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. A refund that gives back a fee the client covered comes off the surcharge column in the year the refund was made, but the payment stays in the fees column, because Stripe keeps its fee on a refund. Payment-page payments that haven’t been applied to an invoice yet, and their refunds, count here too.

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. The quarterly table ends with 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.

Year-end package

When it’s time to hand the year to your accountant, press Download 2026 year-end package (or whichever year you’re on) at the top of the Accounting page. It appears for the current year and past ones. Owners, admins, and accountants can download it. The zip is built while you wait, so a year with many receipts can take a moment.

Inside:

cover-sheet.pdf, which says what the package covers and what it doesn’t: it’s cash basis, from the Income and spending report, with no balance sheet and no depreciation.
income-and-spending-summary.pdf, the year’s income, sales tax, and spending by category, the same numbers as the Income and spending report.
ledger.csv, every line behind that summary. Add it up by Section and you get the summary’s totals.
subcontractors.csv, each payee you paid from a category marked for subcontractors, with the year’s total, how much went by card, and whether the rest reached the Form 1099-NEC threshold for that year. Card payments are reported by the card processor on Form 1099-K instead.
open-bills.csv, bills still unpaid on December 31.
receivables.csv, invoices still owed on December 31, how much, and how far past due.
quickbooks and xero folders with the same invoice, payment, and expense files as the Exports tab, for the whole year.
A receipts folder, one folder per category. Up to 300 MB of receipts go in; any past that are listed in receipts-not-included.csv so you can send them separately.

The tax figures are for your accountant to work from, not a filing.

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 at their full amount on the day they cleared, plus card fees clients covered and payment-page money not yet applied to an invoice. Refunds are separate negative rows on the day they were made, so a month you already exported never changes. Expenses include paid purchases as well as logged expenses. 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 and refunds made before it), Invoiced this period, and Collected this period, then two tables, Invoices issued and Payments and refunds, and a Closing balance at the bottom. A refund appears as its own negative line on the day it was made, so each month’s closing balance is the next month’s opening balance. In a month with refunds but no payments, the summary shows Refunded instead of Collected. Drafts and written-off invoices, and money paid toward them, 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. The email includes a link to the client’s portal. If the client has no portal link yet, sending a statement creates one. 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.