Accounting

Overview

While Billing handles day-to-day invoicing for individual renters, Accounting gives you the big-picture view of your facility’s finances. How much have you invoiced? Collected? What’s outstanding? What do you owe in deposits and credits?

To get here: Go to Administration → Accounting.

Accounting tabs

Tab	What it shows
Overview	Yearly invoice summary — invoiced, paid, and outstanding totals
Transactions	Every financial transaction in chronological order
Security Deposits	Deposits collected, refunded, and still held
Account Credits	Credit memos issued, applied, and refunded
Bad Debt	Invoices written off as uncollectable

All tabs include a year filter (top right) to switch between the current year and previous years.

Overview tab

Three key metrics at the top:

Metric	Meaning	Color
Invoiced	Total invoices issued	Gray
Paid	Total cash collected	Green
Outstanding	Remaining unpaid balance	Orange

Below, an invoice ledger table lists every invoice for the selected year with status, amounts invoiced, paid, and outstanding. Invoices written off as bad debt show the outstanding amount with a strikethrough.

Click Export CSV to download this data for your bookkeeping software.

Transactions tab

A complete chronological record of all money-related events:

Type	Meaning	Amount sign
Invoice	Bill issued	Negative (money owed)
Payment	Cash received	Positive (money collected)
Refund	Money returned	Negative (money out)
Credit	Credit memo issued	Negative (money you owe)

Green amounts = money in. Red amounts = money out (or owed).

Security Deposits tab

Tracks all deposit activity for the year:

Metric	Meaning
Deposits Invoiced	Total deposits billed
Deposits Held	Net deposits in your possession (collections minus refunds)
Outstanding Deposits	Deposits invoiced but not yet paid

“Deposits Held” is a liability — money you may need to return when renters vacate.

The table shows individual deposit collections and refunds with amounts and status.

Account Credits tab

Tracks credit memo lifecycle:

Metric	Meaning
Credits Issued	Total credit memos created
Credits Applied	Credits used to pay invoices
Refunded to Renters	Credits cashed out
Outstanding Credit Balance	Remaining credits owed

Click any credit memo number to see full details.

Bad Debt tab

Shows invoices written off as uncollectable:

Metric	Meaning
Invoices Written Off	Number of write-offs
Original Amount	Total invoice amounts before write-off
Bad Debt Recognized	Actual loss amount

Consult your accountant about when and how to write off invoices for tax purposes.

Using accounting effectively

• Monthly review: Check the Overview tab to compare invoiced vs. paid totals
• Tax season: Use the year filter and Export CSV to pull data for your accountant
• Deposit liability: Monitor “Deposits Held” — this is money you may owe back
• Credit exposure: Watch “Outstanding Credit Balance” for credits that need resolution
• Bad debt tracking: Review write-offs quarterly to spot collection problems early

Common questions

What’s the difference between Billing and Accounting? Billing is for day-to-day invoice management (sending, collecting, crediting). Accounting is for financial summaries and reporting.

Can I edit transactions? No. Transactions are an immutable record. Use credits, adjustments, or voids to correct issues.

How do I export data for my accountant? Each tab has an Export CSV button. Set the year filter first, then export.

What to read next

I want to…	Read this
Manage individual invoices	Invoices
See the activity audit trail	Activity Log
Configure billing rules	System Settings