Store cash book and employee reimbursements

Money in and out summary

The Summary tab shows money in, money out and the balance for the chosen period and branch, by category. POS sales, B2B sales, ingredient purchases from goods receipts and payroll are pulled in automatically, so you never enter them twice; everything else comes from entries recorded in this book.

Steps

1. Choose the branch (if there are several) and the period
2. Read money in, money out and the category breakdown
3. Tap Monthly export to download a CSV, or tap Print

Good to know

• Cash paid in or out of the drawer during a shift is not in this book. If an expense was paid from the drawer and belongs in the book, record it here as an expense as well.

Record income or an expense

Tap + Record expense to open the Record Income / Expense form. Choose Expense or Income, pick a category (such as rent, electricity, water, gas, internet, extra ingredients or equipment, repairs, marketing or other income), enter the amount, date, branch and payment method, and attach a receipt photo if you have one. Entries you record are listed on the Manually Recorded tab.

Steps

1. Tap + Record expense
2. Choose Expense or Income, then a category
3. Enter the amount, date, branch and payment method
4. Attach a receipt photo (optional), then tap Save and close or Save and add another

Scan a receipt with AI

When receipt scanning is switched on, the entry form has a Take / choose receipt photo button. AI drafts the amount, date, payee, category and VAT. Check and correct every field before saving; nothing is recorded until you save. You can save the draft and finish it later.

Good to know

• Scanning spends AI credits per receipt; a scan that fails is not charged. If credits run out or AI is unavailable, you can still enter the expense by hand.
• If you do not see the button, the owner can switch it on in Settings > Store features.

Fix a wrong entry (reverse it)

Entries in the book cannot be deleted or edited. If one is wrong, tap Reverse on it in the Manually Recorded tab. The system creates an opposite compensating entry without deleting the original; then record the correct entry.

Steps

1. Open the Manually Recorded tab and find the wrong entry
2. Tap Reverse, add a reason (optional) and confirm
3. Record the correct entry again

Employee reimbursements: approve and repay

Staff who paid for the store out of pocket submit a claim themselves in My work > Reimbursements. A manager opens the Employee Reimbursements tab in the cash book, reviews the approval queue and taps Approve or Reject (a reason is required). When the money is actually paid back, tap Repay under awaiting repayment, which groups the amount owed per employee; partial repayment is allowed.

Steps

1. Open the Employee Reimbursements tab and check the approval queue
2. Check the amount and receipt photo, then tap Approve or Reject
3. After paying the money back, go to awaiting repayment, tap Repay and enter the amount and method
4. See what is still owed under Outstanding by Employee

Good to know

• The person who submitted a claim cannot approve it, except in a single-user store, where it is marked Self-approved.
• A partial repayment pays the oldest approved claims first; the rest stays outstanding.