Using Xgenious Accounting

1. Introduction

Xgenious Accounting helps a business manage customers, sell (invoices), collect money (payments), record spending (expenses) and understand the numbers (reports). Each business is an isolated workspace; you may belong to more than one.

The portal lives at /portal. If you are not signed in you will be sent to /portal/login.

2. Roles & permissions

Every member has one of three roles in a business. Owners assign roles in Users & Roles.

3. Getting started

Sign in

1. Go to /portal/login.
2. Enter your email and password. Tick Remember me to stay signed in.
3. Forgot your password? Use Forgot password? to receive a reset link.

Create your business (first time)

After registering you verify your email, then a 3-step wizard asks for:

1. Business details — name, email, phone, country, address.
2. Currency & financial year — currency, timezone, when your financial year starts.
3. Tax & invoicing — default tax rate, invoice prefix and number padding, default payment terms.

On save, the workspace is created and seeded with a chart of accounts, expense categories and email templates.

Switch or add a business

• Click the Business dropdown at the top of the sidebar to switch between businesses you belong to.
• Choose + New business to create an additional workspace (you become its owner).

4. Dashboard

Your financial overview for the selected period.

• KPI cards — Total revenue, Total expenses, Outstanding invoices, Overdue invoices, Net income.
• Revenue vs expenses — last six months side by side.
• Revenue trend — toggle monthly/weekly.
• Expense breakdown — by category.
• Recent transactions and Outstanding invoices with links to the full records.

Use the period buttons (This month / quarter / year / Financial year) at the top right to change the KPIs.

5. Customers

Sales → Customers. Manage everyone you invoice.

Add a customer

1. Click New customer.
2. Fill in name (required), company, email, phone, tax ID, billing/shipping addresses, payment terms and notes.
3. Save.

The customer's currency is locked to your business currency.

Find, filter and archive

• Search by name, email or company; filter by status (Active/Archived).
• Click a customer name to open their profile.
• Select rows and use Archive / Activate for bulk updates.

Customer profile & statement

• Summary of Invoiced, Paid, Credited, Opening, Outstanding and Credit balance.
• Recent invoices and payments.
• Statement opens a period statement you can export (CSV/PDF) or email.
• Opening balance — record an amount the customer already owed (or a credit) at a chosen date. It is posted to the ledger, not typed into a field.

Import customers

Import CSV uploads a file with a header row and a name column. Download the template for the exact columns. The import is validated first: if any row is invalid, nothing is saved and the bad rows are listed. Duplicate customers (same email) are skipped and reported.

6. Products & Services

Sales → Products & Services. Reusable items that speed up invoicing.

• Fields: name, SKU, type (product/service), unit price, tax rate, category, status, description.
• SKU must be unique within your business.
• Search by name/SKU and filter by type, category or status.
• Bulk archive/activate from the list.
• Import in bulk with the same CSV validation rules as customers.

7. Invoices

Sales → Invoices. The heart of the product.

Create an invoice

1. Click New invoice and pick the customer, issue date and due date.
2. Add line items: choose a product/service (fills description, price and tax) or type a custom line.
3. Optionally add a line discount (percent or fixed) and an invoice-level discount.
4. Add notes and terms. The summary updates live (subtotal, discount, tax, total).
5. Save — it starts as a Draft with the next invoice number.

Invoice statuses

Actions on an invoice

• Edit — draft invoices only.
• Mark as sent — moves a draft to Sent.
• Download PDF / Print — professional PDF with your logo, payment instructions and footer.
• Email invoice — sends the PDF to the customer's email using your email template.
• Record payment — jump straight to a payment pre-filled with this invoice.
• Credit note — issue a credit against the invoice (see Payments & credit).
• Duplicate — copy everything into a new draft with a new number.
• Cancel — void the invoice (issued invoices are cancelled, never deleted).
• Delete — drafts only.

Every invoice has a secure public link (sent in the email) so the customer can view and download it without logging in.

Quotes (estimates)

Under Sales → Quotes you can price up work before invoicing. Quotes use the same line items, discounts and tax as invoices, and move through Draft → Sent → Accepted/Declined (they show as Expired once past their valid-until date). An accepted quote can be turned into a draft invoice in one click with Convert to invoice.

8. Payments & credit

Sales → Payments. Record money received and how it is applied.

Record a payment

1. Click Record payment.
2. Choose the customer, the account the money landed in, the date, amount and method.
3. Allocate the amount across the customer's open invoices (use Auto-allocate or type amounts per invoice).
4. Anything not allocated is kept as customer credit.
5. Optionally email a receipt.

Recording a payment updates the invoice balance and status automatically and posts a matching ledger entry to the chosen account.

Partial, over and multi-invoice payments

• Partial → invoice becomes Partially paid, the remainder stays outstanding.
• Overpayment → the excess becomes customer credit (visible on the customer profile).
• Multiple invoices → one payment can settle several invoices.

Void a payment

Open the payment and choose Void with a reason. The ledger entry is reversed and the affected invoices recalculated to their correct balances.

Credit notes & refunds

On an invoice choose Credit note. Enter the amount and reason. If you pick a refund account, the credit is paid back out of that account; otherwise it simply reduces the invoice balance. All credit notes are listed under Credit notes.

9. Expenses & Vendors

Expenses → Expenses records money going out.

Categories

Default categories (Advertising, Software, Office, Travel, Utilities, Rent, Payroll, Professional Services, Equipment, Banking Fees, Taxes, Other) are created with your business. Add your own from Categories; a category in use cannot be deleted.

Vendors

Expenses → Vendors stores the suppliers you pay (name, email, phone, address, tax ID, notes). A vendor with expenses cannot be deleted — archive it instead.

Record an expense

1. Click New expense.
2. Enter date, amount (total paid), any tax included, description, category, vendor and the account it was paid from.
3. Attach a receipt (PDF/JPG/PNG up to 10MB).
4. Optionally mark it recurring (weekly/monthly/yearly).

The expense is posted to the ledger, reducing the chosen account. Recurring expenses generate their next occurrence automatically and are never duplicated for the same period.

Filter the list by category, vendor, account and date range; the header shows the filtered total.

10. Accounts (bank/cash)

Accounting → Accounts are the real-world places money sits: banks, cash, PayPal.

• Create an account with a name, type, opening balance and currency.
• The account page shows the current balance (derived from the opening balance plus all transactions) and a running-balance history.
• Balances are never typed in directly — they always come from the ledger.

Reconciling an account

Open an account and choose Reconcile. Upload a bank statement CSV (date, description, amount, reference; negative amounts are money out), then use Auto-match to link lines to ledger transactions of the same amount within a few days. For anything unmatched you can pick a transaction manually, or Create transaction to post it straight to the ledger. Finally, tick Reconcile to lock a matched line. This keeps your books agreeing with the bank.

11. Chart of accounts

Accounting → Chart of accounts is the accounting structure (Assets, Liabilities, Equity, Revenue, Expenses) with sensible defaults. Add accounts or sub-accounts, set a code and parent. Movements roll up to parents. An account with transactions or sub-accounts cannot be deleted.

12. Transactions

Accounting → Transactions is the single ledger of every money movement, from every module. Filter by type, direction, account, ledger account, date and text; click through to the source document.

Manual entries

• Transfer — move money between two accounts (both sides recorded).
• Adjustment — correct a balance in or out, with a reason.
• Record income — direct income not tied to an invoice, posted to a revenue account.

Manual entries (adjustments and income) can be reversed. Payments and expenses are reversed from their own void actions.

13. Reports

Reports gives you:

• Profit & Loss — revenue vs expenses and net profit.
• Income — by customer and by month.
• Expenses — by category and by vendor.
• Receivables — outstanding and overdue invoices, aging buckets and customer balances.
• Tax summary — tax collected, tax paid, taxable sales.
• General ledger — opening balance, dated movements, running balance, and closing balance for a selected bank/cash or chart account.
• Customer statement — from a customer profile; period statement with opening/closing balance.

Every report has a date range (defaults to your financial year) and can be exported to CSV or PDF.

14. Settings

Owner-only. Available under Settings.

Business

• Name, email, phone, country, address and address.
• Logo — used on invoices and PDFs.
• Currency, a custom currency symbol and whether the symbol appears before or after the amount.
• Timezone and financial-year start month/day.

Invoice settings

Invoice prefix, number padding, default payment terms and invoice terms/footer. The next invoice number is previewed as you change the prefix.

Tax settings

Tax registration number, default tax rate and whether prices are tax-inclusive by default. No country-specific rules are hard-coded.

Email settings

Sender name and reply-to, invoice payment instructions and footer, automatic reminder timing, per-notification toggles (invoice sent, payment received, due, overdue), editable email templates and a Send test email button.

SMS — tick Also send SMS to text customers (who have a phone number) alongside invoice emails and reminders, and use Send test SMS to verify the gateway.

Online payments

Enable Stripe so customers can pay an invoice from its public link ("Pay now"). Enter your Stripe secret key and webhook signing secret, choose the deposit account that receives the money, and add the shown webhook URL to Stripe. Successful payments are recorded automatically against the invoice.

Data export

Download a ZIP of your business data (customers, invoices, payments, credit notes, expenses, transactions) as CSV files.

15. Team & invitations

Settings → Users & Roles (owner only).

1. Enter a teammate's email, choose a role and Send invitation.
2. They receive a link, set their name/password (or sign in if they already have an account) and join the business.
3. Change anyone's role from the members list, deactivate/reactivate, or remove them.

16. API & developer access

Settings → API applications (owner only). Create Bearer tokens so external apps can read/write your accounting data via /api/v1.

Create an application

1. Go to Settings → API applications.
2. Enter a name (e.g. Zapier, My Mobile App) and optional expiry date, click Create.
3. Copy the token immediately — it starts with gb_ and is shown only once. Store it securely.

Using the token

curl -H "Authorization: Bearer gb_your_token_here" https://app.example.com/api/v1/me
curl -H "Authorization: Bearer gb_your_token_here" https://app.example.com/api/v1/customers
curl -H "Authorization: Bearer gb_your_token_here" -H "Content-Type: application/json" \
  -d '{"name":"Acme Corp","email":"acme@example.com"}' https://app.example.com/api/v1/customers

Base URL /api/v1. Lists are paginated (?page=1&per_page=15, max 100). See API documentation for all endpoints, payloads and test cases (customers, products, quotes, invoices, payments, expenses, vendors, transactions).

Managing tokens

• Last used updates on every request.
• Expires — expired tokens return 401.
• Revoke — deletes the hash; calls with that token immediately fail.

17. Finance integrations — two-way sync

Settings → Integrations (owner only). Connect your business to one or more of the top 10 finance SaaS platforms and sync customers, invoices and payments both ways.

Connect a provider

1. Pick the provider from the dropdown.
2. Paste its access token / API key (and refresh token / org ID if the provider uses them). In production these are OAuth tokens — the form accepts the resulting access token.
3. Click Connect / Update. Status becomes connected. Click again to update the token after rotation.

Sync

• Push — send a local record to the provider (e.g. a customer you just created).
• Pull — fetch a remote record and create/update the local counterpart.
• Every push/pull writes a row to Integration sync logs (direction, entity, status, message, payload). View via View logs or GET /portal/settings/integrations/{id}/logs.
• Two-way sync is available from the portal and from the API once a provider is connected.

Full endpoint specs, provider API base URLs, payload mapping and test matrix are in API docs §12.

18. Search

Use the search box in the header (or /portal/search) to find customers, invoices, payments, expenses and transactions. Results are grouped by type and respect your access level.

19. Profile & account

Under Profile you can update your name/email and change your password. The Danger zone lets you delete your account — this deactivates and anonymises your login and removes your memberships. You must transfer ownership of any business you solely own first.

20. Troubleshooting

"These credentials do not match our records."

Check the email exactly, or use Forgot password?. If you are testing the demo, the demo account only exists after seeding (php artisan db:seed --class=DemoDataSeeder).

I can't see a menu item

Your role may not include it. See Roles & permissions. Owners can change roles under Settings → Users & Roles.

An email didn't arrive

Emails are queued. Make sure a queue worker is running (php artisan queue:work) and mail is configured. In local/dev the mailer writes to the log instead of sending. Use Send test email in settings to verify.

Why can't I edit an invoice?

Only drafts are editable. Once sent, issue a credit note or cancel and recreate.

21. Glossary