Accounting

The Accounting module gathers all your organisation's invoices: what you invoice your clients, what you buy from your suppliers, and credit notes. It calculates your totals, spots unpaid invoices and prepares the files to send to your accountant.

Using the Son Espace Santé app as an individual? Tracking your expenses is described on the Invoices & Expenses page.

Opening accounting

• From the button bar at the bottom of the screen: Accounting button.
• From the side menu, Accounting section: there you will find the list of invoices, Clients (called Adopters in the Shelter app) and Suppliers.

The screen has three tabs: Dashboard, Invoices and Recap (or Exports if you are VAT-registered).

The three types of document

Adding an invoice or an expense

1. In Accounting, tap Add in the action bar at the bottom of the screen.
2. Choose Expense, Revenue (an invoice to your clients), Credit note or Photo.
3. Enter the Invoice date, then the client or supplier.
4. Add the lines with Add a line: description, amount, VAT rate and animals concerned.
5. State whether the invoice has already been paid and, for a client invoice, the Payment Delay (on receipt, 30, 45 or 60 days).
6. Tap Save.

You can also add an invoice directly from a calendar appointment: it then stays linked to that event.

Other invoice settings

• Currency: euro by default, other currencies are available.
• Dispatch of a line between animals: None, Equitable or By weight. Splitting by weight requires a recorded weight for each animal.
• Notes / Description: a free comment.
• On a client invoice: VAT exemption, and the IBAN and BIC to show on the document.

Importing an invoice from a photo or a PDF

The Photo button saves you from entering a received invoice by hand.

1. In Accounting, tap Add, then Photo.
2. Take a photo of the invoice or choose an image or a PDF.
3. The app reads the document and prefills the date, lines, amounts and supplier.
4. Check the information, correct it if needed, then save.

If the PDF is an electronic invoice, its data is taken over as is. Otherwise, it is read by artificial intelligence: always check the result.

The supplier is matched with those you already know or created automatically. If its SIRET number is missing, the app offers to add it.

If care products are recognised on the invoice, the app offers to add them to your pharmacy.

Validating an invoice

A client invoice stays in Draft until you validate it. As a draft, you can edit it and Preview it.

1. Open the invoice and tap Validate.
2. Confirm: the invoice gets a final number.
3. The app generates the PDF in electronic invoice format. You can then get it with Download PDF.

To validate, your SIRET number (and your VAT number if you charge VAT) must be filled in under Settings > Legal details. If it is missing, the app takes you there with the Complete my information button.

If your client also has an account in the app, they automatically find the validated invoice among their own invoices.

For electronic invoicing and sending invoices to businesses, see Electronic invoicing. To have an invoice paid by card, see Online payment.

The invoice list

The Invoices tab groups your documents by month, with each month's total and the Total for the period.

• Choose the financial year to show in the drop-down list at the top.
• Filter by type: All, Expenses, Invoices or Credit note.
• Turn on the Unpaid filter to see only what is still to be collected.
• Filter by animal to find out what an animal costs.

Badges show the state of each invoice: Draft, Unpaid, Payment link or Paid online.

Amounts are shown excluding tax.

The dashboard

The Dashboard tab analyses your figures over the chosen period: Current period, Previous period, Last 12 months or All.

You can look at amounts Invoiced or Collected.

Depending on your app, the dashboard adds figures specific to your trade:

• Boarding: stays invoiced, average per stay, new clients and returning clients.
• Breeder: margin per litter, with income, expenses and cost per young animal.
• Shelter: donations and income, and funding needs.

The dashboard also shows your Invoices to pay, the VAT collected and deductible for the period, and a To finish section (drafts, invoices without a number or without a counterparty).

The detailed dashboard is reserved for paid plans. With a free plan, you see your totals and your invoices remain accessible without limit. See Subscription.

Recap and accounting exports

The Recap (or Exports) tab is set to a period: Current year, Previous year, All or dates of your choice.

If you are exempt from VAT (micro-business), a table gives your turnover month by month or quarter by quarter, invoiced and collected. The Copy button copies it for your tax return.

The available Accounting exports:

Clients and suppliers

Each invoice is linked to a counterparty: a client for an invoice or credit note, a supplier for an expense.

• A client is created automatically as soon as a stay, a reservation or an adoption is recorded.
• A supplier is created as soon as a received invoice is recorded.
• In an invoice, you can choose an existing record, an app user, or create a new one (business or individual).
• Duplicate records can be merged from the same selection screen.

The Clients and Suppliers lists (side menu, Accounting section) can be sorted by most recent, by name or by amount, and offer a search. Archived records are under Archived.

A client's record shows their revenue, what they still owe and several tabs:

• Details: contact details and, for a business, its company name, SIRET and VAT number.
• Stays (Boarding), Reservations & sales (Breeder) or Adoptions (Shelter).
• Animals: this client's animals.
• Invoices: all their invoices, with their status.

Archiving a client removes them from the active list, without erasing their invoices or history.

Rebilled costs and sales of young animals

Several activities in the same organisation

If your organisation has several activities (for example shelter and boarding), an All / Shelter / Boarding / Breeding filter appears at the top of the accounting screen.

It applies to the dashboard, the list, the recap and the exports. Each invoice carries an activity badge, worked out automatically; you can change it with the invoice's Activity field.

Accounting settings

The settings are under Settings > Accounting and VAT, or via the gear icon next to the financial year selector in the invoice list. In the Boarding app, the Accounting and VAT screen also gives administrators access to Electronic invoicing and online payment (see Electronic invoicing).

• Start day and month of your financial year.
• Default payment term.
• VAT exempt (sole trader): adds the statement "TVA non applicable, art. 293 B du CGI" (VAT not applicable) to your invoices.
• VAT declaration scheme, if you are VAT-registered.
• Default currency, default IBAN and BIC.

Only an administrator can change these settings; other members can view them.

Frequently asked questions

Can I delete a validated invoice?

No. A validated invoice has a final number. Issue a credit note to cancel it.

How do I mark an invoice as paid?

Open it and tap its status, or tap the invoice's status in the outstanding balance card on the dashboard. This requires edit rights on accounting.

Are the shelter's donations in the accounts?

Donations, memberships and tax receipts have their own screen: see Donations and tax receipts.