Accounting and statements
Open Accounting when you need a yearly view of invoices, payments, and outstanding balances, or files to share with your bookkeeper. Owners, admins, and accountants can reach it from the icon at the right of the top bar. The page summarizes invoices and payments; expense records are included in its exports.
Picking a year
Arrows at the top right move a year at a time. Every number on the page is for invoices issued in that year, with one exception noted below.
Overview
Six cards across the top:
- Total Invoiced, the sum of every non-draft invoice issued in the year.
- Collected, cleared payments net of refunds.
- Outstanding, invoiced less collected less written off.
- Written Off, the unpaid balance of invoices you wrote off.
- Tax Invoiced, the tax lines across those invoices.
- Tax Collected, tax in proportion to how much of each invoice got paid.
Those first four always add up: invoiced equals collected plus written off plus outstanding.
The tax figures are for your accountant, not a filing. PayPolka doesn’t calculate what you owe.
Payment processing
The Payment Processing card is the one exception to invoice-date bucketing. It groups by payment date so it lines up with your Stripe statements. It shows Fee surcharges collected (fees clients covered when you pass them on, which is other income), Processing fees paid (Stripe’s cut), and Net. Refunded payments drop out of the surcharge column, because the client got that back, but stay in the fees column, because Stripe keeps its fee on a refund.
Quarterly summary and monthly breakdown
Two tables below the cards, one by quarter and one by month, each with Invoiced, Collected, Tax Invoiced, Tax Collected, and Written Off columns and a total row.
By client
The By Client tab lists every client with invoices that year: invoice count, invoiced, collected, outstanding, and written off, sorted by invoiced amount. Each name links to the client.
Exports
The Exports tab opens a page headed Export to your accounting package. Nothing syncs on its own. You download CSV files and import them on the other side.
Set From and To, then pick a package. QuickBooks Online and Xero each offer three buttons: Download invoices, Download payments, and Download expenses. The page tells you which import screen to use in each product. Xero expenses default to account codes 200 for sales and 400 for expenses; change them in the file if yours differ.
Invoices exclude drafts. Payments are cleared Stripe payments and recorded manual payments, net of refunds. Cells beginning with =, +, -, or @ are escaped so a spreadsheet treats them as text.
Statements
A statement answers “where do we stand?” for one client over one month. Open the client and press Statement. The page defaults to last month; a Month and Year picker with a View button moves it.
The statement shows Opening balance (what the client owed on the first of the month, counting invoices issued and payments made before it), Invoiced this period, and Collected this period, then two tables, Invoices issued and Payments received, and a Closing balance at the bottom. Drafts are left out. Estimates never appear on a statement.
Email statement sends it to the client’s primary contact and confirms the address before it goes. Accountants can view statements but not send them. If the client has no primary contact with an email, the button doesn’t show; add one under Clients and contacts.