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Accounting

20 posts

Guides

Painting contractor profit margin: track it per job

How to calculate a painting business's profit margin per job, why sold margin and real margin drift apart, and how to track it without a Google Sheet.

By Valeria VahorovskaRead more →A white general-ledger card with a mint subledger panel inside it listing six seller rows, a violet arrow posting one line up to the ledger, and a grey dollar coin feeding the subledger from the left.
Guides

Best accounting software for a marketplace (2026)

Marketplaces break accounting software in a specific way. Which package survives it, why the answer is usually a subledger rather than a different ledger, and what to check first.

By Valeria VahorovskaRead more →Three ledger cards of rising size with ink headers reading Sage 50, Sage 200 and Intacct, standing on one mint bar that reads payment to ledger, the same in all three.
Guides

AP automation for Sage: which Sage you run changes the answer

Sage is four different products with four different purchase ledgers. Here is what AP automation means for Sage 50, Sage 200 and Sage Intacct, and what stays the same across all of them.

By Valeria VahorovskaRead more →A statement card split by a dashed violet line: the upper easy half has four rows with mint checks, the lower hard half has four rows with empty circles, and a dark seal sits at its corner.
Guides

Best reconciliation software for a small business (2026)

The best small business reconciliation software for 2026, compared: Xero, Fynex, QuickBooks, A2X, Synder, Dext and close tools, by the problem each solves.

By Valeria VahorovskaRead more →Three cards on a light dotted canvas: a purchase order and a bill joined by a mint check, and a third card for the goods receipt drawn only as a dashed violet outline with a question mark.
Guides

AP automation for Xero: what it does, what it never will

Xero's bills workflow is deliberately simple. Here is exactly which accounts payable stages it covers, the three it structurally does not, and what to add for each.

By Valeria VahorovskaRead more →
Guides

Best AP automation software for QuickBooks (2026)

Nine tools that connect to QuickBooks for accounts payable, sorted by the problem they actually solve — capture, approval, payment or the reconciliation nobody demos.

By Valeria VahorovskaRead more →Two overlapping grey coins ruled with ledger lines, with a mint tick seal resting in front of them.
Comparisons

Xero vs QuickBooks, judged only on reconciliation

Xero vs QuickBooks on reconciliation only: rules and matching, Fynex posting into either ledger automatically, error recovery and batch settlements.

By Valeria VahorovskaRead more →A single deposit card fanning out into five invoice rows, with a dark circle to one side holding the deducted fees.
Guides

One Stripe payout, forty invoices: reconciling gross vs net in QuickBooks

The deposit never matches an invoice, because it was never meant to. The clearing-account method that makes batch settlements reconcile, and the shortcuts that quietly break your margin.

By Valeria VahorovskaRead more →Two grey coins on a dark stage, one embossed with a ledger book and one with a lightning bolt, above a mint seal.
Comparisons

Sage vs QuickBooks (UK): the fork most businesses actually face

Sage vs QuickBooks (UK): both HMRC-recognised, both do MTD. The fork is payroll, Fynex running the money side into either ledger, and how you think about accounting.

By Valeria VahorovskaRead more →Two system cards joined by a pipe, with labelled tags for rules, reconciled history and attachments falling out beneath it.
Guides

Moving between Xero and QuickBooks without losing your history

What actually transfers, what silently doesn't, and the four decisions to make before you start. A migration checklist written around what breaks rather than what the sales page promises.

By Valeria VahorovskaRead more →A VAT return form beside a control account card showing different totals, with a dark badge between them holding the difference.
Guides

Your VAT return doesn't match your ledger. Where to look, in order

The VAT return figure and the control account disagree. The seven usual causes, ranked, and the checks that find each one before you file something you can't defend.

By Valeria VahorovskaRead more →A stack of cheque-like cards piling into a dark tray labelled Undeposited, with the exit route drawn as a faint dotted line ending in a no-entry symbol.
Guides

Undeposited Funds in QuickBooks: what it's for, and how it gets stuck

The account everyone has a growing balance in and nobody set up on purpose. What Undeposited Funds is actually solving, why it fills up, and how to clear it safely.

By Valeria VahorovskaRead more →A chart-of-accounts tree branching from an Accounts node into Income, Cost of Sales and Overhead, with the Cost of Sales branch highlighted in mint.
Guides

Setting up QuickBooks for a service business: the decisions that bite later

Most QuickBooks setup guides walk the wizard. This covers the four choices that are painful to change afterwards — chart of accounts, tracking, deposits and how payments arrive.

By Valeria VahorovskaRead more →Two identical transaction cards overlapping at slight angles showing the same amount, with a dark circular badge reading times two.
Guides

Duplicate transactions: why bank feeds create them and how to stop it

Duplicates are the top cause of reconciliation failure in QuickBooks and Xero. Where they come from, how to find them in under a minute, and which copy to delete.

By Valeria VahorovskaRead more →Three horizontal balance bars of different lengths stacked on a white card, with a violet bracket marking the gap between two of them.
Guides

Your Xero reconciliation doesn't match the bank. Here's the order to check

Three balances, and they disagree. Which one is wrong, how to tell, and the Xero-specific traps — bank rules, date boundaries and import overlaps — that cause most of it.

By Valeria VahorovskaRead more →Two cards headed Bank and Ledger joined by a pipe that breaks in the middle, the far half drawn as a faint dotted line.
Guides

QuickBooks bank feed not updating: how to fix it, and why it keeps happening

Transactions have stopped importing into QuickBooks. The fix takes five minutes — but the reason it recurs is worth more than the fix. Both, in order.

By Valeria VahorovskaRead more →Two document cards side by side, one headed Bank and one headed Ledger, separated by a dark circular badge showing a not-equals sign.
Guides

QuickBooks won't reconcile: the discrepancy checklist, in order

Your QuickBooks reconciliation is off and the difference won't clear. The five causes, ranked by how often they're the real one, and the order to check them in.

By Valeria VahorovskaRead more →An invoice and PO matched by a mint check.
Guides

Why your invoices never match your POs (and sane tolerance rules)

Service POs, penny mismatches and part-billing: why 3-way matching breaks on services, and the tolerance rules that stop blocking honest invoices.

By Valeria VahorovskaRead more →A desktop tower giving way to a mint cloud.
Guides

QuickBooks Desktop is going away — what to actually do

QuickBooks Desktop stop-sell, May-31 sunsets and 2026 price rises explained: what still works, what breaks, and the real options for trades and service firms.

By Valeria VahorovskaRead more →Payments matched to invoices with a mint check.
Guides

Match one payment to multiple invoices in Xero

To match one payment to multiple invoices in Xero, open Find & Match and tick every invoice it covers. Part-payments, fees, credit notes and POs explained.

By Valeria VahorovskaRead more →
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