# Accounting Module

The Accounting module provides a complete invoicing and billing solution integrated with BasedInbox's expense tracking.

# Overview

The accounting module helps you:

• Create and send invoices to customers
• Track bills from vendors
• Manage contacts (customers and vendors)
• Maintain a product catalog for quick invoicing
• Submit e-invoices to LHDN MyInvois (Malaysia)
• Generate reports for tax and accounting purposes

# Getting Started

# Step 1: Set Up Your Business Profile

Before creating invoices, complete your business profile:

1. Go to Settings > Business Profile
2. Enter your company details:
   • Business name and registration number
   • Tax Identification Number (TIN)
   • Business address
   • Contact information

# Step 2: Add Your First Customer

1. Navigate to Accounting > Customers
2. Click Add Customer
3. Enter customer details:
   • Name and company
   • TIN (required for e-invoices)
   • Email and phone
   • Billing address

# Step 3: Create Your First Invoice

1. Go to Accounting > Invoices
2. Click New Invoice
3. Select a customer
4. Add line items (products or services)
5. Review and save

# Invoices

# Creating Invoices

The invoice form includes:

Field	Description
Customer	Select from your customer list
Invoice Date	Date of the invoice
Due Date	Payment due date
Currency	MYR, SGD, USD, etc.
Line Items	Products/services with quantity and price
Tax	Automatic tax calculation
Notes	Additional notes for the customer

# Invoice Status

Status	Meaning
Draft	Not yet finalized
Pending	Awaiting payment
Paid	Payment received
Overdue	Past due date
Cancelled	Invoice cancelled

# E-Invoice Submission

For Malaysian businesses, invoices can be submitted to LHDN:

1. Ensure your business has a valid digital certificate
2. Create and save the invoice
3. Click Submit to LHDN
4. Track status in Submissions

See E-Invoice Guide for detailed instructions.

# Invoice Sharing

Share invoices with customers via a secure public link:

1. Open an invoice and click Share
2. A unique shareable link is generated
3. Customers can view the invoice at /inv/[token]
4. The shared view includes:
   • Full invoice details and line items
   • Payment status (unpaid, partial, paid, overdue)
   • Bank details and payment instructions
   • PDF download option

The public invoice page is:

• Mobile-responsive and professional
• SEO-protected (noindex, nofollow)
• Shows voided status if applicable

# Invoice Actions

Action	Description
Issue	Finalize a draft invoice and set issue date
Send	Email the invoice to the customer
Share	Generate a public shareable link
Void	Cancel an issued invoice with a reason

# Payment Reminders

Automatic payment reminders help you get paid faster:

1. Go to invoice settings to configure reminders
2. Set reminder frequency (7, 14, 30 days overdue)
3. Reminders are sent automatically via email
4. Include your bank details in the reminder

Reminders automatically skip:

• Paid invoices
• Voided invoices
• Customers without email addresses

# Tax Breakdown

Invoices display a detailed tax breakdown showing:

• Tax by type (E-Exempt, Z-Zero rated, SR-6%, SR8-8%, SR10-10%)
• Taxable amount per tax type
• Item count per tax category
• Total tax calculated

# Bills

Track expenses from your vendors:

1. Go to Accounting > Bills
2. Click Add Bill
3. Select or create a vendor
4. Enter bill details
5. Optionally attach the source document

Bills can be linked to transactions extracted from receipts for reconciliation.

# Customers & Vendors

# Managing Contacts

Both customers and vendors share a common contact structure:

• Basic Info — Name, company, TIN
• Contact Details — Email, phone
• Address — Street, city, state, postal code, country
• Notes — Internal notes

# Import Contacts

Import contacts from CSV:

1. Go to Accounting > Import
2. Select Contacts
3. Upload your CSV file
4. Map columns to fields
5. Review and import

# Products

Maintain a product catalog for quick invoicing:

# Adding Products

1. Go to Accounting > Products
2. Click Add Product
3. Enter details:
   • Name and description
   • SKU (optional)
   • Unit price
   • Tax rate
   • Unit of measure

# Using Products in Invoices

When creating an invoice:

1. Click Add Item
2. Search for a product
3. Adjust quantity as needed
4. Price and tax auto-populate

# Reports

Generate accounting reports:

• Sales Summary — Revenue by period
• Outstanding Invoices — Unpaid invoices
• Vendor Payments — Bills by vendor
• Tax Summary — Tax collected and paid

# Exporting Reports

1. Go to Accounting > Reports
2. Select report type
3. Choose date range
4. Click Export (CSV or PDF)

# Recurring Invoices

Set up automatic invoicing for regular clients with recurring templates.

# Creating a Recurring Template

1. Go to Accounting > Recurring
2. Click New Template
3. Enter template details:
   • Template Name — e.g., "Monthly Retainer - Acme Corp"
   • Customer — Select the customer to invoice
4. Configure schedule:
   • Frequency — Weekly, Bi-weekly, Monthly, Quarterly, or Yearly
   • Start Date — When to start generating invoices
   • End Date — Optional end date for the template
5. Add line items with descriptions, quantities, and prices
6. Configure options:
   • Invoice Number Prefix — e.g., "REC" for REC-001
   • Auto-Submit — Automatically submit to LHDN after generation
7. Click Create Template

# Managing Templates

Action	Description
Generate Now	Manually trigger an invoice immediately
Pause	Temporarily stop automatic generation
Resume	Resume paused template
View History	See all generated invoices
Delete	Remove the template

# Template Status

Status	Meaning
Active	Generating invoices on schedule
Paused	Temporarily stopped
Completed	End date reached
Failed	Last generation failed

# Generation History

View the history of generated invoices:

• Successfully generated invoices with links
• Failed attempts with error details
• Option to retry failed generations
• Statistics on total generated and failures

# Integration with Expense Tracking

The accounting module connects with BasedInbox's core features:

• Transactions can be linked to bills
• Receipts can be attached to invoices/bills
• Categories sync between modules
• Reports combine income and expenses

# Tips

• Keep TINs up to date for smooth e-invoice submission
• Use products for frequently billed items
• Set up recurring invoices for regular clients
• Review the Submissions page for LHDN status updates