Accounting settings

Accounting › Settings brings together your display, the choices made when your books were opened, and the accounts To Bill uses when a document does not specify one.

Before you start

Everyone can see the settings. To change an account, you need the right to keep the books.

Your display and your books

• Display (1): Simple or Expert. The choice applies to you, on this device. See Simple or Expert.
• Your books: the Legal form, the VAT — accounting basis and Fiscal year starts, chosen when accounting was turned on. A first financial year shorter or longer than twelve months is shown here with its length. In Expert, you also see the accounts receivable, accounts payable and VAT due accounts.

Further down, How your books are kept shows whether each financial year is kept as full or simplified books. See Simplified books.

The default accounts

To Bill uses these accounts when an invoice, an item or an expense does not specify one.

Line	Used for
Sales, by default	Invoice lines without an item.
Sales of goods	Items of type product.
Sales of services	Items of type service.
Bank	Payments received and paid through your main bank account.
Cash box	Cash received or paid out.
Company credit card	Expenses paid by card, owed to the card issuer until the statement is paid.
Paid out of pocket by the owner	Expenses advanced by the owner or a partner.
Advanced by an employee	Expense claims, to pay back to the employee.

To change an account, click the line’s field, type a number or a name, then choose the account. The change is saved at once and applies to the next entries. Entries already posted do not change.

Created on first use

An account marked this way does not exist in your chart of accounts yet: To Bill adds it the first time an entry uses it. Automatic shows the account chosen for your legal form: the private account of a sole proprietorship, the partner’s current account of a company.

A sales account per item

An item can have its own sales account, in the Accounting section of its record. Left empty, it takes the default account for goods or services. See Items.

The account of each expense category

Expenses: category → account shows which expense account each category of your expenses is booked to.

1. Read the status of each category:
   • Chosen: your choice, all its expenses go to this account;
   • Suggested: To Bill worked out the account from the category’s name;
   • Default: no account matches the name, so the other operating expenses account is used;
   • To fix: the account no longer exists or is switched off.
2. For another account, click the category’s field and choose it.
3. If the suggestions suit you, click Confirm the suggestion, or Confirm the 3 suggestions when there are several. Otherwise, they become your choice with the first expense posted.

The Entry preview, on the right, shows what an expense of CHF 100.00 in the chosen category gives: the expense, the recoverable VAT and the debt to the supplier. When it is paid, the debt is cleared from the account of the means of payment chosen under Paid by in the expense.

Other settings

• Foreign currencies: the Swiss Federal Tax Administration (FTA) rate used for your documents in foreign currencies. See Foreign currencies.
• Autopilot: what AI may post without asking you, and its confidence threshold. See Autopilot for receipts.
• Chart of accounts: add or switch off an account. See The chart of accounts.