From the smallest to the largest business, bookkeeping is a crucial part of running an organization.

With our accounting software you will find several functions that will allow you to carry out all the accounting operations of your company.

Among other things, you can create invoices, enter payments from your customers and disbursements from your business.

This is your best tool for planning your fiscal year thanks to, among other things, a budget and an income statement.

You will also have access to various reports essential to the day-to-day management of your business.

Here are some of them: disbursement reports, payment reports, payment reports, statement of account, remittance of taxes, etc.

In addition we offer more specific options:

Subcontractor certificate
Purchase Orders
Work in progress
List of suppliers
Mileage expenses
Inventory management by warehouse

Tax reverser

By Accounting, Taxes

Do your customers often ask you to make prices with taxes included, to have a nice round number on the “Total” line? It happens to us all the time and that is why we have now integrated it into our invoices. A little click and you’re done!

The secret lies in a new clickable icon that can be found on  the bills. Located next to the “Add” button allowing you to create a new item in the invoice, all you have to do is enter the necessary information as in the example and click on it. 

It is important to have entered an amount on the line. As soon as you click on the tax reverser, the amount is adjusted and when you click on “Add”, the total amount will be the one written before (here $ 60).


Labels with barcode and QR code

By Accounting, Products

Do you need to label your products with a barcode or a QR code? You can now create the labels from Collabox!

Do you want to keep a tight inventory of your products that is professionally invoiced? We have the solution!

With the new software function, choose barcode or QR codes with complete file or with inventory to create your labels. The principle of these labels is to generate a code which gives direct access to one of your products in Collabox, when you scan it with your phone. You will gain in speed and efficiency.

Create the labels

To create labels, click on the module Accounting .

Menu at the top of the page

Then select Products .

Left menu, under the module Accounting

Check the boxes corresponding to the products for which you want labels, then click Bar code . A subsection will open with the different label settings.

Page Products List

All you have to do is change the settings that interest you, then click on To print ! A PDF page will open with your labels, which you can print later. The sections Start column and Row start allow you to specify precisely where you want to print on the sheet. The box Full page repeat the code (s) on an entire page.

Sub-section Bar code of the page Products List

How to use labels with Collabox
Important: You must install an application on your smartphone (or tablet) that can read barcodes and QR codes if you do not have a scanner capable of reading these different types of codes. This is a prerequisite to be able to use the labels with Collabox.
To read a label, be sure to perform the following two steps in order:

  1. Log into your Collabox account on your smartphone, tablet or computer to which a scanner is connected. This step is essential for you to have access to product information, since we have developed a security system that prevents unauthorized persons from gaining access to it.
  2. Use your app to scan the label you want to read, or your scanner. Your product information page will open.

The different types of code
Barcode takes a little more work than QR codes to access a product sheet. Indeed, you must configure your phone so that the detailed sheet of the scanned product opens.

Sample barcode for the product Corn

Here is what page we arrive on after scanning the barcode as an example (with a well-configured phone):

Page Updating a product
Product: Corn

Configure your phone on Android

1. Install the application Barcode Scanner on your phone from your Play Store.

Barcode Scanner app in the Play Store

2. Open the application, then click on the three small dots at the top of the screen to open the settings. Select “Settings”.

Application menu

3. In “Settings”, select “Custom search URL”. This setting allows you to choose which website you will be directed to when scanning a barcode

App settings

4. Write the following link in the URL field: . The ” %s ” symbols in the URL will be replaced with the value of the barcode you are scanning.

Collabox internet address (URL) to be entered in the application

5. Scan a barcode using the application, then click on “Custom search” at the bottom right of the screen. The application will direct you to the file for your product registered in Collabox.

Scan of the barcode of a product registered in Collabox

Your application is ready to be used with Collabox barcodes!

Configure your phone in iOS

1. Install the application QR Reader for iPhone on your phone from your Apple Store

Application QR Reader for iPhone in the Apple Store

2. In the settings ( settings ) of the application, click on Send barcode to web server.

App settings QR Reader for iPhone

3. Activate the parameter making sure that the control button is Activate be green. Then, enter the following URL address in the field Website URL :[code] .

Server configuration ( Server Setup )

4. Return to the application to scan a barcode.

QR code complete sheet
QR code complete sheet gives you access to the detailed sheet of the scanned product, without you having to configure anything. You will always know what is in the boxes!

QR code example complete sheet for the product Corn

The page you land on when scanning this code is exactly the same as if you use the barcode for the same product:

Page Updating a product
Product: Corn

QR code inventory
QR code inventory drops you directly to the scanned product’s inventory page. No configuration required for this type of code either. You can therefore adjust the inventory of a product in less than two seconds. This is ideal for salespeople on the road or last minute orders.

QR code example inventory for the product Corn

Here’s what page we land on while scanning this sample code:

Page Inventory variation
Product: Corn

Transactions by Square

By Accounting, Billing, Square

Those who use Square to complete their customers’ transactions know that there is a charge for using Square for every transaction. It is possible to enter these costs to balance everything at the end of the month in Collabox. We will explain how to do this here; it’s easier than it looks.

You should first think of Square as a separate account, just like your company’s bank or cash account. You therefore need to create a Square transactional account in Collabox, with a Square provider.

First, create the supplier, then the account.

How to create a supplier

Click on the icon Accounting of the horizontal menu.

Collabox horizontal menu

Then click on Suppliers in the vertical menu .

Collabox vertical menu, section Accounting

Click on Add a supplier , at the top of the page.

Page List of suppliers

Name your new supplier “Square”, enter a number that will be specific to it, then click on Record .

Page Update a supplier

Your Square provider will be created.

How to create a transactional account

Click on the icon Accounting of the horizontal menu.

Collabox horizontal menu

Then click on Transactional accounts in the vertical menu .

Collabox vertical menu, section Accounting

At the top of the page, follow the link Add a transactional account .

Page Transactional accounts

Name your new account “Square”, select the supplier Square, then enter a number that will be unique to it and the opening balance.

Page Add a transactional account

Next, define a Square budget item.

How to define a budget item

Click on the icon Accounting .

Collabox horizontal menu

Click on Budget items in the vertical menu.

Vertical menu, section Accounting

Add a budget item using the link at the top of the page.

Page Budget items

Write “Square” as the job name, choose the type Expense (Debit) , then click Save .

Page Updating a budget item

Once you have completed these steps, you are ready to post transactions with Square in Collabox. For example, consider a bill for $ 100.01 that a customer pays you entirely by credit.

As you know, Square automatically transfers the amounts to your account, but charges the fees along the way. In order to enter your customer’s payment as well as transaction fees in Collabox, you must first make a payment into the Square account of the total amount of the invoice. or $ 100.01 for this example.

Page Make a payment

The invoice will therefore be considered paid and will no longer appear in your accounts receivable. However, the money is in the Square account, not your business bank account. You must therefore make a payment from the Square account to your checking account in the amount you have left after the transaction fees.
Suppose here that the fee is 3 %. You should then transfer $ 97 to your checking account.

To do this, click on the icon Accounting of the horizontal menu.

Collabox horizontal menu

Then, go to the page Transactional accounts from the vertical menu .

Collabox vertical menu, section Accounting

Click on the Square account, and go to the tab Statements . Then click on Add indent .

Page Square Account Statements

Select the direct deposit from the Square account to your checking account, in the amount of $ 97 (in the case of our example) and save the entry.

Page Add an entry to the general ledger

Finally, you must enter Square’s transactional fees as an expense in Collabox. You’ll enter these as a Square vendor payout, which you’ll pay through the Square payment method.

Still in the accounting section of Collabox, click on Disbursed .

Vertical menu, section Accounting

Click on Add a disbursement .

Page List of disbursements

Select the Square supplier, enter the invoice number, the project, the Square budget item and the total amount corresponding to the charges, which is $ 3 in our example. If necessary, use the tax reverser . Don’t forget to record your disbursement!

Page Add a disbursement

To continue, click on the disbursement that you have just recorded, then go to the tab Payments . Click on Add payment .

Page List of disbursement payments[numéro du déboursé]

Enter the amount corresponding to the disbursement, choose the Square disbursement and complete the payment by clicking on Record .

Page Add payment

Everything should swing now! Note that you don’t need to count the fees for each transaction. Since Square keeps track of them, you could very well enter them only once a month.

Questions? Contact us!

Inventory management by warehouse

By Products and inventory

There is an advanced configuration in Collabox for the inventory functionality that allows each employee to participate in inventory management. Indeed, they can now manage the inputs and outputs of products.

An interesting aspect of this new configuration is the inventory management by “multiple warehouses”. You can define different warehouses which can also be a storage room, a truck in which installation material is kept, and even a vending machine. Any place that “keeps stock” can be considered and managed as a warehouse.

Inventory management is linked to several other functionalities so that you can better track entries and exits, and that you are notified in the event of foreseeable stockouts. .

It all starts with the list of warehouses, which you will find in the module Accounting . This list allows you to register all your warehouses, see the stock level at a glance and choose a default warehouse.

Page List of warehouses

Then, in your product sheets, always in the module Accounting , you will see a section appear with your warehouses. You will be able to enter the inventory there, as well as the minimum and maximum of this product that you must find in each of the warehouses.

Page Updating a product

This information will appear in the product list in abbreviated form. There you will see a list of your products with the quantity in inventory and the minimum required for all warehouses added together. The quantities are displayed in blue when there are more products than the minimum required, and in red when there are not enough.

Page Products List

As soon as the system detects that you no longer have the minimum quantity needed or that you exceed the maximum in your warehouse, it sends you an alert if you have activated it. It can be found in your preferences, under the tab Advanced preferences.

Page My preferences , tab Advanced Preferences

Once these configurations are complete, you can manage the release of your products by directly indicating the quantities withdrawn or added to the warehouse or by invoicing your customers.
When you create an invoice, you must fill in the field Qty Exp, corresponding to the quantity shipped of product, i.e. the quantity invoiced to the customer. For example, if we write “5” in this field, Collabox will automatically register an output of 5 items of this product and the inventory will adjust itself.

Page Updating an invoice

We’ve also adapted an inventory adjustment page for mobile viewing, to help your on-the-go employees never lose account. When you go to a product sheet, you will find at the top of the page the link Inventory variation . It will take you to a small inventory adjustment sheet for that product.

Page Inventory variation on mobile device

In order to monitor the different movements in the inventory over a determined period of time, you can consult the report Product history in the module Reports. You will even see there by which employee the entries and exits were made.

Report Product history

Interested in this new way of managing inventory? Contact us to use it in your Collabox.

Subcontractor certificate in Collabox

By Accounting, Digital transformation, Purchase Orders, Subcontractor certificate, Suppliers

In Quebec, general construction contractors doing business with subcontractors need to obtain from the subcontractor a certificate from Revenu Québec stipulating that it is in order, when the contract reaches a certain sum. They can keep the reference number of this certificate in Collabox and monitor the expiry date to ensure that they obtain a new certificate when necessary.

If you are in this situation, here is how to proceed in Collabox:

You must first enter the certificate number and the due date in the supplier form (the supplier being your subcontractor). If the provider has already been created, you can simply update it by adding this information. Otherwise, complete a new form. 

Create a supplier

Click on the icon  Configuration.

Collabox horizontal menu

Go to the section  Suppliers

Collabox vertical menu, section  Configuration

Click on  Add a supplier. 

Page  List of suppliers

Fill out the form and click on  Record .

Page  Adding a supplier

Update a supplier

Click on the icon  Configuration.

Collabox horizontal menu

Go to the section  Suppliers .

Collabox vertical menu, section  Configuration

Click on the name of the provider you want to update. Add the missing information and save the changes.

Page  Update a supplier

The certificate expiration date will then appear in the list of suppliers. 

Page  List of suppliers

Then, when you will make a purchase order, you only have to indicate the supplier in the form, and the number and the date of certification will be automatically attached to it. The expiration date will therefore also be found in a column of the list of purchase orders.

Page  List of purchase orders

Finally, the yellow dots to the right of the expiration dates tell you that the supplier exceeds $ 25,000 and that a certificate is required.

Product presentation

By Accounting, Digital transformation, Products and inventory

When we sell objects, tangible goods, from a bottle of beer to a bicycle, the notion of “product” is familiar to us. Selling products has many advantages: you can easily attach an idea of price, you can easily estimate the value, you know what is included and what is not. It’s easy to explain what is included in the price paid.

With a little creativity, we can take advantage of many of these marketing advantages, even if we are selling services and our delivery is less tangible. A good starting point is to “build” our products in the Collabox. We will put:

  • a price and a description, and we will save a lot of time for the creation of our service offers and for invoicing.

In our software, you can determine the budget items of your products for your accounting (customers will not see them anywhere) and leave a note, this time for customers, in order to clarify the inclusions and exclusions, between other. When you invoice a product, this information is automatically reflected on the invoice, saving you time and energy.

Go to the products section to see this.

Click on the icon Accounting of the horizontal menu.

Collabox horizontal menu

Open the page Products using the vertical menu.

Collabox vertical menu

Then click on Add a product , at the top of the page.

Page Products List

Section 1 that you see in the image below is for notes only.

Section 2 includes all budget items. If the product is not billable by the hour, do not enter anything in the column Billable hours ! The amount must be reported in the column Amount on the far right.

Section 3 is used to determine the elements that will appear on the invoice. The budget items will not be displayed on this one since you probably want to present the rates differently for your client. Note that the total amount of the invoice must correspond to the total amount calculated according to the budget items. Otherwise, your accounts would no longer balance.

Page Updating a product

By filling in these fields, the formatting of the invoice is automated. When you add an invoice for this product, you will get a finished document that looks like this:

Sample invoice

With that, we wish you happy sales!

Make the payments

By Billing, Payment

Making payments is very easy. Here is the procedure:

1- Open the invoice that is related to your payment

2- Click on the tab: PAYMENT – at the top

3- Indicate the terms of your payment: payment method / date / reference number / the deposit to the account / the amount

You can consult the list of all your payments for a given period by clicking in your menu on the left on the word VERSEMENT

Prepare for your end of the year

By Accounting, Checks, Result status

Your fiscal year is drawing to a close and the time to do your taxes is approaching? Collabox saves you time and money. With just a few clicks, you can view your income and expense status for a year. This is called the income statement. But before viewing this report, you must verify your invoices and disbursements.

The check makes it possible to identify discrepancies between the data of invoices and disbursements. Without this step, the income statement produced could be incorrect.

How to do an audit?

You must first access the accounting module by clicking on its icon.

Then click on “Verification” in the side navigation menu.

In the drop-down menu, choose “Full year”, the year you want to display as well as “Invoices” or “Disbursed”. Both are to be verified. So start with the first one.

Collabox then checks all the information and lets you know where there are differences.

When it comes to bills, you see all the unbalanced ones. That is to say when the amount of the invoice sent to the customer does not correspond to the accounting portion.

Match the two amounts and you’re done.

Regarding disbursements, Collabox will only report those with contradictory elements as in the example below.

Once the verification is complete, you can now view your income statement. To do this and still in the “Accounting” module, click on “Income statements”.

The summary of your income and expenses is then displayed according to the various budget items.

Approval of expenses

By Accounting, Accounting report

Here is the procedure to be able to approve expenses in the expense report of the Accounting module.

First, you must give the rights to an employee to authorize expenses by going to “Configuration” then in “Employees”. You must then select the employee who will have this right and go to the “Advanced configuration” tab where the “Accounting module” category is located. In this module is the checkbox “May approve expenses” which must be checked to see the column “Approved” in the expense report.

Second, we go to the “Reports” category to find the “Expense Report”. We must first select an employee since we can create a disbursement or authorize an expense that one employee at a time.

Third, we have to approve the expenses so that we can disburse them. You can finish by saving with the “Save” button at the bottom of the page.