Updated Aug 15, 2023
Staying on top of your income, expenses, and sales taxes is critical to running a successful business and being prepared for everyone's favorite season... tax time!
To help you do just that, Dubsado has some simple bookkeeping tools built right in. For most small businesses, these tools will save you from having to invest in separate bookkeeping software! But if your accounting needs are more extensive, we also offer integrations with Quickbooks Online and Xero.
All of the bookkeeping tools can be found in the main menu under Reporting. Let's take a look at each one!
Under Reporting >> Invoices, you will find a list of all invoices across all projects. Click on any invoice in the list to preview it in more detail.
If you would like to make edits to an invoice or send it via email to your client, click on the invoice, and then click the Go to project button.
All overdue invoices will show under the Status column. An invoice can only show up in this list if it has a payment plan since payment plans are what set the due dates for payment.
Click on Export as CSV to create a CSV file of your invoices if you would like to generate your own reports in a spreadsheet outside of Dubsado.
Under Reporting >> Transactions, you'll find a log of individual income and expense transactions. You can filter the transactions you'd like to see and export a CSV of the resulting list.
Recording income and expenses
⛔ Heads up! When Dubsado records an income transaction, it will not automatically account for any payment processing fees. You'll need to manually record those fees as expenses.
You can manually record general business expenses or project-specific expenses using the Expense + button. Dubsado does not have any integrations to record expenses automatically.
👋 Here's a tip... To record a general business expense, leave the Project dropdown blank.
The Income + button is for adding income not related to any project. If you need to record income on a project, we recommend manually applying that payment on an invoice.
Recording sales tax payments
You can also record when you make a sales tax payment to the appropriate government entity. Just click Tax Payment + and select the sales tax you'd like to record a payment against. This will balance out your chart of accounts so that the sales tax you collected and paid back does not count toward your total income.
Chart of accounts
Under Reporting >> Chart of Accounts, you'll find a breakdown of income and expenses by category, including any sales tax you collect.
Each time a payment is recorded on an invoice, Dubsado will evenly split that payment amount across the income categories of the line items on the invoice. Similarly, when you close an invoice, Dubsado will split the uncollectible balance across the affected income categories.
Use the date filters at the top to select a date range to display and click Export Profit and Loss to download a CSV file of your chart of accounts for that date range.
Going to Reporting >> Reports gives you easy access to colorful charts and graphs detailing your income and expenses. Like the chart of accounts, you can filter these reports by date range.
👋 Here's a tip... If you create separate income categories for each of your services, this is a great place to see which services are bringing you the most income!