User guide
Everything you need to run AccuKash
A complete walkthrough of every part of AccuKash, from your first invoice to working with an accountant. Jump to a section, or read it top to bottom.
1. Getting started
Create an account from the Sign up page. Choose Business owner to run your own books, or UK accountant to set up a practice profile instead.
Every plan includes a 60-day free trial with no card required. Business accounts can optionally load sample data so the dashboard, invoices and reports are meaningful from your first login — you can remove it later from Settings.
2. Your dashboard
The dashboard is your daily overview: what customers owe you, what's overdue, your bank balance, and what you owe suppliers.
- KPI cards show outstanding invoices, overdue amounts, cash in bank and unpaid bills.
- The income and spend chart covers the last 12 months, net of VAT.
- Recent invoices and your top debtors are listed so you can chase payment quickly.
3. Customers and suppliers
Keep every contact you invoice or buy from in one place, with the details that feed into documents and reports.
- Add a customer or supplier with contact details, address and payment terms.
- Set a credit limit on customers to keep an eye on exposure.
- Archive a contact you no longer use — their history stays intact on past documents.
4. Products and services
Save the items you sell so invoice lines fill themselves in — price, VAT rate and nominal code included.
- Create a product or service with a code, price and default VAT rate.
- Turn on stock tracking for physical items you hold in inventory.
- Pick a product on an invoice or quote line to auto-fill its details.
5. Quotes and invoices
Quotes and invoices share the same editor, so raising one from the other is quick.
- Create a quote, then convert it to an invoice once the customer accepts.
- Add lines, discounts and VAT rates — totals calculate automatically.
- Mark an invoice as sent, record full or part payments, or void it if it was raised in error.
- Add your company logo in Settings to have it appear on every invoice and quote.
6. Recurring invoices
Turn any invoice into a repeat schedule for customers you bill regularly, such as retainers or subscriptions.
- Open an invoice and choose Repeat invoice to set the frequency, repeat interval and first send date.
- Optionally confirm automatic email delivery — the customer must have an email address on file.
- Edit or cancel a schedule at any time from Invoices → Recurring.
- Due invoices are generated automatically; automatic email delivery only happens for schedules you've explicitly confirmed.
7. Purchases, expenses and mileage
Record what the business spends, whether it's a supplier bill, a receipt, or a business journey.
- Log supplier bills as purchases, including CIS domestic reverse charge where it applies.
- Record expenses with VAT extraction, and mark them billable to a customer where relevant.
- Claim mileage at HMRC rates for business journeys.
8. Banking
Track cash across one or more accounts and keep your records reconciled.
The bank statement wizard accepts CSV, XLSX and XLS files up to 5 MB. Column names and order can vary: AccuKash analyses the file and suggests a worksheet, header row, date, description, reference and amount columns. Confirm or change the suggestions before continuing. Files are analysed in your browser.
Choose one amount column or separate money-in and money-out columns. Confirm the date order and decimal separator; ambiguous dates require a choice. Currency symbols, thousands separators, brackets and CR/DR amounts are supported. Excel date cells are converted automatically.
Review the converted dates, amounts, totals and money-in/out directions. Invalid rows remain visible but cannot be selected; possible duplicates within the file start unchecked. Existing account transactions are not checked for duplicates. Verify the selection, then import up to 2,000 transactions at a time.
When you match an imported transaction to a supplier or customer, choose the VAT rate that applies — AccuKash creates an already-paid bill (or invoice) at that rate so it shows up in Purchases/Invoices and in your reports and VAT return.
- Add a bank account and record manual transactions, or import a statement.
- Reconcile transactions against invoices, bills and expenses as they clear.
- Ignore transactions that don't need matching, such as internal transfers.
9. VAT returns
AccuKash calculates the nine MTD VAT boxes from your live invoices, bills and expenses, so there's nothing to total up by hand.
- Set your VAT scheme and registration details in Settings.
- Open VAT returns to see the current period's calculated boxes.
- Review, then keep a record of what's been submitted to HMRC.
10. Reports
Reports pull from the same live data as everything else — nothing to export and reconcile separately.
- Profit & loss for any date range, broken down by nominal code.
- Aged debtors and aged creditors, so you know who owes what and for how long.
- Top customers by revenue over a chosen period.
11. Settings
Your business details, VAT setup and invoice branding live in one place.
- Update business details, address, VAT registration and default payment terms.
- Upload a company logo and set a brand colour — both appear on invoices and quotes.
- Set an invoice footer for bank details or a thank-you note.
- If you loaded sample data at signup, remove it from Settings once you're ready to add your real records.
- Set up your memorable word for the extra sign-in security step.
12. Migrating from QuickBooks or KashFlow
Admins can migrate core records from QuickBooks, KashFlow or another accounting system from Settings → Open migration wizard. The process is non-destructive: existing AccuKash records are never overwritten.
Export one record type at a time as CSV, XLSX or XLS. The wizard supports customers, suppliers, products, invoice summaries and opening balances/trial balance entries. Detailed invoice line imports are not currently supported; imported invoices are created as one-line summaries linked to a matching customer.
- Choose General, QuickBooks or KashFlow, then select the record type you are importing.
- Upload the export and confirm the worksheet, header row and suggested column mappings. You can manually map unfamiliar columns.
- Review valid rows, invalid-row explanations and possible duplicates. Duplicate rows start unchecked.
- Verify the selection and import. Customers, suppliers and products are matched by code, email or name and existing matches are skipped rather than replaced.
- Import opening balances last so they are dated to the switchover date and balanced against retained earnings.
13. Working with an accountant
Business owners can invite a UK accountant to help with their books, with full control over access.
Accountants get a separate practice account to publish their profile and manage every client they're invited into.
- Business owners: browse published accountants at /accountants, then grant access for a chosen duration (30 days up to a year).
- Remove an accountant's access at any time from Settings — access also expires automatically.
- Accountants: complete your practice profile (services, fees, qualifications, contact details) and publish it once your Accountant Profile subscription is active.
- Accountants can only access a business account after being granted access, and only for as long as that access is valid.
14. Billing and subscriptions
Every plan starts with a 60-day free trial. After that, choose a plan from Settings → Billing to keep using AccuKash without interruption.
- Compare plans and switch between monthly and annual billing at any time.
- Manage your card details and invoices through the billing portal.
- Your data is never deleted if a subscription lapses — you just need to choose a plan to restore access.
15. Security
Signing in uses two steps: your password, then a handful of characters from your memorable word — so a leaked password alone isn't enough to get in.
- Set your memorable word from Settings the first time you sign in.
- If you forget your password or memorable word, use the recovery links on the sign-in page.
- Every sign-in creates a session you can end at any time by signing out.
15. Getting more help
If this guide doesn't cover what you need, real people are ready to help.
- Visit Support for live chat, guides and video walkthroughs.
- Contact us directly for anything else — we reply within one working hour during business hours.
Still stuck? Visit support or send us a message.
Start free today
Create your account, set up your business and get a 60-day free trial with no card required.