Books: double-entry accounting
Vivotics keeps real double-entry books for every company. The ledger lives inside the same system that runs your projects and billing, so the books stay current without anyone re-entering data.
Where to find it
Go to Finance, then Books. Access is limited to admins and users with the finance manager role.
What posts automatically
Every operational finance document posts itself to the ledger the moment it is saved:
| You do this | The ledger records |
|---|---|
| Send an invoice | Receivables up, income up |
| Record a payment | Cash up, receivables down |
| Approve an expense | Expense up, cash down |
| Issue a credit note | Income down, receivables down |
| Enter a vendor bill | Expense up, payables up |
| Pay a vendor | Payables down, cash down |
Each document posts exactly once. If a posting ever fails, the document itself still saves and the posting is queued for review; your team's work is never blocked by the books.
The tabs
- Overview: cash, receivables, payables, month-to-date income, expenses and net profit, a 12-month cash flow chart, top expense accounts and customer statement links.
- Trial Balance: every account balance, always in balance.
- Income Statement: profit and loss for the year to date.
- Balance Sheet: assets, liabilities and equity as of today.
- Chart of Accounts: every account with its type, currency and balance. Click an account to see its full statement.
- Cash Flow: operating, investing and financing movement.
- A/R Aging: who owes you, bucketed by how overdue it is.
- + Journal Entry: balanced manual entries for anything the automatic postings do not cover.
- + Transfer: bank-to-bank transfers and cash deposits.
Migrating from QuickBooks
Vivotics imports your QuickBooks chart of accounts, opening balances and history, then verifies the imported trial balance against QuickBooks before you go live. Customers, invoices, payments and expenses arrive as native Vivotics records, so your team sees familiar screens with the history already in place. Ask your implementation contact to run the import.
Tenant isolation
Each company has its own ledger entity, chart of accounts and reports. No data is ever shared between companies.