Ridgefront Accounting

Where to find it: the dark blue bar at the very top of every screen. On the right it says Business, with a box showing the business name, and a + Add a business button next to it. On the left, the ☰ button (three lines) opens your account menu — it shows the email you are signed in as, your account, Help, and Sign out.

What this screen does: it picks which business you are working in. Your four businesses each have their own books inside this one app — Lilly's Janitorial, That's A Wrap and More Catering, Ridgefront Tech, and That's A Wrap and More shop sales. Their money, inventory, mileage, and bank accounts never mix. Switching takes one tap — you never open a different app and you never sign in again.

1. Look at the top of the screen. The business name in the box is the business you are working in right now.
2. If it is not the business you want, tap the box. A short list of your businesses opens.
3. Tap the business you want.
4. Check the name again. The whole screen now shows only that business — its money, its inventory, its mileage. The name next to every heading on the page changes to match.
5. Now do your work. Everything you enter until you switch again belongs to this business.

Example: you just finished a catering job and the client paid you. Before you type the payment in, look at the top. If it says Lilly's Janitorial, tap the box and pick That's A Wrap and More Catering first. Then enter the payment.

Next: First-time setup →

Where to find it: the business box at the top, the Bank files tab, the Money in & out tab, and the Inventory tab. Do these steps once, in this order, before you enter everyday money. It is what makes the daily work fast later.

1. Add your four businesses. The app already starts with them: Lilly's Janitorial, That's A Wrap and More Catering, Ridgefront Tech, and That's A Wrap and More shop sales. If one is missing, tap + Add a business at the top, type the name exactly as you use it, and it is added and picked straight away. If you add a business by mistake, there is no delete button for a business in version 1 — just leave it alone and pick the right one.
2. For each business, add its bank accounts as labels. Pick the business at the top first, then tap the Bank files tab. Under the heading, type the Bank name (for example, PNC), an Account nickname (for example, Main checking), and the Last 4 digits (for example, 8976), then tap Add bank account. In version 1 these are just names, so your entries can say which account the money touched. Nothing connects to a real bank yet — that comes later, inside the finished app. Repeat for each business and each account it has.
3. Check the money categories. Tap the Money in & out tab. The Type box says Money in or Money out, and the Category box under it shows the list for that type — plain words like Supplies, Chemicals, Equipment, Food, Travel, Mileage, Insurance, Advertising, Software, Rent, Utilities, Cleaning income, Catering income, App subscriptions, and Shop sales. You cannot delete a category in version 1, so do not worry about the ones you will never use — just do not pick them. To add one, tap + Add a category, type income or expense when it asks, then type the new category name.
4. Add your inventory items for each business that keeps stock, using Topic 6. Count what you actually have on the shelf today as the starting number — do not guess.
5. Enter any money already moving this month using Topics 3 and 4, so this month starts complete.

Example: for Lilly's Janitorial you add a bank account called PNC, Main checking, ending 8976. Then you check the categories and add one called "Paper products" for money out, because you buy paper towels and trash bags every week and do not want them mixed in with Chemicals.

Go to Money in & out → Go to Inventory → Next: Money in →

Where to find it: the Money in & out tab. What this screen does: it is the list of every dollar in and out for the business at the top, newest at the bottom of the list. Adding a payment here is how the totals on the Home page and the reports get their numbers.

A note on the labels: the instruction sheets talk about tapping "Add, then Money In". In this version of the app there is no Add button — you use the form on the Money in & out tab itself, and the Type box is where you pick Money in or Money out.

1. Check the business at the top (Topic 1). Switch if it is the wrong one.
2. Tap the Money in & out tab.
3. Date: type the date the money arrived — not the date you are typing it in, if those are different. The box already shows today's date; change it if the payment came earlier.
4. Type: pick Money in in the Type box.
5. Category: pick the category that says what the money was for, like Cleaning income, Catering income, App subscriptions, or Shop sales. The list changes when you change the Type, so it only shows money-in categories here.
6. Description: type who paid you, in your own words — a client name, or "Shop sale". This is what you will read back later, so make it clear enough to recognise in a month.
7. Amount ($): type the full amount that arrived, exactly as it shows on the bank line or the payment notice. Do not put a dollar sign in — just the number, for example 450.00.
8. Tap Add it. The entry appears in the All entries list below, and the totals update right away.
9. If it pays an invoice, do not add the money here by hand. Go to the Invoices tab instead, find the invoice, and tap Mark paid — the app adds the money in for you (Topic 5). That way the invoice and the money can never disagree.

Example — a finished entry: Lilly's Janitorial, Date 2026-11-04, Money in, Category Cleaning income, Description "Miller Road office — November cleaning", Amount $450.00. After you tap Add it, the All entries list shows a row reading 2026-11-04, Money in, Cleaning income, Miller Road office — November cleaning, $450.00, and the Home page Money in total for Lilly's Janitorial goes up by $450.00.

Go to Money in & out → Next: Money out →

Where to find it: the Money in & out tab, same form as Money in. What this screen does: same list, same form — only the Type is different. Once you know Money in, you know Money out.

1. Check the business at the top (Topic 1). Switch if it is the wrong one.
2. Tap the Money in & out tab.
3. Date: type the date the money was spent. The box already shows today; change it if the receipt is from another day.
4. Type: pick Money out in the Type box.
5. Category: pick what it was for, like Chemicals, Food, Fuel, Equipment, Supplies, or Insurance.
6. Description: type who you paid — the store, the company, or the person — and one short note if the receipt alone would not explain it later. For example, "Sam's Club — paper towels and trash bags for the Miller Road job". Plain words are fine.
7. Amount ($): type the amount exactly as it shows on the receipt, just the number, for example 86.40.
8. Tap Add it. The entry appears in the All entries list, and the totals update right away.
9. If you bought inventory (chemicals, food, shop products), also update the item on the Inventory tab — see Topic 6. The money entry records the spending; the inventory count records that you now have more on the shelf.

Example — a finished entry: Lilly's Janitorial, Date 2026-11-03, Money out, Category Supplies, Description "Sam's Club — paper towels and trash bags", Amount $86.40. The All entries list shows 2026-11-03, Money out, Supplies, Sam's Club — paper towels and trash bags, $86.40.

Go to Money in & out → Next: Invoices and receipts →

Where to find it: the Invoices tab. What this screen does: it keeps the list of bills you have sent, each one showing draft or paid, and it is the place you mark one paid so the money lands in the books.

A note on the labels: in this version there is no "New Invoice" button, no Send button, and no separate lines for each thing you are charging for — one invoice is one amount. The Receipt note box is a typed note only: to attach a photo of a paper receipt to a money entry, use the Receipt column on the Money in & out tab — see Topic 28.

Make an invoice

1. Check the business at the top (Topic 1).
2. Tap the Invoices tab.
3. Customer: type who the invoice is for.
4. Date: type the invoice date. The box already shows today.
5. Payment terms: pick when the money is due — Due on receipt, Net 7, Net 10, Net 15, Net 30, Net 45, Net 60, Net 90, 2/10 Net 30, Net 30 end of month, or Custom with your own number of days. The app works out the due date from the invoice date and the terms, and shows it right under the box in plain words — for example, "Net 30 — payment due in 30 days, by 2026-12-05". Change the terms and the due date changes with them. Net 30 is already picked for you, because it is the usual term. What each term means is in Topic 21.
6. Amount ($): type the full amount, just the number — for example 450.00. Check it against what you and the client agreed before you save it.
7. Receipt note: type a short note if it helps, for example "Office cleaning, November". You can leave it blank.
8. Tap Add invoice. It appears in the list below with the status draft. That means sent-or-not, it is not paid yet. Send it to the client the way you send invoices today — the app does not send it for you in version 1. Once you have sent it, tap Mark sent on its row: that is what tells the Sales tax tab its tax is still to collect, and the Reminders list that it is out with the client.

When the client pays

1. Tap the Invoices tab and find the invoice in the list.
2. Tap Mark paid next to it. Two things happen at once: the invoice changes to paid, and a Money in entry for the same amount appears under Money in & out, described as "Invoice paid —" plus the customer name. Do not also type the money in by hand, or it will be counted twice.
3. If an invoice was made by mistake, tap Delete next to it. Deleting an unpaid invoice does not touch any money entry, because none was made yet.

Receipts

For money you spent, the proof lives in the Description you typed on the Money in & out entry (Topic 4) and, on an invoice, in the Receipt note box — and a photo of the paper receipt can be attached to the money entry itself, in the Receipt column on the Money in & out tab (Topic 28). Keep the paper receipt with your papers until tax time, the same as always — the photo is a copy, not the original.

Example: invoice for "Miller Road office", dated 2026-11-01, $450.00, receipt note "Office cleaning, November". It shows as draft. On November 4 the client pays: tap Mark paid. It now shows paid, and Money in & out shows a $450.00 Money in entry, "Invoice paid — Miller Road office".

Go to Invoices → Next: Inventory →

Where to find it: the Inventory tab. What this screen does: it is the list of what you keep on hand — cleaning chemicals and supplies, catering food and supplies, shop products. Each item shows what you paid, what you sell it for, how many you have, and the count where it warns you. When an item gets low, it also shows up on the Home page under "Low stock — needs attention".

Add a new item

1. Check the business at the top (Topic 1). The item belongs to whichever business is showing.
2. Tap the Inventory tab.
3. Item: type the name the way you say it — for example, "Glass cleaner, 1 gallon".
4. What you paid ($): type what one of them cost you. What you sell it for ($): type the selling price if you sell it. If you only use it yourself, leave the selling price at 0.
5. How many on hand: type how many you have right now — count the shelf, do not guess.
6. Warn me when it gets to: type the low-stock number — the count where you want a warning, like 2. When the shelf drops to that number, the app flags the item so you can reorder before you run out. Set it at the count where ordering still leaves you time, not at zero.
7. Tap Add item. The item appears in the list below.

When you sell one

Tap Sold 1 next to the item. The on-hand count drops by one, and a Money in entry is added for the selling price, described as "Sold: " plus the item name. If you sell more than one at a time, tap Sold 1 once for each one.

When you buy more

There is no "add stock" button in version 1, so do it in two short steps: first record the spending as Money Out on the Money in & out tab (Topic 4), so the spending shows in the books. Then go to the Stock count part of this same tab (Topic 7), count the shelf with the new stock included, and save that count — the count is the truth, and it sets the on-hand number to what is really there. That is the honest way to add stock in version 1, and a proper buy-more button is a later step.

Example — a finished item: "Glass cleaner, 1 gallon", paid $8.50, sell for $0 (you only use it), on hand 6, warn at 2. When you use the fourth bottle, the count falls to 2 and the item appears on the Home page under Low stock. A shop item looks different: "Gift basket", paid $12.00, sell for $25.00, on hand 10, warn at 3. Tap Sold 1 and on hand becomes 9, plus a $25.00 Money in entry appears.

Go to Inventory → Next: Stock count →

Where to find it: the Inventory tab, under the heading Stock count. What this screen does: it lets you record what you actually counted on the shelf, and it sets the on-hand number to that real count. The count is the truth — the shelf wins over whatever the app thought you had.

1. Check the business at the top (Topic 1).
2. Tap the Inventory tab and scroll to Stock count.
3. Download stock-count sheet (CSV) if you want a paper sheet: tap that button and it downloads a list of every item with its on-hand number. Print it, or carry your phone, and go item by item down the shelf.
4. Count what you can actually see and touch and write the real number next to each item.
5. Back in the app, pick the Item from the list, type the Date (it already shows today), and type the number you Counted.
6. Tap Save count. That item's on-hand number now matches the shelf, and the count appears in the list underneath with its date.
7. Repeat for every item you counted. Where the real count and the app's count agree, nothing changes. Where they differ, the saved count is the new truth.

Example: the sheet says 6 bottles of glass cleaner, but you count 5 on the shelf. Pick "Glass cleaner, 1 gallon", type 5, tap Save count. On hand is now 5. Small differences are normal — a bottle went to a job and nobody logged it.

Go to Inventory → Next: Mileage →

Where to find it: the Mileage tab. What this screen does: it keeps a log of every business trip, works out what each trip is worth at the IRS standard rate for the date you drove, and adds it all up. At the top of the list it shows Trips logged, Total miles, and Worth (at IRS rate) for the business at the top.

The rates the app uses: 72.5 cents a mile from January 1 to June 30, 2026, and 76 cents a mile from July 1, 2026. For 2025 it is 70 cents a mile. The rate used is shown on every trip in the list, so you can check it. A trip's rate is fixed when you save it, so a mid-year rate change never rewrites old trips.

1. Check the business at the top (Topic 1). A catering delivery goes under catering, a cleaning walkthrough under janitorial — never both. One trip, one business.
2. Tap the Mileage tab.
3. Date: type the date of the trip. The box already shows today.
4. From: type where you started — for example, "Home". To: type where you went — for example, "Office building on Miller Road".
5. Why: type the business reason — for example, "Cleaning walkthrough" or "Delivered catering order". This one line is what makes the trip count as a business trip. Do not leave it vague like "out" — a reason you can read back at tax time is the whole point.
6. Miles: type the miles. Use the trip meter, or the start and end odometer numbers, whichever you already use. Round trips count in full, there and back.
7. Tap Add trip. The trip joins the list with its date, route, reason, miles, the rate used, and what it is worth.

Example — a finished trip: Date 2026-11-04, From Home, To Office building on Miller Road, Why Cleaning walkthrough, Miles 24. At 76 cents a mile that trip is worth $18.24, and the list shows 24 miles, 76c, $18.24. Log each trip the same day, while you still remember it — a late entry with the right date is fine, but a forgotten trip is money left off the return.

Go to Mileage → Next: Bank files →

Where to find it: the Bank files tab. What this screen does: it reads a file you downloaded from your bank, shows you every row first, and lets you pick which rows go into the books. Nothing is saved until you say so.

Read-only means read-only. This app never moves money, never pays a bill, and never sends money anywhere. Downloading a file from your bank changes nothing at the bank. Bank linking comes later, inside the finished app — until then, this file step is the way bank transactions get in.

First, add the bank account as a label (once per account)

1. Check the business at the top (Topic 1) — it must be the business that bank account belongs to.
2. On the Bank files tab, type the Bank name, an Account nickname, and the Last 4 digits, then tap Add bank account. The account appears in the list below. Only the bank name, nickname, and last 4 digits are stored — never any bank login details.

Then, for each upload

1. Sign in to your bank's website the way you normally do, and open the account for one business.
2. Download the transactions for the dates you need, as a CSV file (most banks call this "Download" or "Export"). Save it where you can find it. The file needs a header row and columns for date, description, and amount — most bank downloads already have those.
3. In the app, check the business at the top again — it must be the business that bank account belongs to.
4. Tap the Bank files tab and scroll to Upload a bank file (CSV). Tap Choose File and pick the file you just saved.
5. Review the rows — and the skipped ones. The app shows a table: Date, Description, Amount, Type, Category, and Save? for every row it found. For each row, pick Money in or Money out and choose its category. The app guesses the type for you — a positive amount usually means money out — but the guess is only a starting point: check it and flip it if it is wrong. Some rows say "Skipped" with the reason in plain words: the row matches a repeating bill you already set up (Topic 22), or it is already in your books. Those rows are not saved — see Topic 23 for the full rules.
6. Tap Save these rows. Only the rows marked Yes become entries. The screen tells you how many rows were saved and how many were skipped, and you can check the saved ones under Money in & out.

Example: you download October from PNC for Lilly's Janitorial. The preview shows 14 rows. One is the $86.40 Sam's Club run you already typed in by hand — it says "Skipped — Already in your books" and is not saved. Another is the $38.00 QuickBooks charge, and your repeating QuickBooks bill is already set up — it says "Skipped — Matches your repeating bill 'QuickBooks'". The other 12 rows get their categories in the preview, and you tap Save these rows.

Go to Bank files → Next: Reports →

Where to find it: the Reports & year-end tab, and the Home tab. What these screens do: two reports do almost all the work. Everything else in the app exists so these two come out right.

• Profit and Loss — for a month, or the year so far: how much came in, how much went out, and what is left. That last number is the profit — or, if it is below zero, the loss. On the Reports tab it is the three boxes at the top: Money in, Money out, Left over.
• Totals by Category — where the money went, grouped: this much on fuel, this much on chemicals, this much on food. This is the report that shows what to cut. On the Home tab it is the table under "Totals by category", and on the Reports tab it is the table under the three boxes.

1. Check the business at the top (Topic 1). Reports are always for one business at a time — that is the point of keeping them separate.
2. Tap the Reports & year-end tab.
3. Pick the dates: type a From date and a To date. The boxes already show January 1 of this year to today — that is the year so far. For one month, type the first and last day of that month. Start and end on the first and last day of a full month when you compare months.
4. Tap Show report. The three boxes and the category table update for those dates.
5. Read the top number first. Left over is money in minus money out for those dates.
6. Then read the biggest category. In the Totals by Category table, the largest spending line is the first place to look if the profit number was smaller than you expected.
7. Switch businesses and repeat if you want the same report for another business.

Example: Lilly's Janitorial, October 2026: From 2026-10-01, To 2026-10-31, tap Show report. Money in $4,200.00, Money out $2,850.00, Left over $1,350.00. The category table shows Supplies $640.00 as the biggest spending line — that is the first place to look if $1,350.00 feels low.

Go to Reports & year-end → Next: Moving files →

Where to find it: the Import & export tab. What this screen does: it is the connection point for WorkTeams, Workforce, and Business HQ. Information moves between them as standard files — out of one app, into the other — in both directions. The direct live hookup comes later, once exactly how each app sends its data can be seen: what is still needed from those apps is listed in the build notes, and nothing is plugged in live yet, on purpose.

A note on the labels: the sheets talk about picking which app a file came from. The app now has that picker — WorkTeams, Workforce, Business HQ, or Other — on the import form, and the import is recorded with the app you picked.

Bring a file in

1. In the other app (WorkTeams, Workforce, or Business HQ), export or download the information you want — for example, a list of invoices, customers, or job payments — as a CSV file.
2. In Ridgefront Accounting, check the business at the top (Topic 1). Imported information lands in the business showing, so this check matters most on this screen.
3. Tap the Import & export tab and scroll to Bring a file in. Pick What kind of file it is — Money in & out, Invoices, Customers, Inventory, or Mileage — and Which app it came from, then pick the file. The preview shows as soon as you pick the file — every row, with a Save? column that says Yes or Skipped and the reason in plain words. If you change the kind or the app after picking the file, tap Show preview to read it again under the new kind. The app reads the headers itself, so "Date", "Customer", and "Amount" are recognised however the other app spelled them.
4. Review the lines before saving. The app shows what it is about to bring in, row by row, with a Save? column: every row says Yes, or "Skipped —" with the reason in plain words — a row already in your books, or a money row that matches a repeating bill you already set up. Only the rows marked Yes are saved, and the message afterwards tells you how many went in and how many were skipped.
5. Tap Save these rows. The lines become normal entries, which you can open, categorise, or correct like anything you typed by hand. The import is recorded under What has come in and gone out at the bottom of the tab, with the app it came from.

Send a file out

1. Check the business at the top, then tap the Import & export tab.
2. Under Send a file out, tap one of the buttons: Download all money entries (CSV), Download invoices (CSV), Download customers (CSV), Download mileage log (CSV), or Download inventory (CSV). The files are in the same shape the app reads back in, so a file sent out can come back the same way. Each file name starts with the business name, so it cannot be confused with another business's file.
3. Save the file the app makes, then import it in the other app the way that app takes files in.

Example: WorkTeams has the month's job payments for Lilly's Janitorial. Export them as a CSV, check the top of Ridgefront Accounting says Lilly's Janitorial, bring the file in on the Import & export tab, check the rows, tap Save these rows. The payments are now Money in entries, and the import is listed under "What has come in and gone out".

Go to Import & export → Next: Year-end export →

Where to find it: the Reports & year-end tab, under the heading Year-end export for TurboTax. What this screen does: once a year, per business, it gathers that business's whole year — money in, money out by category, and total mileage — into files TurboTax can take. You run it four times, once for each business, because the businesses file separately in the books. The quickest way is the one-step move in Topic 32 — it checks the year, checks the TXF file, and downloads all three files at once. The three buttons here download the same files one at a time, if you want them that way.

What you get per business: three downloads — a year-end CSV (the full list, one row per entry, so you can check it line by line), a year-end TXF file (for TurboTax Desktop import), and a year-end summary CSV (the totals). QuickBooks Online cannot send its numbers straight into TurboTax — this app can: the TXF file goes straight into TurboTax Desktop, and the CSV and summary cover TurboTax Online. Before the first real TurboTax import, a tax preparer should check the TXF tax-line mapping.

1. Before you export, tidy the year: sort any unsorted bank lines (Topic 9), finish December's stock count (Topic 7), and make sure no trips are missing from the mileage log (Topic 8).
2. Check the business at the top (Topic 1), then tap the Reports & year-end tab and scroll to Year-end export for TurboTax.
3. Pick the tax year. The Year box already shows 2026. The app fills in January 1 to December 31 of that year.
4. Read the summary on screen before downloading anything. Under the three download buttons there is a line that reads like this: "Check this first — Lilly's Janitorial, 2026: money in $X, money out $X, left over $X. Mileage: X miles over X trips, worth $X." Each number should look like the year you remember.
5. If a number looks off, stop. Run the two reports from Topic 10 for the full year (From January 1, To December 31) and find the wrong entry first. Exporting again after a fix costs nothing — just download the files again.
6. Download the three files — Download year-end CSV, Download year-end TXF, and Download year-end summary (CSV). Each file name starts with the business name, so the four businesses' files can never be confused with each other. Or use Move to TurboTax — one step just below, which downloads all three at once after checking the year and the TXF file (Topic 32).
7. Repeat steps 2 to 6 for the other three businesses. You should end with four sets of files, one set per business.
8. In TurboTax, bring in each business's file for that business's part of the return, the way TurboTax prompts you to add business income and expenses. Keep the four sets together with the year's tax papers, so what TurboTax used can always be found again.

Example: Lilly's Janitorial, 2026. The on-screen summary says money in $48,000.00, money out $31,000.00, left over $17,000.00, mileage 3,200 miles over 140 trips, worth $2,432.00. Those numbers look like the year you remember, so you download the three files: "Lilly's Janitorial-2026-year-end.csv", the TXF, and the summary. Then you switch to That's A Wrap and More Catering and do it again.

Go to Reports & year-end → Next: Routine and fixes →

Where to find it: this is the routine for the whole app — no single tab. The whole system is this topic: a few minutes a week, one check a month, and the year-end step in January. Nothing piles up.

Once a week — about ten minutes

• Enter the week's receipts and payments (Topics 3 and 4), business by business. Check the business at the top every time you switch.
• Log any trips not yet in the mileage log (Topic 8).
• Upload the bank file and sort the new lines (Topic 9).
• Glance at the Invoices tab and follow up on the oldest invoice still showing draft (Topic 5).

Once a month

• Run Profit and Loss for the month, for each business (Topic 10).
• Run Totals by Category and look at the biggest spending line (Topic 10).
• Do one stock count per business that keeps stock (Topic 7).
• Check the low-stock flags on the Home page and reorder before anything runs out (Topic 6).
• When the bank statement arrives, reconcile it — tick off the statement against the books (Topic 30).

Once a year, in January

• Run the TurboTax move for all four businesses (Topic 32).
• Check the contractor year totals for 1099s (Topic 31).

Fixes for the three common mix-ups

What this app does not do — on purpose

• No payroll: pay stays in Gusto.
• No moving money and no paying bills: the bank side only reads.
• No bank linking yet, and no Plaid hookup yet: banks link inside the finished app, later.
• No card billing yet: that comes when Wendy decides to sell the app.

If a job is on this list, it is not missing — it lives somewhere else, or it is a later step.

Back to the top: Pick the right business first ↑

Where to find it: the Estimates tab. What this screen does: it keeps the list of prices you have given customers before the work starts. An estimate is not a bill — it is a promise of a price. A proposal is the same thing with a cover note on it, for when the customer wants the price in writing with a few words up front.

Make an estimate

1. Check the business at the top (Topic 1).
2. Tap the Estimates tab.
3. Add the lines first. Under "Lines on this estimate", type What (for example, "Office cleaning, monthly"), How many, and Price each ($), then tap Add line. Repeat for every line. The estimate total underneath adds them up as you go. If you added a line by mistake, tap Remove next to it.
4. Then fill in the top form: Customer (pick one from the list, or type a name), Date, and — only if this is a proposal — tick This is a proposal and type a Cover note, for example "Price good for 30 days. Cleaning every Tuesday."
5. Tap Save estimate. It appears in the list below with the status draft and its total.

When the customer answers

1. Find the estimate in the list. Tap Sent when you have given it to the customer.
2. If they say yes, tap Accepted. Then tap Make invoice — the app makes an invoice for the same customer and the same total, and the estimate is linked to it, so you can see which invoice came from which estimate. The invoice carries the payment terms you picked on the estimate (Topic 21), and its due date is worked out from the day you make it.
3. If they say no, tap Declined. The estimate stays on the list so you know what was offered.

Example: estimate for "Miller Road office", dated 2026-11-05: one line, "Office cleaning, monthly", 1 at $450.00. Total $450.00. The customer says yes, you tap Accepted, then Make invoice — and an invoice for Miller Road office, $450.00, appears on the Invoices tab.

Go to Estimates → Next: Repeating invoices and reminders →

Where to find it: the Estimates tab for repeating invoices, and the Invoices tab for past-due reminders. What these screens do: a repeating invoice is the same bill on a schedule — a weekly clean, a monthly service. You set it up once, and when one is due you make it with one tap. Reminders are the other half: invoices past their due date that are not paid yet, so you can chase them.

Set up a repeating invoice

1. Check the business at the top (Topic 1), then tap the Estimates tab and scroll to Repeating invoices.
2. Add the lines first (same as an estimate): What, How many, Price each, tap Add line. The amount under the list is what each invoice will be.
3. Fill in the top form: Customer, How often (Every week, Every two weeks, or Every month), First one due (the date the first invoice should be made), and Stop after — how many invoices in total, if it ends. Leave that blank if it never ends.
4. Tap Save repeating invoice. It appears in the list with its next due date.

When one is due

1. Find it in the list and tap Make this invoice now. The app makes the invoice for the same customer and amount, with the payment terms you picked on the repeating invoice — its due date is worked out from the day it is made — and works out the next due date from how often it repeats, and — if you set a stop-after number — counts one down.
2. When the count runs out, the repeating invoice stops on its own. Tap Stop any time to stop it early.

Chase a past-due invoice

1. Tap the Invoices tab and look under Past due — needs a follow-up. An invoice shows there when its due date has passed and it is not paid yet.
2. When you call or message the customer about it, tap Record a reminder next to that invoice. The app writes down that you reminded them, and when. It does not send an email in this version — the reminder is your own record that you chased it.
3. When the money arrives, tap Mark paid on the invoice as usual (Topic 5) — it leaves the past-due list at once.

Example: a monthly clean for "Miller Road office", $450.00, first one due 2026-12-01, never ends. On December 1 you tap Make this invoice now — the invoice appears, and the next due date becomes 2027-01-01. In January it is due 2027-01-15 and still not paid: it shows under Past due, you call them, tap Record a reminder, and it shows "1 reminder" next to it.

Go to Estimates → Go to Invoices → Next: Customers, leads, and appointments →

Where to find it: the Customers tab. What this screen does: it keeps everyone you work for in one list per business, plus the people who asked about your work but have not hired you yet (leads), plus your visits (appointments), plus a place for a customer's written message to land (contact form).

Add a customer

1. Check the business at the top (Topic 1), then tap the Customers tab.
2. Type the Name — the only box you must fill in — plus the Contact person, Phone, Email, Address, and anything to remember in Notes.
3. Tap Add customer. The customer joins the list. Once a customer is on the list, their name shows up in the pick-lists on the Estimates, Invoices, Time, and Projects tabs — type the first letters and pick them, instead of typing the name every time.

Open a customer

1. Tap Open next to a customer in the list. Everything about them opens below: their details, notes, things to do, and everything that has happened with them, newest first.
2. Add a note when there is something to remember — type it and tap Add note.
3. Add a task when there is something to do for them — type the task and a Due date, tap Add task. Tap Done next to a task when it is finished.
4. Record something: pick Referral (they sent someone to you), Testimonial (something nice they said), or Work request (a job they asked for), type the details, and tap Record it. It goes on their record with today's date.
5. The list at the bottom — Everything with this customer, newest first — shows their invoices, estimates, payments, notes, tasks, and work requests in date order, so you can see the whole story at a glance.

Leads

Under Leads, add anyone who asked about your work: name, phone, email, how they found you, and what they asked about. Their status starts as new. Tap Contacted when you have talked to them, Quoted when you have given them a price, Won when they hire you — then add them as a customer above — or Lost when they go elsewhere. A lost lead stays on the list so you know what happened.

Appointments

Under Appointments, add a visit: pick the customer, type what it is (for example, "Walkthrough"), the date, the time, and any job notes. They list in date order. This is a simple list inside the app — no outside calendar is connected, so it will not remind you; check it each morning.

Contact form — a customer writes in

Under Contact form, when a customer sends you a message through your contact form, pick the customer and type what they said, then tap Save work request. It lands on their record as a work request with today's date, so nothing they asked for gets lost.

Example: a new customer, "Miller Road office", contact "Sara Miller", phone and email filled in. You add a note: "Keys are in the lockbox, code 1234." A task: "Call about the December deep clean", due 2026-12-01. Later they refer a neighbour — you record it as a referral, and it shows on their record next to their invoices.

Go to Customers → Next: Time →

Where to find it: the Time tab. What this screen does: it logs hours worked — who did it, for which customer and job, and how long — and then turns the unbilled hours into an invoice in one go.

1. Check the business at the top (Topic 1), then tap the Time tab.
2. Date: the day the work was done. Who: who did it. Customer: who it was for (pick from the list, or type a name). Project: pick the job, if it belongs to one — leave it on "No project" if it does not.
3. Hours: how long, in hours — halves and quarters are fine, for example 2.5. Notes: what was done, for example "Cleaned offices and restrooms".
4. Tap Add time. The entry joins the list, and the totals above it update: total hours, hours by customer, and hours by project.

Turn time into an invoice

1. Under Turn time into an invoice, pick the Customer and — if the hours belong to one job — the Project.
2. Type the Hourly rate ($) — what one hour is worth for this customer.
3. Tap Make invoice from unbilled time. The app makes one invoice from all that customer's unbilled hours (for that project, if you picked one), with one line per entry, and marks those hours as billed — so they are never charged twice. The screen tells you how many hours went on the invoice and for how much.
4. If the customer has no unbilled hours, the app says so plainly instead of making an empty invoice.

Example: Wendy logs 2 hours on 2026-11-03 for Miller Road office, "Cleaned offices", and 1.5 hours on 2026-11-04, "Windows". Totals show Miller Road office: 3.5 hours. At $40.00 an hour, Make invoice from unbilled time makes a $140.00 invoice with two lines, and both entries now show "Billed".

Go to Time → Next: Projects →

Where to find it: the Projects tab. What this screen does: one project per job, with its money in, its money out, and its time cost — so you can see whether the job made money, not just whether the business did.

1. Check the business at the top (Topic 1), then tap the Projects tab.
2. Project name: type the job — for example, "Miller Road office — November". Customer: who it is for. Status: Active, On hold, or Done. Hourly rate ($): what an hour of time on this job is worth — leave it at 0 if time is not charged for on this job. Notes: anything to remember.
3. Tap Add project. It joins the list with its money so far: Money in, Money out, Time cost, and Left over.
4. Tag things to the project as you go: when you make an invoice for the job, pick the project on the invoice form; when you spend money on the job, pick the project on the Money in & out form; when you log time, pick the project on the Time tab. Anything left on "No project" does not count toward any project.
5. Read the maths: Money in is what the project's paid invoices add up to. Money out is what was spent and tagged to the project. Time cost is the project's hours times its hourly rate. Left over is Money in minus Money out minus Time cost — the profit on that job.
6. Tap Mark done when the job is finished. A done project stays on the list so you can look back at what it made.

Example: "Miller Road office — November", hourly rate $40.00. Paid invoices $1,000.00, spending tagged to it $300.00, 10 hours logged. Time cost $400.00. Left over $300.00 — the job made $300.00.

Go to Projects → Back to the top: Pick the right business first ↑

Where to find it: the Ask — check something button in the dark blue bar at the top, next to Help. What it is: a helper built into the app. It is NOT a live chat, and there is no assistant inside the app answering you — the app has no server. It looks at two things only: the Help guide inside this app, and your own entries. Then it tells you what it finds, in plain words.

What it can do:

• Answer how-to questions from the Help guide. Type a question like "How do I log mileage?" and it finds the Help topic that covers it, and opens it for you. If no topic covers your question, it says so instead of guessing — then ask Robin, or look through the topics list at the top of the Help tab.
• Guess a category from a vendor name. Type a vendor, like "Sam's Club", and it looks at how you categorised that vendor before. If you put Sam's Club under Supplies three times, it suggests Supplies — and tells you that is where the suggestion came from. It only suggests when the same vendor was categorised the same way at least twice before. One past entry is not enough.
• Flag odd entries. Tap Check my entries for odd ones and it looks for three things: the same entry twice (same date, same amount, same words), an amount far bigger than usual for its category, and invoices past their due date. It lists what it found so you can check each one. It never changes or deletes anything itself.
• List what is due. Tap What is due or overdue? and it lists invoices past their due date that are not paid yet, and invoices due in the next 7 days.

Example: you type "Sam's Club" and it answers: "Supplies — that is what you used for Sam's Club three times before." You type "How do I do a stock count?" and it opens Topic 7, Stock count. You tap "Check my entries for odd ones" and it says: "Same entry twice: Office clean — $50.00 on 2026-11-01. Keep one, delete the rest."

Next: Giving someone access →

Where to find it: the ☰ button at the top left, then Invite someone to help. Only the account owner sees that button — helpers do not. What this screen does: it lets you give someone access to your books so they can help, without ever sharing your password.

Invite someone

1. Tap ☰, then Invite someone to help. You see who has access now, and any invites waiting to be used.
2. Type their email — the email they will sign in with.
3. Pick what they can do: Edit means they can add and change entries, but they cannot change the account, invite anyone else, or see billing. View only means they can look at everything, but they cannot change anything.
4. Tap Send invite. The invite is saved. Tell them yourself, by text or email, to open the app at the same web address you use, tap "New here? Create a sign-in", and make their OWN sign-in with the email you invited and a password they choose. They sign straight in — no verification email. The app does not send them an email in this version, so the message from you is how they know.
5. When they sign in, the app finds the invite for their email, links them to your account with the access you picked, and the invite disappears from the waiting list. They see your businesses and your books — never anyone else's.

Take access back

1. On the same screen, under Who has access now, tap Remove next to a person. They are signed out of your books at once and cannot get back in unless you invite them again.
2. Under Invites waiting to be used, tap Take back next to an invite that has not been used yet. That email can no longer use it.
3. You cannot remove yourself — the owner always keeps access.

Example: you invite a helper with the email helper@example.com and pick Edit. They make their own sign-in with that email, open the app, and see your four businesses. They add a money entry for you. Later you tap Remove next to them, and they can no longer open your books.

Next: Payment terms on invoices →

Where to find it: the Payment terms box on the Invoices tab, on the Estimates tab, and on Repeating invoices. What it does: it sets the rule for when the money is due, and the app works out the calendar due date from the invoice date and the terms — so the Past-due list and the reminders always use the right date.

What each term means

"Net" means the full amount, with no discount taken. The number is calendar days — weekends and holidays count — from the invoice date, not from the day the work finished and not from the day the client happened to open the invoice.

• Due on receipt — pay right away, when the invoice arrives. For one-off jobs and new clients.
• Net 7 / Net 10 — full amount due in 7 or 10 days. For short jobs where you need the money fast.
• Net 15 — full amount due in 15 days. A good default for small commercial accounts.
• Net 30 — full amount due in 30 days. The usual term for business-to-business work, and the standard when you subcontract for a general contractor or a property manager — their accounts department runs on a monthly cycle, and many will not sign a vendor agreement without it.
• Net 45 / Net 60 / Net 90 — full amount due in 45, 60, or 90 days. These are the terms large companies impose on their vendors. Only agree to them knowingly: on Net 60 you have already paid your crew, bought the supplies, and carried the insurance for two months before the money arrives, and on Net 90 it is three months.
• 2/10 Net 30 — the client gets 2% off if they pay within 10 days; otherwise the full amount is due in 30 days. It buys you faster payment, but it costs you 2% of the invoice — about 37% a year if you offered it on every invoice. Only offer it when being paid 20 days sooner is worth 2% to you.
• Net 30 end of month — 30 days after the end of the month the invoice was sent in. An invoice sent on November 5 is due December 30, not December 5 — it works out to about 45 days from the invoice date on average, so read it as a longer term than the number suggests.
• Custom — type your own number of days, for any term a client asks for that is not on the list.

How the due date is worked out

1. Pick the terms on the invoice (Topic 5). The line under the box shows the answer in plain words — for example, "Net 30 — payment due in 30 days, by 2026-12-05".
2. Change the terms and the due date changes with them — the app always counts from the invoice date you typed.
3. An invoice is past due only after its terms date has passed and it is still not paid. That is the date the Past-due list on the Invoices tab uses, and the date the Ask helper reports.

Which term to pick when subcontracting

When you subcontract for a company, the terms are usually theirs, not yours — the contract or the vendor agreement says Net 30, Net 45, or Net 60, and you pick the matching term on the invoice so the due date the app shows is the date they actually owe you by. For your own direct clients, Net 15 for small commercial accounts and Net 30 for larger ones is a good starting point. Never offer Net 60 or Net 90 to a new client, and never offer the 2% early-payment discount as a blanket default — both cost you real money.

Example: you clean for a general contractor on November 5 and their agreement says Net 30. You make the invoice dated 2026-11-05, pick Net 30, and the app shows "Net 30 — payment due in 30 days, by 2026-12-05". On December 6, if it is still not paid, it shows under Past due and you chase it. The same job on Net 60 would be due 2027-01-04 — two months of carrying the costs yourself.

Next: Repeating bills →

Where to find it: the Bills tab. What this screen does: it keeps the bills that come out again and again — the same amount, on the same day — so you set them up once instead of typing them in every month. The app never pays a bill: it only writes down that the money went out, the way you would write it in a book.

Set up a repeating bill

1. Check the business at the top (Topic 1), then tap the Bills tab.
2. Who is it for? — the name as it shows on your bank statement, for example "QuickBooks". Category: what kind of spending it is. Amount ($): what comes out each time.
3. Tick "Repeat this bill" — and pick How often: Every day, Twice a week, Every week, Every two weeks, Every month, or Every year. First one due: the date the next one comes out. Stop after: how many times in total, if it ends — leave it blank if it never ends.
4. Tap Save repeating bill. It appears in the list with its next due date.

When one is due

1. Tap Make bills due so far and the app records a money-out entry for every repeating bill that is due up to today — one entry per due date — and works out each bill's next due date. You can check the entries under Money in & out.
2. Or tap Make now next to one bill to record just that one, when it is due.
3. When the count runs out, the bill stops on its own. Tap Pause to skip it for a while, Resume to start it again, and Stop any time to stop it for good.

A bill that does not repeat

Untick "Repeat this bill" and tap Save: the app records the money out once, on the date you picked, and keeps no repeating record. That is for a bill that only happens once — a repeating bill is only worth setting up when it comes out again.

Example: a monthly QuickBooks bill, $38.00, category Software, first one due 2026-12-05, never ends. On December 5 you tap Make bills due so far — a money-out entry for $38.00 appears under Money in & out, and the bill's next due date becomes 2027-01-05.

Go to Bills → Next: Bank files — skipping bills already in the app →

Where to find it: the Bank files tab. What this screen does: when you upload a bank file, the app checks every row before anything saves — and skips the rows that are already in your books, so the same money is never counted twice.

What gets skipped, and why

1. A repeating bill you already set up (Topic 22). A bank row is skipped when its name and its amount match one of your repeating bills, and its date is within a few days of the date that bill was due. The name is matched loosely on purpose: the bank writes "QUICKBOOKS ONLINE PMT" where your bill says "QuickBooks". The amount has to agree exactly, and the date has to be close — so a different charge from the same company, or the same bill on a different date, is never skipped by mistake.
2. A row already in your books. A bank row is skipped when a money entry with the same date, the same words, and the same amount is already in the app — for example, if you uploaded the same bank file twice.

How to use it

1. Upload the bank file as usual (Topic 9). The preview now has a Save? column: every row says Yes, or "Skipped —" with the reason in plain words.
2. Read the skipped rows before you save. If a row was skipped and it should not have been — for example, the amount went up and it is a new charge, not the old bill — fix the repeating bill first (Topic 22), then upload the file again.
3. Tap Save these rows. Only the rows marked Yes are saved. The message afterwards tells you how many rows were saved and how many were skipped.

Example: your repeating QuickBooks bill is $38.00, due 2026-12-05. The bank file has a row dated 2026-12-06, "QUICKBOOKS ONLINE PMT", $38.00. The preview says: "Skipped — Matches your repeating bill 'QuickBooks' — $38.00 expected around 2026-12-05." You save the rest, and the QuickBooks bill is in your books once — from the repeating bill, not twice.

Go to Bank files → Next: Repeating drives →

Where to find it: the Mileage tab, under Repeating drives. What this screen does: it keeps the drives you make again and again — the same route, the same miles, the same times — so you set one up once instead of typing it in every day. There is no GPS in this app: the miles are typed in once, and your location is never tracked.

Set up a repeating drive

1. Check the business at the top (Topic 1), then tap the Mileage tab and scroll to Repeating drives.
2. From and To — where the drive starts and ends. Why — the business reason, for example "Weekly office clean". Miles — how many miles the drive is, each time.
3. Tick "Repeat this drive" and pick How often: Every day, Twice a week, Every week, Every two weeks, Every month, or Every year. First one: the date of the first trip. Stop after: how many trips in total, if it ends — leave it blank if it never ends.
4. Tap Save repeating drive. It appears in the list with its next date.

When trips are due

1. Tap Make trips due so far and the app makes a mileage trip for every repeating drive due up to today — one trip per due date, each at the IRS rate for that date (Topic 8) — and works out each drive's next date.
2. Or tap Make now next to one drive to make just that one trip.
3. When the count runs out, the drive stops on its own. Tap Pause to skip it for a while, Resume to start it again, and Stop any time to stop it for good.

A drive that does not repeat

Untick "Repeat this drive" and tap Save: the app records one trip, on the date you picked, and keeps no repeating record. That is for a one-off drive — the Mileage form at the top of the tab does the same job.

Example: the drive from home to the Miller Road office, 24 miles, "Weekly office clean", every Monday, first one 2026-11-02, never ends. On Monday you tap Make trips due so far — a 24-mile trip appears in the mileage log, worth $18.24 at the 76-cent rate, and the drive's next date becomes 2026-11-09.

Go to Mileage → Next: Repeating schedules →

Where to find it: the Schedule tab. What this screen does: it keeps who is on which job and when — set once, and it repeats, so you do not have to go in every day and put someone on the schedule again.

Set up a schedule

1. Check the business at the top (Topic 1), then tap the Schedule tab.
2. Who — who is working. Customer — who the job is for (pick from the list, or type a name). Project — pick the job, if it belongs to one.
3. Date — the first day. Starts and Ends — the times, if the shift has set hours.
4. Tick "Repeat this schedule" and pick How often: Every day, Twice a week, Every week, Every two weeks, Every month, or Every year. Stop after: how many times in total, if it ends — leave it blank if it never ends.
5. Tap Save schedule. It appears in the list with its next date — that is the shift to clock in against (Topic 26).

How a repeating schedule moves on

When someone clocks out of a shift on a repeating schedule, the schedule's next date moves to the next repeat on its own. When a stop-after count runs out, the schedule stops repeating. Tap Pause to hold it for a while and Resume to start it again.

A shift that does not repeat

Untick "Repeat this schedule" and tap Save: it is a one-off shift on the date you picked. It still shows on the list, and it can still be clocked in against — it just does not come around again.

Example: Wendy on the Miller Road office clean, every Monday, starts 09:00, ends 12:00, never ends. On Monday she taps Clock in next to it, works, and taps Clock out now — and the schedule's next date becomes the following Monday, without anyone typing it in again.

Go to Schedule → Next: Clock in and clock out →

Where to find it: the Schedule tab, under Clock in. What this screen does: it records when work starts and ends — clock in when you arrive, clock out when you leave — and works out the hours. The hours go onto the Time tab, ready to bill (Topic 17).

Clock in

1. From a schedule: tap Clock in next to the shift on the list. The who, customer, and job are already filled in from the schedule.
2. Or clock in here for a shift that is not on the schedule: type Who, pick the Customer and the Project if there is one, and tap Clock in now. The time is the time right now.
3. Location is your choice. If you want the app to check the job site (Topic 27), tap Share my location for this clock-in first — once, for that clock-in only. If you do not, clock-in works exactly the same and says "No location shared". Your location is never tracked, and it is never switched on all the time.

Clock out

1. Find the clock-in on the list — the ones with no Out time yet — and tap Clock out now. The time is the time right now.
2. The app works out the hours between the two times and puts one entry on the Time tab: who, customer, project, and hours, marked "Not billed" — so the hours can be turned into an invoice from there (Topic 17), and are never charged twice.
3. If the clock-in was from a repeating schedule, the schedule's next date moves to the next repeat on its own (Topic 25).

Example: Wendy clocks in at 09:00 for Miller Road office and clocks out at 12:00 — 3 hours. A time entry for 3 hours appears on the Time tab, and at $40.00 an hour it bills as $120.00. A night shift that runs past midnight works too: clocking in at 22:00 and out at 06:00 is 8 hours, not minus 16.

Go to Schedule → Next: Customer locations →

Where to find it: the Customers tab — on the customer form, and under Job-site location when you open a customer. What this screen does: it saves where a customer's job is — an address, plus a spot on the map and a circle around it — so the app can check at clock-in whether the person is at the job site.

Save a customer's location

1. Check the business at the top (Topic 1), then tap the Customers tab.
2. When you add a customer, the form has three optional boxes at the bottom: Job-site latitude, Job-site longitude, and Geofence radius in yards (100 yards to start with — about a football field). The latitude and longitude are two numbers, like 38.8119 and -90.8529. You can find them by long-pressing the spot on a map on your phone and reading the numbers it shows.
3. Or open a customer you already have and use the Job-site location form there — same three boxes, same Save button. Leave all three blank and tap Save to clear a location.

What happens at clock-in

1. Nothing, unless the person shares their location. Clock-in works without it, and the clock entry says "No location shared". The app never asks for location on its own, and it never tracks anyone.
2. If they tap "Share my location for this clock-in" (Topic 26), the app measures how far they are from the customer's saved spot. Inside the circle, the clock entry says "At the job site". Outside it, it says "Not at the job site" and how far away they are, in miles.
3. If the customer has no location saved, the clock entry says so plainly — the clock-in is still saved, and the hours still count.

Example: Miller Road office is saved at 38.8119, -90.8529, within 100 yards. Wendy clocks in there and shares her location: the entry says "At the job site (0.03 miles away)". If she clocked in from home instead, it would say "Not at the job site (2.4 miles away)" — and the hours would still be saved.

Go to Customers → Back to the top: Pick the right business first ↑

Where to find it: the Money in & out tab, and the Bills tab. What this screen does: it keeps a photo of the paper receipt with the money entry it proves — so the proof is where the spending is, not in a folder somewhere else.

Attach a receipt when you enter the money

1. Check the business at the top (Topic 1), then tap the Money in & out tab.
2. Fill in the money-out entry as usual (Topic 4) — date, category, description, amount.
3. Receipt photo or file: tap Choose File and pick the photo of the receipt, or a PDF of it. A photo is shrunk to fit before it is saved, so it never takes up much room.
4. Tap Add it. The entry joins the list, and the Receipt column shows "View receipt".

Attach a receipt to a bill, or to an entry already saved

1. On the Money in & out list, find the entry and tap Attach receipt in the Receipt column. On the Bills tab, the same button sits next to each repeating bill — for the bill itself, like a monthly statement.
2. Pick the photo or PDF. It is attached at once — no separate save step.
3. Tap View receipt any time to see the photo, or open the PDF. Tap Remove receipt to take it off — the money entry stays, only the photo goes.

Example: Sam's Club, $86.40, Supplies, "Paper towels and trash bags". You photograph the receipt as you add the entry. A month later, when the totals look high, you tap View receipt on that row and the photo shows exactly what was bought.

Go to Money in & out → Next: Sales tax →

Where to find it: the Sales tax tab, and the Invoices tab. What this screen does: it keeps the sales tax rates you charge, puts the tax on an invoice as its own line, and shows what you owe the state — collected, still to collect, and already paid in.

Set up a rate, once per business

1. Check the business at the top (Topic 1), then tap the Sales tax tab.
2. Rate name: type it the way you say it — for example, "Missouri state + local". Percent (%): type the rate, for example 4.225.
3. Tap Add rate. It joins the list. Untick "Use this rate" to stop offering it on new invoices — invoices already made keep the rate they were made with, so old invoices never change.

Charge tax on an invoice

1. On the Invoices tab, fill in the invoice as usual (Topic 5) — customer, date, terms, and the amount, which is the charge before tax.
2. Tick "Charge sales tax on this invoice" and pick the rate. The line underneath shows the tax and the total due — for example, "$450.00 plus $19.01 tax = $469.01 due".
3. Tap Add invoice. The list shows the amount, the tax, and the total due as three separate numbers.
4. When the client pays, tap Mark paid as usual. Two money-in entries appear: one for the charge, and one for the tax, described as "Sales tax collected". That second entry is what the "Collected" number below counts — tax counts when the money actually arrives, not when the invoice was sent.

What you owe

1. On the Sales tax tab, pick the Year and — if you want one month only — the Month, then tap Show sales tax.
2. Collected is the tax on invoices that were actually paid in that time. Still to collect is the tax on invoices sent but not paid yet. Paid to the state is what you already sent in. What you owe is collected minus paid to the state.
3. The table underneath lists every invoice with tax in that time, so you can check the numbers line by line.

Pay the state

When you send sales tax to the state, write it down under Pay the state: the date, the amount, and a note like "Missouri sales tax, March". It comes off what you owe. This is only the record — the app never sends money anywhere, and it does not file the sales tax return for you.

Example: a $450.00 invoice with the Missouri rate of 4.225% — the tax is $19.01, and the total due is $469.01. The client pays: Money in shows $450.00 and a $19.01 "Sales tax collected" entry. In March you send $19.01 to the state and record it — and "What you owe" for March becomes $0.00.

Go to Sales tax → Next: Bank reconciliation →

Where to find it: the Bank files tab, under Reconcile — tick off the statement. What this screen does: it checks the books against a bank statement, row by row, until the two agree — or shows exactly how much is left to find.

1. Check the business at the top (Topic 1), then tap the Bank files tab and scroll to Reconcile.
2. Bank account: pick the account label (Topic 9). Statement ending date: the last date on the statement. Balance at the start of this statement ($): what the bank said at the start — the first line of the statement. Ending balance on the statement ($): the last line.
3. Tap Start reconciling. The app lists every money entry up to the statement date, oldest first, each with a tick box. Rows already ticked in an earlier reconciliation show as cleared.
4. Tick every row that cleared the bank — money in and money out. The totals underneath update as you go: what cleared in, what cleared out, what the balance works out to, and the difference — the gap between the books and the statement.
5. When the difference says $0.00, tap Finish reconciliation. The ticked rows are marked cleared, and the reconciliation joins the list under Past reconciliations. If the difference is not $0.00, stop and look for the missing row first — a row not ticked yet, a row typed twice, or a row the bank has that the books do not. You can finish with a difference showing, but the app writes the difference down so it is not forgotten.
6. To undo one, tap Delete next to it under Past reconciliations — its rows are unticked again.

Example: opening balance $1,000.00, ending balance $1,363.60. You tick a $450.00 payment in and an $86.40 Sam's Club run out — the balance works out to $1,363.60, the difference says $0.00, and you tap Finish reconciliation.

Go to Bank files → Next: Contractors →

Where to find it: the Contractors tab. What this screen does: it keeps the people and companies you pay for work — painters, plumbers, anyone who is not on payroll — and adds up what each one was paid in a year, so the 1099 numbers are ready. Payroll stays in Gusto; contractors are not employees.

Add a contractor

1. Check the business at the top (Topic 1), then tap the Contractors tab.
2. Name is the only box you must fill in. What they do — "Painting", "Plumbing" — plus phone, email, and notes if you have them.
3. Tap Add contractor. They join the list.

Record a payment

1. Under Record a payment, pick the Contractor, the Date, the Category, the Amount ($), and What was it for?
2. Tap Record payment. It becomes a money-out entry, tagged to that contractor — so the year-end total is worked out from the books, never typed in twice. You can also tag a payment to a contractor from the Money in & out form: pick the contractor in the Contractor box (it only shows for money out).
3. The list shows what each contractor was paid this year, and how many payments that was.

Year-end — who was paid what

1. Pick the Year and tap Show year totals. The table lists every contractor, what they do, what they were paid in that year, and how many payments that was.
2. Anyone paid $600 or more in the year is flagged "1099?" — that is the usual line for a 1099, so check with your tax preparer whether that contractor needs one. The app does not file 1099s and does not send anything to the tax office.
3. Download year totals (CSV) gives you the same table as a file, to hand to your tax preparer with the year-end export (Topic 32).

Example: Sam the painter, $400.00 in February and $250.00 in March — $650.00 for the year, 2 payments, flagged "1099?" because it is over $600. Jo the plumber, $100.00 once — not flagged.

Go to Contractors → Next: Moving to TurboTax →

Where to find it: the Reports & year-end tab, under Move to TurboTax — one step, all three files. What this screen does: it checks the year is complete, checks the TXF file adds up to your Profit and Loss, and downloads all three files in one go. This is the easy move QuickBooks does not have.

Why this is simpler than QuickBooks: QuickBooks Online cannot send its numbers straight into TurboTax at all — Intuit's own help says so. With QuickBooks you have to export to QuickBooks Desktop first, or type the numbers in by hand. Here the TXF file goes straight into TurboTax Desktop, and the CSV and the summary are one file per business, with every line in them — nothing to retype, and no per-account export maze.

Step 1 — check the year

1. Check the business at the top (Topic 1), then tap the Reports & year-end tab and scroll to Move to TurboTax.
2. Pick the Year — the box already shows 2026 — and tap Check my books for this year.
3. The app looks for five things that would make the export wrong: money with no category, money with no description, invoices with no payment terms or no due date, invoices with no customer, and mileage trips with no business reason. Each one it finds is listed with the tab that fixes it — tap Go to next to it and fix it there.
4. When the check finds nothing, it says the year looks complete. You can still download with things unfixed, but fix them first if you can — an export with blank lines in it is an export you have to explain later.

Step 2 — download all three files

1. Tap Download all three files. The app makes the three files for this business and this year — the year-end CSV, the TXF, and the summary — and downloads them one after another. Before it downloads, it reads the TXF file back and checks it adds up to your Profit and Loss: if the numbers do not agree, it says so instead of handing you a broken file.
2. Repeat for the other businesses: switch the business at the top and do it again. You should end with four sets of three files, one set per business.

Step 3 — where each file goes in TurboTax

1. TurboTax Desktop: open your return, go to File → Import → From Accounting Software, and pick the .txf file for this business. TurboTax reads the income and expenses in and puts them on the right lines — check the numbers it shows against the summary file before you go on.
2. TurboTax Online: it does not take a TXF file. Open the year-end CSV and the summary, and type the totals in where TurboTax asks for business income and expenses — the summary has money in, money out, and the totals by category on one page.
3. Keep the four sets together with the year's tax papers, so what TurboTax used can always be found again.

Example: Lilly's Janitorial, 2026. The check finds one money entry with no category — you tap Go to, pick Supplies, and check again: the year looks complete. You tap Download all three files and get "Lilly's Janitorial-2026-year-end.csv", the TXF, and the summary. In TurboTax Desktop you import the TXF, and the income and expenses land on the right lines.

Go to Reports & year-end → Back to the top: Pick the right business first ↑