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 a separate bookkeeping software! But if your accounting needs are more extensive, we also offer an integration with Quickbooks Online.

All of the bookkeeping tools can be found in the main menu under Reporting. Let's take a look at each one!

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Invoices

Under Reporting >> Invoices, you will find a master 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, just click the Go to Project button from the invoice preview.

Click on the Overdue Invoices tab at the top of the Invoices page to see all invoices with overdue payments. An invoice can only show up in this list if it has a payment schedule, since payment schedules are what set the due dates for payment.

You can also export a CSV file of your invoices if you would like to generate your own reports in a spreadsheet outside of Dubsado. Just click Export as CSV while viewing the All Invoices tab.

Transactions

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

If a client makes a payment on an invoice through a connected payment processor or if you manually apply a payment to an invoice, then the income transaction will automatically appear in this list.

⚠️ 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 non-project related income. 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 towards 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.

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.

Income categories, expense categories, and tax items can be managed on this page using the gear and trash icons next to each one. New categories for income and expenses can be created here using the Income Category + and Expense Category + buttons, respectively. New tax items can only be created while setting up a line item in a package or on an invoice.

Reports

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!

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