1. Customize your expense accounts
When you register a purchase invoice in Holded you need to assign an expense account so that it is reflected in your ledger . You can customize your accounts to differentiate your expenses according to their type.
Access Analytics > Goals
Click the + button and click New Expense Account
In Type use the dropdown to select any of the accounts included in Group 6 (Purchases and Expenses)
Write the name with which you want to identify the expense account
In the Number field, add the ledger account with which you want the expense account to be registered
Assign a color to be able to differentiate the expense account in the Reports section
Click Create
2. Set up your Inbox email
Setting up the email address Inbox is an essential step to receive your vouchers expenses , convert them to purchase documents and thus record them in your accounting.
Go to Expenses > Inbox
Opens the Three-dot menu top right
Click on Settings
Write the email address, by default the name of the account of your company will appear
Click Save
3. Create your employees (optional)
In order to register, allocate and post the payroll , which is an important part of your expenses, you will first need to create the profile of your employees . If you have no employees, and therefore no payroll to post, you can skip this step.
From the navigation bar, go to Team > Employees
Click on New Employee, top right
Fill in the fields above name , last name , and email , and click Create .
From your employee list, select the employee and click Edit in the window on the left
Complete all the necessary information in the Preferences , Personal Data and Accounting sections.
4. Create a test purchase manually
Create and register expense documents such as purchase invoices, purchase receipts or corrective purchase.
From the navigation bar, go to Expenses > Expenses
Click New Purchase top right
Select the contact
Put a expiration date
Details the concepts , their quantity, price and taxes
Add a message if you wish
Attach the file purchase
Select the expense account
You can modify your purchase invoice and save it as a draft. When it's all done, just click Approve .
5. Upload a test spend with the Holded app
This option is especially useful to avoid manually entering each ticket, invoice, or purchase order you work with. You need the Holded app on your mobile to be able to take photos of your expense receipts, available in the Play Store (Android) or App Store (iOS).
Enter the application of Holded
Take a photo of the file to upload to Inbox
From Inbox , select the file
In the pop-up window, tap Scan
Turn it into a purchase, ticket or order
6. Remove the test purchase
Now that you've created your test spend, delete it so it doesn't affect your accounting. Neither the contacts nor the products or services that you have created when generating the purchase invoice will be deleted.
Go to Expenses > Expenses
From the list, select the invoice by checking the box to the left
From the bottom bar, click Remove
Confirm the action
7. Register a test payroll
If you have employees, you'll need to learn how to create payroll for them to post.
From the navigation bar, go to Expenses > Payroll
Click New Payroll
Indicates the name of the worker
Enter the date of the payroll posting
Details the concepts: Salary , Total SS , Company SS Expense and Personal Income Tax
Add a description and tags , if you want to do more analytical bookkeeping
Attach the payslip in PDF format
Click Create
You can use the Mark as Paid checkbox to post the payment directly from payslip. The calculation of the amount in To be paid will be carried out automatically taking into account: (Salary + SS Company Expense) - (Total SS + Personal Income Tax).
8. Delete the test payroll
Now remove the test payroll so that nothing is out of balance in your accounting.
Go to Expenses > Payroll
Select payroll by checking the box to the left
click Remove from the bottom bar
Confirm the action
9. Import your expenses
Importing your expenses will allow you to control your accounting much better by analyzing the flow of expenses and how they impact the benefits of your business.
Access Expenses > Expenses
Click the 3-dot menu and select Import
Download the import template
Fill the template with the corresponding data
Once saved, drag the file or press File Upload