Accounting Setup Guide

• An organization created in FlockWorker (via the Get Started page)
• A subscription that includes Accounting (Professional tier and above)
• An Admin role or the Accounting Management permission — granular permissions let you split responsibilities across members (see below)

Separation of duties

Accounting uses granular permissions so no single person holds too much financial authority. A common pattern: one member creates a journal entry, a second approves it, and a third posts it to the ledger. The member who manages vendor invoices (AP) is typically different from the one who manages customer invoices (AR).

Who can do what

Members with Accounting Management (and Admins) can do everything below. Admins can also grant the individual permissions named in the right column to implement separation of duties. Action-specific permissions usually pair with View Accounting so the member can see the data they work with.

Go to Chart of Accounts, click New Account, and fill in a Name, a unique Account Number, a Type, an optional description, and the opening Balance (defaults to $0.00).

Account types & numbering

Recommended starting accounts

Go to Transactions, click New Transaction, then set the account, date, description, amount, whether it's a debit or credit, an optional reference, and a category:

Go to Journal Entries, click New Entry, set the date and description, then add two or more lines — each with an account and either a debit or a credit amount. Entries move through a lifecycle that enforces separation of duties:

• Draft — created, still being refined
• Pending — submitted for approval
• Approved — reviewed and approved by an approver
• Posted — finalized and applied to the ledger (affects balances)
• Rejected — returned with feedback for correction

Templates

Save recurring entries as templates (Journal Entries → Templates) and select one to pre-fill a new entry. Great for monthly depreciation, recurring accruals, period-close adjustments, and standard payroll entries.

Go to Payables, click New Invoice, and enter the vendor, invoice number, invoice and due dates, line items (description, quantity, unit price, optional expense account and tax rate), and notes. Invoices move through:

Past-due invoices are auto-flagged Overdue. Record payments from the invoice page; partial payments are supported and the status flips to Paid when payments equal the invoice total. FlockWorker tracks vendor balances, outstanding totals, and aging.

Add customers first (Receivables → Customers → New Customer), then create invoices (Receivables → New Invoice) with a customer, invoice number, dates, line items, and notes. Open an invoice to Send it (records the sent date) and to Record Payment. Partial payments are supported; the status flips to Paid when payments equal the total. A dashboard shows outstanding receivables, overdue amounts, and collection trends.

Go to Settings → Tax Rates, click New Tax Rate, and set a name, rate (e.g., 8.25), optional description, and status.

Go to Budget, click New Budget, and set a name, fiscal year, description, and budget items (category name, linked account, planned amount). FlockWorker then tracks planned vs. actual and variance automatically from posted transactions, with a data-driven forecast and configurable alerts at thresholds you choose (e.g., 80%, 100%).

Go to Reconciliation, pick the account, and enter the statement date and ending balance. Then reconcile manually (check off transactions until the running total matches) or via CSV import from your bank.

How CSV match suggestions work

• Amount matching — finds your records with the same dollar amount as each bank row.
• Date proximity scoring — when several records share an amount, the one with the closest date ranks highest.

Review the suggested matches, confirm or adjust, and complete the reconciliation. Past reconciliations are listed under Reconciliation → History.

Members submit at Expenses → Submit (description, amount, category, date, optional receipt and notes). Approvers review at Expenses → Manage and Approve or Deny. Approved reports can be Reimbursed, optionally generating a journal entry to record the reimbursement in your books.

Payroll integration

Each payroll run can post salary expense, tax liability, and net pay as a balanced journal entry. Behind the scenes, every posting target is a natural key (a stable internal name like wages_expense) that resolves to one of your chart-of-accounts rows. You can map each key explicitly in Settings → Payroll GL Mapping, or let the engine pick the best-fit account by number and name.

Inventory integration

Inventory generates Cost of Goods Sold entries, debiting your COGS expense account and crediting your inventory asset account when products are sold.

Audit trail

Every financial action is logged automatically — who did what, when, and what changed. View and export the audit log (requires Manage Accounts) filtered by entity type, action, date range, or entity ID.

Fixed asset management

Fixed assets are managed in the Inventory module with deep accounting integration: depreciation across four methods (straight-line, declining balance, sum-of-years digits, units of production), automatic depreciation journal entries, and disposal accounting. View depreciation reports under Accounting → Reports.

• Financial overview — total assets, liabilities, equity, and monthly revenue, expenses, and net.
• Activity summary — transaction and account counts, pending journal entries, fixed-asset totals, and recent transactions.
• Quick links — fast access to every accounting area for admins and managers.

Month-end close checklist

1. Record all outstanding transactions for the month.
2. Create and post adjusting entries (accruals, prepaids, depreciation).
3. Reconcile all bank accounts.
4. Review budget vs. actual spending.
5. Generate the income statement and balance sheet.
6. Review the audit log for unusual activity.