Operations and journal: income, expenses, voiding

Booking payments appear in Operations on their own; other income, expenses and deposits are added with “Add operation”. Operations are not deleted but voided: a voided one leaves the lists and totals but is not erased.

Who can use it and on which plan

Finance is open to the owner and to staff with “Full access”. Adding and voiding operations, and the change history of each one, are on every plan. The “Operations journal” and the “Change log” of all finances are part of the Professional mode, on Pro and Team.

Types of operations

• Income — a booking payment appears by itself when you mark the booking as paid; other income is added by hand.
• Expense — rent, materials, ads and so on; every expense has a category.
• Deposit — money a client paid in advance.
• Refund — made from a particular income with “Refund”.
• Payout — staff pay, recorded in Staff (Team plan).
• Transfer — money moved between the till and an account; it counts as neither income nor expense.

Payment methods are Card, Cash, Online and Other. Statuses are Paid, Pending, Overdue, Refunded and Canceled.

How to do it

Add income, an expense, a deposit or a transfer

1. Open Finance → Operations and click “Add operation”.
2. In Type, choose Income, Expense, Deposit or Transfer.
3. Fill in Amount, Date and Payment method. Income and deposits can carry a Client, Staff and Service; an expense needs a Category.
4. Add a Description or Note if you like, then click Save.

Expenses can also be added in the Expenses section with “Add expense”. On a phone: the Finance tab → Operations → the plus at the top of the screen.

Recurring expenses: rent, subscriptions

1. When adding an expense, turn on “Recurring expense” and choose how often: Weekly, Monthly or Yearly.
2. From then on the expense is added by itself. Pause, change or stop it in Expenses → Recurring expenses.

Deleting a recurring expense keeps the expenses it already made.

Void an operation

1. Open the operation in Operations.
2. Click the bin icon (Void) and confirm “Void operation?”.

The operation “leaves lists and totals but is not erased.” To fix the amount or date of a manual operation, use Edit on the same card.

Who changed what

At the bottom of every operation’s card there is its change history: who changed what. All changes to your finances in one place are in the Professional mode: Operations → Change log.

The operations journal in the Professional mode

In the Professional mode, Operations shows the “Operations journal”: totals for each day, a period total and filters by type, status, payment method, source, category, staff, client, service, author and amount. Switching modes is covered in Simple and Professional finance modes.

If something doesn’t work

“Enter an amount, e.g. 1250 or 1250.50” or “Could not save the operation”

• Type the amount in digits, for example 1250 or 1250.50.
• “No more than …” — the amount is larger than the form accepts.
• “Could not save the operation. Try again.” — check your internet connection and save again.

“This is still being saved. Wait a moment and check the list.”

The previous save is still going through. Wait a few seconds and look at the list: if the operation is there, don’t add it a second time.

“This operation is changed through its booking or payroll, not here.”

Income from a booking is changed in the booking itself — the amount, the payment method or a cancellation; the operation card has “Open booking”. A payout is changed in Staff. How booking payments work is explained in Payment in a booking and refunds to a client.

“An expense needs a category.” or a category won’t delete

• Every expense needs a category — pick one in the Category field.
• “Expenses or recurring expenses use …” — in Expenses → “Manage categories”, choose “Move and delete” and the category to move those expenses to.
• “A system category cannot be deleted.” — the built-in categories stay; add your own next to them.

Didn’t find your case? Contact support. Write any time — we reply during working hours.

Related articles

• Simple and Professional finance modes
• Reports and exports: Excel, CSV and PDF
• Payment in a booking and refunds to a client
• Client deposits: recording them in Finance
• Staff pay and rates (Team)