounting Dashboard in FlexBookz centralizes your salon or spa financials so you can track income, expenses, VAT, taxes, and pending payments in one place. This guide explains how the accounting features work, provides step-by-step instructions for common tasks, and includes practical examples and troubleshooting tips to help you keep your business finances accurate and audit-ready.

How it Works

FlexBookz automatically records revenue from completed appointments and POS transactions. You can also add manual records for walk-ins, supplier invoices, and other expenses. The system summarizes totals, calculates VAT where applicable, and groups transactions by category, employee, location, or service so you can analyze performance over any date range.

Key behaviors to be aware of:

• Automatic Revenue: Bookings marked as completed and paid (online or via POS) are added to revenue totals.

• Manual Entries: Use the Expenses and Manual Revenue screens to add cash transactions, supplier bills, or corrections.

• VAT Handling: VAT can be applied on services and expenses; VAT collected and VAT paid are tracked separately for reporting.

• Exports & Reports: Generate exports (Excel/CSV/PDF) and schedule recurring reports for accounting or tax filing.

Step-by-Step Guide

1. Adding an Expense

1. Go to Accounting → Dashboard.

2. Click + Add Expense (top-right).

3. Complete the form:

   • Date: Date the expense occurred.

   • Category: Select category (e.g., Supplies, Rent, Marketing).

   • Description: Short description (e.g., "Professional hair color – May").

   • Amount: Enter the gross amount in your currency.

   • Supplier: Optional vendor name.

   • Invoice Number: Add a reference for audit trails.

   • Tax Deductible: Toggle if the expense is tax-deductible (used in VAT/tax reports).

   • Attach Receipt: (Optional) Upload a file or photo of the invoice/receipt.

4. Click Create Expense. The expense appears in Expenses and reduces net profit for the selected period.

2. Recording Manual Revenue (Walk-ins & Cash)

1. Navigate to Accounting → Financial Management > Manual Revenue.

2. Click + Add Revenue and enter:

   • Date, Amount, Service (or Other), Payment Method (cash/card), and Staff if applicable.

   • Mark Reconcilable if this will be matched against a bank or cash deposit later.

3. Save to include it in revenue totals and staff/service breakdowns.

3. Reconciling Payments

1. Open Accounting → Bank Reconciliation.

2. Upload or import your bank statement (CSV) and map columns to the system fields. Example CSV snippet:

   Date,Description,Amount,Currency
   2025-09-01,Deposit from POS,120.00,EUR
   2025-09-02,Supplier payment,-45.00,EUR
       

3. Match imported lines to recorded transactions (expenses/revenue). Unmatched lines can be added as new records or marked as transfers.

4. Finalize reconciliation to mark transactions as cleared and update your cash/bank balances.

4. Generating Financial Reports

1. Go to Accounting → Reports.

2. Select a report type:

   • Monthly Summary — revenue, expenses, net profit.

   • Revenue by Employee — commissions and performance.

   • Revenue by Service — which services generate most income.

   • VAT Report — VAT collected and recoverable VAT.

   • Expense Report — detailed supplier and category breakdown.

3. Choose date range and filters (location, staff, category).

4. Click Export to Excel or Export to PDF. Use CSV to import into external accounting tools.

5. Setting VAT Rates and Tax Options

1. Open Settings → Taxes & VAT.

2. Add or edit VAT rates (e.g., 21% standard, 6% reduced) and specify whether rates apply to services, retail items, or both.

3. When creating services or products, assign the appropriate VAT rate so VAT is calculated automatically on sales and included in reports.

Practical Examples & Use Cases

• Monthly VAT Filing: Use the VAT Report for the quarter, check the VAT collected and VAT paid totals, then export to CSV for your accountant.

• Payroll & Commissions: Run Revenue by Employee for the month to calculate commission-based pay and spot top-performers for incentives.

• Cash Flow Check: Reconcile weekly bank deposits against POS revenue to catch missing or duplicated transactions quickly.

Tips & Best Practices

• Record expenses as soon as they occur so monthly reports reflect true costs.

• Assign clear categories to expenses (e.g., Rent, Utilities, Supplies) to simplify tax deductions and analytics.

• Reconcile bank statements at least once a week to detect discrepancies early.

• Attach receipts and invoices to each expense to maintain an auditable trail.

• Use consistent invoice numbering and supplier names to avoid duplicates.

Regular reconciliation and disciplined categorization reduce errors and save time during tax filing and audits.

Troubleshooting

• No data showing: Verify the selected date range and filters. Ensure that transactions were created and not archived.

• Totals don’t match bank statement: Check for un-reconciled transactions, pending refunds, or deposits not yet recorded. Run the bank reconciliation to find unmatched entries.

• VAT values incorrect: Confirm the VAT rate assigned to services/products and that the expense was marked correctly as VAT-applicable or tax-deductible.

• Export file missing columns: Make sure the report type and filters are set before exporting; refresh your browser if the export button is disabled.

• Duplicate transactions: Use the search and filter tools to find duplicates and delete or merge incorrect entries.

If you need step-by-step assistance or encounter complex accounting scenarios, contact your accountant or reach out to FlexBookz Support via /support.