Bookkeeping

Bookkeeping is where Groomr keeps your business’s money records: what you spent, what you invoiced, and what’s left over. Use it to log a purchase, snap a receipt, or check how the month is going.

Ask Groomr

“Log $45 at Petco for shampoo”

Groomr records the expense, files it under a tax category for you, and shows what it logged. If you leave out the amount or what it was for, it asks.

Attach a photo of a receipt and say “log this receipt”

Groomr reads the vendor, amount and date from the photo, logs the expense and keeps the photo with it. If the photo is too hard to read, it asks you for the amount and what you bought.

Other things you can ask:

When you log mileage, Groomr works out the deduction and shows it. If you don’t say how far you drove, it asks.

Or do it yourself

Open More → Bookkeeping. The left side lists Dashboard, Expenses, Invoices, Payroll (only if you have a team), Tax and Analytics.

See how the business is doing

1. Open Dashboard.
2. Pick a period: This Month, Last Month, This Quarter or This Year.
3. Read Revenue, Expenses, Net Profit, Outstanding Invoices, Quarterly Tax and Capacity, with your recent expenses below.

Log an expense

1. Open Expenses and select Log Expense.
2. Enter the Amount. Add a Description and Vendor if you like.
3. Set the Date, Category and Payment method.
4. To keep a receipt, select Attach receipt and choose the photo. Groomr fills in the vendor, amount, date and description it can read from it.
5. If it’s a bill that repeats, turn on Recurring expense and pick a Frequency.
6. Select Log Expense.

To change or remove one later, find it in the Expenses list and edit or delete it.

Import expenses from a CSV

1. Open Expenses and select Import.
2. Select Select CSV file and choose your file.

Open CSV format guide in the same panel to see an example file.

Export expenses

1. Open Expenses and filter by period, category or search.
2. Select Export to download the list as a CSV.

Create an invoice

1. Open Invoices and select Create Invoice.
2. Pick the Client, add Line items, and choose Payment terms: Due on receipt, Net 15 or Net 30.
3. Add Notes (optional) and select Create Invoice.

Manage categories and bookkeeping settings

1. Open Settings → Groomr AI → Bookkeeping.
2. Under Fiscal & accounting, set your Fiscal year start month and Accounting method.
3. Under Invoicing, set your Default payment terms and Invoice prefix.
4. Under Expense categories, select Add a category, give it a Category name, and pick the IRS category it rolls up to.
5. Select Save changes.

Good to know

• Categories follow your tax form. Each category maps to a line on the IRS Schedule C. Groomr’s built-in categories can’t be edited. The ones you add can. See Tax estimate and Schedule C.
• Expenses count as tax-deductible unless you say otherwise.
• Receipt photos added from the Log Expense form must be JPEG or PNG, under 5 MB.
• CSV files need a date and an amount column. You can also include vendor, description, category, payment_method, tax_deductible and notes.
• Mileage. Business miles are deducted at 70¢ a mile. Personal and commute trips are logged at $0. Mileage is logged by asking Groomr; there’s no mileage screen in Bookkeeping.
• Analytics shows revenue, profitability, capacity and forecasts. It needs the Analyst skill.
• Who can use it. Expenses, mileage and the tax pages need the Bookkeeper skill in your role. By default that’s Owner and Admin. Invoices are open to anyone who can view clients. Change this under Settings → Business → Team, on the Roles tab.
• Plans. The Bookkeeping area is on every plan. Settings → Groomr AI → Bookkeeping needs a paid plan.