How the home screen is laid out

Three bands, and each one is a part of the business.

• Bank Account — money moving through your accounts.
• Customers — money coming to you.
• Vendors — money going out.

Every band has three things you do across the middle, and small pills under them for the lists and the extras.

• The band name itself is a button. Press Customers and your customer list opens.
• The tabs along the top each open one screen. Whichever tab you press is the only thing you see.
• Home brings the three bands back.

Getting paid — the Customers band

1. Create Invoice. Pick the customer, add your lines, save it. It saves as a Draft — nothing has gone out yet.
2. Invoice List. Every invoice you have. The Show picker narrows it to open, drafts, sent, paid or past due. You send a draft, or write one off, from its own row.
3. Receive Payment. Put money against an invoice. The invoice moves to Partially Paid or Paid, and a line goes into the register of the account the money landed in.

The Options pill under Invoice List holds the rest:

• Print Queue and Email Queue — invoices waiting to go out.
• Memorized Invoices — the ones you bill again and again. Tick them and Process.
• Create Estimate and Estimate List — a price you are quoting. An estimate can be turned into an invoice once it is accepted.
• Reports — see The Numbers.

Paying out — the Vendors band

1. Enter Bill. A bill you have received and not paid. Vendor, bill date, due date, amount. You can attach a photo of it.
2. Pay Bill. Pays it and writes a line out of the account you paid it from.
3. Bill List. What is still open and what is settled.

Cash Register is the pill under Bill List, and it is a different thing:

• It is for money out of your own pocket — fuel, parts, a meal, a meter. Money that never went through the bank.
• Every line can carry a photo of the receipt. On a phone the camera opens straight away.
• The counters across the top tell you how many lines still have no receipt, so a missing one shows up now instead of at tax time.

Your bank

• Record Deposit. Money in. You can point it at an invoice, and that invoice gets marked down at the same time.
• Transfer Funds. Between two of your own accounts. Two lines go in the register, one out and one in. Your profit does not move, because nothing was earned or spent.
• Register. Every dollar that moved through one account, oldest first. Money in reads as a plain number, money out reads red. Pick the account along the top.
• + Bank Accounts. Add another account or change one.
• Reconcile. Matching your register against the bank's own statement — see Reconcile.

The clock

Time Tracking is your own job clock. Turn GPS Tracking on, pick the customer, press the green In key when you start and the red Out key when you stop, then Confirm. Nothing is saved until you Confirm.

Tracked hours are a record of where your time went. They are not a billing tool and they do not go onto an invoice.

Tick Employee Tracking on the Company tab and three more tabs appear.

• Employee Time — his screen. GPS on first, then LOGIN, and only then do the In and Out keys work. He cannot log out of work while he is still on a customer's clock, or with time on the screen he has not confirmed.
• Employee Hours — his own card, one line for every button he pressed. The × on a line asks for a time to be changed; it does not change it. Submit Hours sends the pay cycle to you and the cycle collapses to one line.
• Employee Menu — yours. Open a batch to see every punch. Accept or reject each change he asked for, then Approve, which locks that cycle for good.

The numbers

The Options pill under Invoice List, then Reports. Three cards:

• AR Outstanding — what customers owe you, and how many invoices are open.
• Aging Report — how late that money is. Press the card and the full report opens, sorted by how far past due. Only sent invoices with a balance appear.
• AP Due — what you owe your vendors.

Reconcile

This is where you prove your books against the bank's. The Reconcile pill sits under Register.

1. Upload the statement your bank gave you, and enter its beginning and ending balance.
2. It reads the statement and matches what it can against your register on its own.
3. Work through what it could not match. A line the bank has that you do not can be added to your register from there.
4. When the difference reaches zero, close it. That month is settled and will not be asked about again.

Things the program will not let you do

These are on purpose. They are what keeps the books honest.

• Two invoices cannot take the same number. If you pick a block of numbers that would collide with one already used, it is refused rather than quietly renumbered.
• A time cannot be changed without a reason written down, and an hours cycle cannot be approved while a change is still waiting on your answer.
• Approved hours are locked. Once you approve a pay cycle no punch in it can be changed or removed, by him or by you.
• You cannot leave work still on a customer's clock, or with time showing on screen that was never confirmed.
• The demo account can look at everything and change nothing that matters — not the company details, not an email address, not the print or email queue, and not the time card.