# Your ledger

Your books in Vezmo, filled in for you as you get paid, plus the income and expenses you record yourself, voiding a mistake, importing entries from a spreadsheet, exporting a report, the categories and the Reports tab.

Source: https://vezmo.com/docs/run-your-business/ledger

## Overview

**Ledger**, under **Insights** in the menu, keeps your books. Everything that happens in VezmoPay is entered for you:
each sale, the fees and costs that come with it, refunds and disputes. You add the rest yourself: money you received
outside Vezmo, such as cash or a bank transfer, and what you spend to run the business.

**Your books, not your balance:**
Income and expenses you record yourself are for your books only. They don't change your VezmoPay balance or what you
can pay out.

The page has six tabs: **Overview**, **Income**, **Expenses**, **External Accounts**, **Categories** and
**Reports**. **Template**, **Import** and **Export** are at the top right (on a phone, under **⋮**).

## The Overview tab

**Overview** shows your VezmoPay balance: what's available to pay out, what's available soon, your recent
performance and every movement in your balance. It's the same as your balance page.

## Income and expenses

**Income** and **Expenses** each start with a summary for the period (the total, the top category, how many entries
and the average entry), then the list of entries.

(Screenshot: The Income tab: a summary with total income, the top account, the number of entries and the average entry, then Income entries with Account and Status filters, the periods This month, Last month, Last 30 days, YTD, All time and Custom, and entries including VezmoPay sales and the manual entry Recording workshop, paid in cash.)

- **The columns**: the date, the category (**Account**), the description, where it came from (**Source**, such as a
  VezmoPay charge, or a manual entry) and the amount.
- **Filters**: by category (**Account**), by **Status** (**Posted**, **Voided** or **Reversal**) and by period:
  **This month**, **Last month**, **Last 30 days**, **YTD**, **All time** or **Custom** dates.

### Record income or an expense

1. **Open the form**
On the **Income** tab select **Add income**, or on the **Expenses** tab select **Add expense**.

2. **Fill it in**
- **Amount**, in US dollars: from 0.01 to 1,000,000, with up to two decimals.
- **Date**: today or earlier.
- **Category**: for income, such as **Service revenue**, **Sales (off-platform)** or **Tips & gratuities**; for an
  expense, such as **Rent & lease**, **Software & subscriptions** or **Travel**.
- **Description** (optional): what it was for, up to 500 characters.
- **Advanced options**: where the money went in (**Received into**) or came from (**Paid from**). It's **Cash on
  hand** unless you choose another account.

(Screenshot: The Add expense form: Log a business expense for your books; Amount 85.00 USD, Date, Category Travel, the description Train to the client's studio, Advanced options open with Paid from Default (Cash on hand), and the Cancel and Record expense buttons.)

3. **Save it**
Select **Record income** or **Record expense**. The entry appears in the list, with **Manual entry** as its source.

### Void an entry

An entry can't be edited or deleted. If one is wrong, void it and record it again.

1. **Find the entry**
On **Income** or **Expenses**, select **⋯** at the end of the entry's row, then **Void entry**. Only entries you
recorded or imported can be voided; the ones VezmoPay made can't.

2. **Say why**
Add a **Reason** if you like, such as "Duplicate" or "Typo" (up to 200 characters), and select **Void entry**.

(Screenshot: Void this entry? Voiding posts a reversing entry. The original stays in the journal trail and is marked voided. A Reason box with Duplicate, typo, etc., and the button to void it.)

Voiding adds a reversing entry that cancels the original. The original stays in your books, marked **Voided**, and
the reversal shows with the status **Reversal**.

## Import entries from a spreadsheet

If you keep your books elsewhere, bring the entries in from a spreadsheet.

1. **Get the template**
Select **Template**, then **Excel (.xlsx)** or **CSV (.csv)**. It has the columns to fill in and three example rows:
delete them before you upload, or they're imported too.

2. **Fill it in**
One row per entry:

| Column | Required | What to put in it |
| --- | --- | --- |
| **Date** | Yes | The date, as YYYY-MM-DD (or a date cell in Excel). Yesterday or earlier is safest (see below). |
| **Type** | Yes | INCOME or EXPENSE. |
| **Category** | Yes | The name of one of your categories. If a name doesn't match, the row goes under **Other income** or **Other expenses**; you can change it in the review step. |
| **Amount** | Yes | A positive number, with up to two decimals, up to 1,000,000. |
| **Currency** | No | Leave it empty or put USD. A row in another currency isn't imported. |
| **Description** | No | Up to 500 characters. |
| **Account** | No | Where the money went in or came from. **Cash on hand** if empty. |

In an Excel file, keep the entries on the sheet called **Entries**. A row dated today is refused until midday UTC;
date it the day before or import it later in the day.

3. **Upload it**
Select **Import**, then drop the file in or choose it: .xlsx, .xls or .csv, up to 1,000 rows and 2 MB.

(Screenshot: The import window: Drop your spreadsheet here, or click to browse, .xlsx, .xls, .csv, up to 1,000 rows, 2 MB, and Download template.)

4. **Review and import**
Each row is checked and counted as **Importable**, **Need attention** (fix it in the file, or leave it out) or **With
fallbacks** (a category or account that didn't match and was given a default: check it). Choose the category for a
row if needed, keep the rows you want, and select **Import** (it says how many entries). They're posted to your books
straight away, and **View in ledger** takes you to them.

If the file is refused, the message says why: for example **File is missing required headers** (a column was renamed
or removed) or **Excel file is missing the 'Entries' sheet**.

## Export

Select **Export** and choose a period: **Today**, **7 days**, **This month**, **Last month**, **Previous year**, or
your own dates. You get an Excel workbook with three sheets: **Summary**, **Cashflow** (day by day) and
**Transactions** (every entry, VezmoPay's and yours).

## Categories

**Categories** shows your chart of accounts: **Assets** (such as your VezmoPay balance), **Liabilities**,
**Income**, **Expenses** and **Equity**, each with its balance, and the accounts in each with their share.

(Screenshot: Chart of accounts: System accounts are managed by Vezmo. Cards for Assets, Liabilities, Income, Expenses and Equity, each with the number of accounts and the balance.)

Accounts marked **System** are kept by Vezmo and filled from VezmoPay. The categories you pick from when you record an
entry are set: you can't add your own yet.

**External Accounts** shows your other money accounts, such as **Cash on hand** (where manual entries go unless you
choose another), and the entries recorded against them.

## Reports

**Reports** sums up your books for a period: **7 days**, **30 days**, **This year**, **Last year** or **All time**.

(Screenshot: The Reports tab: the periods 7 days, 30 days, This year, Last year and All time; Export Excel; cards for Income, split into VezmoPay and manual, Expenses, Net cash flow with its margin, and Income this month against last month; and the Cash flow chart of income and expenses.)

- **Income**: VezmoPay sales and the income you recorded, each shown.
- **Expenses**: refunds, VezmoPay costs (platform and processing fees, chargebacks, dispute fees, payout fees and
  currency conversion losses) and the expenses you recorded.
- **Net cash flow**: income minus expenses, with your margin.
- **Cash flow**: a chart of income and expenses over the period.
- **Profit margin**, **This month so far**, **Where income came from** and **Where money went**.

**Export Excel** downloads the same report as a workbook.

## Who can use the ledger

To use the ledger, a teammate needs **View book entries** or **Create book entries** (either puts **Ledger** in their
menu) and **View the books**.
Recording, importing and voiding entries also needs **Record entries in the books**. See
[Your team and roles](/docs/run-your-business/team).

## Questions

### The form says "Date cannot be in the future", but the date is today

Entries dated today are accepted from midday, your time. Before then, record it later in the day or pick an earlier
date. 
### Do I need to record my VezmoPay sales?

No. Sales, fees, refunds and disputes in VezmoPay are entered for you. Record only what happened outside Vezmo.

### Can I change an entry?

No. Void it and record it again, so your books keep a record of the change.

## Related

- [See a payment's details](/docs/get-paid/payment-details)
- [Taxes and tax forms](/docs/get-paid/taxes)