Help o aplikacji "Cash Flow"
Getting Started
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How to add a new account?
By using accounts, you can plan not only your company's budget, but also manage personal finances or plan a future business project. To open a new account:
1. Click + in the "Accounts" section
2. In the edit window that opens, add the account name, currency, and logo.
3. Congratulations! The account is ready to use. If an account is no longer needed, it can be easily deleted or edited by pressing the button next to the account name. -
Why should you specify counterparties?
Suppose you have only two suppliers - Kwasniewski Paul sole proprietors, "Autohaus LLC". Creating entries like "Purchases Kwasniewski" and "Purchases Autohaus" is incorrect.
The correct approach is to create only one entry "Purchases" and assign suppliers as counterparties for the transactions. This way, you can view details for each supplier in CRM, while also seeing total purchase expenses - especially useful when you have more than two suppliers. -
How to configure access rights?
Access rights can be easily configured in the "Team" app. Select a user or user group and define restricted access to the app.
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What counts as an account?
Only things that generate income and require profit analysis.
For example, "Shop online", "Sauna", "Restaurant", "Hotel", "Shop Warsaw". Something that is a business unit and sells/is being sold.
But "Marketing" is not an account, it's an item.
Transactions
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How to create recurring transactions?
If you spend the same amount every month, for example on rent, it is convenient to add these transactions for several months at once.
When adding any income or expense transaction, you can choose whether it should be recurring or not.
For recurring transactions, you can specify how often and until when the transaction will occur. -
Why are profits classified as expenses?
For businesses, profits are similar to expenses because you need to withdraw money from the company, which reduces the account balance. We have a separate payout column in case you need to withdraw money from the account without affecting expense statistics.
The "Profit" item allows you to visually group such expenses into separate blue columns.
Create a new expense item and specify in Settingsch whether it is a profit. -
How to transfer money from one account to another?
To transfer funds from one account to another:
1. Open the desired account and go to the "Transfer" section
2. Enter the transfer amount.
3. Select the account to which the funds will be transferred.
4. Press "Add"
If both accounts are in different currencies, you will need to specify the exact conversion amount. -
How to create an income or expense item?
Application already has predefined income and expense categories.
However, if you want to add additional items - click + in the income or expense section.
In the opened window, add the item name, color, and specify whether the item is income or expense. -
How to enter an income transaction?
Adding an item to an account is simple:
1. Go to the desired account and press "Income"
2. Enter the income amount.
3. Specify the payment date and income source.
4. Press "Add" -
How to enter an expense transaction?
Add an expense item to the account:
1. Go to the selected account and press "Expenses"
2. Enter the expense amount.
3. Indicate the account charge date and the expense category.
4. Press "Add" -
How to delete a transaction?
Select the desired transaction, go to the transaction edit window and press "Delete"
Reports
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How to build a cash flow statement for a required period?
How to build a cash flow statement for a required period? The cash flow report in the app is built for a year. We already have a request in our app improvement list to allow custom grouping of the report, but currently the cash flow report is only available by months for the entire year, as the most representative and classic version of this report.
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How to export data to Excel?
To export data from the app to Excel, select the required time period on the chart, and an export to Excel button will appear below the chart on the detailed scale.
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The balance keeps going up, what should I do?
Great if that's the case! But it's possible you simply haven't entered any expense transactions yet. Record all debits from your business account, including withdrawals from the business (dividends, personal expenses) - only then will the balance line be accurate and your overall financial picture meaningful. That's the whole point of the app - to understand the balance between how much you earn and how much you spend.
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What is a cash gap?
A cash gap is a situation where a business cannot cover upcoming expenses. A cash gap can happen to any company, but it can be predicted and avoided.
Application calculates and warns on the interactive chart whether the current ratio of income to costs negatively affects the balance and leads to a cash flow gap. -
How to select a reporting period?
The most important element of the app interface is the interactive account balance chart.
To change the report dates, drag the slider below the main chart.
Then, in the settings window that opens, specify the desired dates and view the full balance report for the selected period. -
How to set up transaction notifications?
Do you need to add a notification for a specific transaction date?
Check the box when adding or editing an operation. -
How does app calculate taxes?
Application does not calculate taxes or prepare any tax declarations. Taxes are highly individual, depending on country, legal arrangements, etc.
"Money" allows you to manually set parameters for all transactions, which actually generates a cash flow.
Taxes are entered exactly the same way as other transactions - as manual expense transactions. For example, if every transfer from the company's bank account to the government is entered as a separate item, all such transactions can be seen in general reports (on the finances tab, in the cash flow statement, etc.).
Automatic forecast
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How can I view the forecast for next week?
You can now view the forecast not only based on monthly results, but also see separately what transactions will occur tomorrow, over a week, or over a month.
To do this, click the three dots near the 30-day forecast and select the desired transaction period. -
Where can I see the forecast for 30-90-180 days?
The interactive chart allows you to select one or more months directly on the chart and view your income, expenses, and payouts for the selected period.
Use the chart to display transactions for one or more past months as well as future forecasts. -
How does app show the future balance?
The forecast directly depends on the data entered into the application. Therefore, it is extremely accurate, as it is based on information about existing income and expense transactions-completed or planned.
The forecast is based on sales over the last 30 days. It takes the total amount of paid orders from the last 30 days, divides it by 30, and obtains the average daily sales.
This amount is recalculated each day over time. -
How to build a business plan in the app?
Are you just thinking about a new business or planning an expansion? Calculate the profitability of a new project:
1. Add initial capital.
2. Enter initial investment and recurring expenses.
3. Specify potential profit.
4. Evaluate project profitability on the interactive chart. -
How to calculate a "What if..." scenario?
What happens if you hire a new employee or upgrade office equipment?
Calculate the impact on your balance in advance and eliminate unnecessary future expenses.
1. Add the necessary costs for implementing the idea.
2. Add the potential profit.
3. Evaluate the impact on future balance. -
How to make the forecast more accurate?
Add not only completed sales transactions, but also future income amounts. Calculate the average number of daily sales and add planned transactions (when the date arrives, you can replace them with actual numbers).
Add recurring planned expenses: rent, salaries, purchases, or taxes. The more accurate the costs you enter, the more accurate the future forecast will be.
Record everything! Even small details like "30 PLN for a taxi." A clear picture emerges only when everything is honestly entered. The more accurately you enter data, the more useful the app "Cash Flow" will be for you.
Data import
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How to configure import from Excel (CSV)?
You can automatically add income and expense data if you previously kept financial records in Excel:
1. Click the "Import" button in the lower left corner.
2. Select the desired CSV file
3. In the preview window, check if the data to be imported is correct.
4. Enter the account to which the data will be imported. Specify columns for amount, date, description, and transaction item.
5. Click "Import ... operations"
6. If there is already data on the account, you can keep the duplicate transaction skipping option enabled to avoid duplication. -
How to configure import from Shopy-Script app?
To set up automatic transaction import from the Shopy-Script app, press the "Import" button in the lower left corner of the screen, select the Shopy-Script app section, and specify import settings.
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Why does the account balance not match reality?
Application works solely based on data entered by the user. Import from Shopy-Script app and Excel files fills transaction data into the app, and the balance is then based on that. It may happen that you did not import data from your entire business history, or you created an account with an incorrect amount.
To make the balance as accurate as possible, you should carefully enter all transactions and properly configure imports.