Operations & Productivity

Dashboard & Today widget

The Dashboard is your business home screen. Customise which widgets appear by clicking "⚙ Customise" - widgets are grouped into KPI Cards, Charts, Grids, Panels, and Alerts & Monitors.

Today widget

Shows tasks due today, calendar events scheduled for today, and unread email count (live-updating every 30 s, refreshes on window focus). Click the "Refresh" button in the Today widget header to reload without navigating away.

Retail Sales widget

A full-width panel showing your POS revenue at a glance:

• Three stat pills - Today, This Week, and Month-to-Date (with month-on-month % change).
• 7-day bar chart of daily POS revenue.
• Table of the 8 most recent POS transactions.

Add it via "⚙ Customise" → Panels → Retail Sales.

Retail Sales KPI cards

Two standalone KPI cards can also be added to the KPI row:

• Retail Sales Today - today's POS revenue.
• Retail Sales MTD - month-to-date POS revenue with last-month comparison.

Add them via "⚙ Customise" → KPI Cards.

Revenue and expense charts reflect all GL postings (invoices, eBay payout journals, manual entries). The AI Business Insights widget generates a plain-English summary of your cash, revenue trends, and recommended actions.

Notifications Centre

Operations → Notifications aggregates all business alerts in one place:

• Overdue invoices (sent/unpaid past due date)
• Overdue bills
• Overdue purchase orders
• Unreconciled bank transactions
• Low stock items (at or below reorder point)
• Tasks overdue or due today
• Unread emails
• GST threshold warnings (approaching $75k registration threshold)

Each group is collapsible and click-through to the relevant module. An "All caught up" empty state shows when there are no alerts.

CRM Pipeline

Operations → CRM Pipeline is a Kanban board for tracking sales opportunities through six stages: Lead, Qualified, Proposal, Negotiation, Won, Lost.

Creating a deal

1. Click "+ New Deal".
2. Enter the deal name, value, and expected close date.
3. Select the contact, and optionally assign it to a team member and link it to a quote.
4. Save - the card appears in the Lead column.

Working the pipeline

Drag a card between columns to move it to the next stage (overdue expected-close dates are highlighted in red). The pipeline summary shows total active deal value and total won value; each column shows its own stage total.

Link a deal to a quote to track the full opportunity-to-invoice journey. Add activity notes on each deal via the Contacts activity timeline.

Time Tracker

Operations → Time Tracker has a live start/stop timer and manual log entry:

• Start the timer, navigate elsewhere in the app - the timer persists across navigation.
• On stop, a dialog pre-fills the elapsed time (rounded to nearest 15 min), project, and description. Confirm to log the entry.
• Manual entry: log past time without using the timer (enter date, hours, project, description).
• Filter entries by project. Status bar shows total hours and billable value for the current filter.

Time entries also appear in Projects → Time tab and can be invoiced from there (billable entries only).

Internal Messaging

Operations → Messages is a team announcement board - not email, but an internal thread system for the users of this AcctApp company.

Posting an announcement

1. Click "+ New Message".
2. Enter a subject and body.
3. Click "Post Message" - it's visible to all users immediately.

• Thread replies: click a message to slide in a reply panel. Replies are threaded under the original.
• Pin important messages to the top.
• Link a message to a record (invoice, bill, project, contact, email) using the Link field - the linked record appears as a chip on the message.

Unlike email, messages live in your local database and are shared only with logged-in AcctApp users of the same company.

Blotter (scratch pad)

Operations → Blotter is a multi-tab, persistent scratch pad for quick notes - meeting minutes, to-do lists, working calculations, or anything you want to keep handy without creating a full document.

• Each tab can be renamed (double-click), colour-coded (8 colours), pinned to the front, and closed. Notes auto-save as you type.
• Drag tabs to reorder.
• Font picker, font size, line numbers, word wrap, tab colours.
• Print / export to .txt file; Find & Replace (Ctrl+F).
• Tabs persist across navigation and app restarts.

Email - auto-refresh & new mail alerts

The Email Client (Operations → Email) automatically checks for new mail every 5 minutes by default and alerts you when messages arrive - even when the app is minimised or you are viewing a different page.

Auto-refresh is on by default

No setup is required. Mail is checked automatically every 5 minutes as soon as you add an IMAP account. A first check runs within a couple of seconds of the app starting.

Runs in the background - always

The IMAP refresh runs in the Electron main process, not in the UI. This means new mail is pulled on schedule even when the window is minimised, the screen is locked, or you are working in another part of the app. When you open the Email page the message list is already up to date because the background process has already fetched and cached any new arrivals.

Changing the settings

Click the bell icon (🔔) in the Email toolbar to open the "Email Alerts & Auto-Refresh" panel.

Auto-Refresh settings:

• Enable/disable the "Check for new mail automatically" toggle.
• Choose an interval: 1, 2, 5, 10, 15, 30, or 60 minutes.

Alert settings (require auto-refresh to be on):

• Sound notification - plays a brief tone when new messages arrive.
• Desktop popup notification - shows a system notification (grant permission when prompted).

When auto-refresh is active, a small green dot appears on the bell icon. A "Last refreshed HH:MM" timestamp appears in the toolbar so you can confirm the refresh ran.

What gets refreshed

The background refresh checks the Inbox of all configured IMAP accounts simultaneously. Clicking the manual Refresh button always re-fetches whichever folder you are currently viewing.

Loading older emails (scroll to load more)

The email list initially shows your most recent messages (up to the "Show last" limit in the toolbar). To view older emails - from last month, last year, or further back - simply scroll to the bottom of the message list. When more messages are available on the server, the app automatically fetches the next 100 older messages and appends them below the current list. Continue scrolling to keep loading further back in your email history until every message on the server has been loaded. An "All messages loaded" notice appears when you have reached the end.

Note: load more is available for Inbox, Sent, Drafts, Trash, and custom folders. It is not available while searching or in the Starred filter.

Unread email counts

• The "Email" entry in the left sidebar shows a blue badge with the total number of unread messages across all accounts.
• Inside the Email page, each account avatar shows its own unread count badge so you can see at a glance which account has new mail.
• The status bar at the bottom of the window also shows the total unread count with a clickable link to the Email page.

New mail detection

New unread messages found during a background refresh trigger the sound/popup alerts. The bell icon shows a red badge with the count of new messages since you last opened the panel (clicking the bell clears the badge).

Email attachments

When you open an email that has attachments, each file appears as a Download button (📎 filename) below the sender details. Click the button to open a Save As dialog, choose where to save the file, and it will open automatically after saving.

Offline reading

AcctApp keeps a local copy of your email in the database - similar to Outlook's offline cache. After each background refresh, the app silently pre-fetches the full body of any recently received email you haven't opened yet (up to 20 per account per cycle). Once cached, those emails open immediately with no internet connection. Emails you have already opened are always cached from the moment you first read them.

Note: alerts require IMAP to be configured on the account. SMTP-only accounts can send email but cannot receive or auto-refresh.

Cash Flow Forecast

Insights → Cash Flow Forecast shows a rolling 30/60/90-day projection of expected cash inflows and outflows based on outstanding invoices and bills.

• Four summary cards: Opening Cash, Expected In, Expected Out, Projected Balance.
• Weekly breakdown: expandable rows show individual invoices or bills due that week (name, amount, due date).
• Running balance column shows the projected cash position after each week.
• Opening cash is derived from current bank account balances in the GL.

Use the 30/60/90-day selector to change the forecast horizon. The forecast is always based on due dates of open documents - it does not attempt to model recurring items.

Calendar

Operations → Calendar is a business calendar showing automatically-synced financial due dates alongside any manually-added events.

Cross-module sync (automatic - no setup needed)

AcctApp adds and removes events as documents are created, paid, and cancelled:

• Invoice due dates - blue events. Removed when the invoice is paid or voided.
• Bill due dates - amber events. Removed when the bill is paid.
• Purchase order expected dates - purple events. Removed when the PO is fully received or cancelled.
• Tasks with due dates - green events. Updated when the task due date changes; removed when the task is marked Done.

Adding events manually

Click any day cell or click "+ New Event". Enter a title, date, start/end time, and optional notes. Events are visible to all users of the company. Set a recurrence rule (daily, weekly, monthly, annually) for repeating events.

Navigating

Switch between month, week, and day views using the buttons at the top right. Click any event to see its details and jump directly to the linked document (for auto-synced events). The Today widget on the Dashboard shows today's events with one-click access.

Tasks (Kanban board)

Operations → Tasks is a Kanban board for managing work items across your team.

Columns

• To Do - items not yet started.
• In Progress - items being worked on.
• Done - completed items. Drag cards between columns to move their status. Cards show the title, assignee avatar, priority colour, and due date.

Creating a task

1. Click "+ New Task" (or the + button at the top of any column).
2. Enter a title and optional description.
3. Set priority: Low, Medium, High, or Urgent.
4. Assign to a user (or leave unassigned for the team to pick up).
5. Set a due date - the task also appears on the Calendar as a green event and on the Today widget on the Dashboard.
6. Optionally link to a related record: Contact, Invoice, Bill, Purchase Order, Project, or Email.

Filtering

Use the filter buttons to show: All Tasks, My Tasks (assigned to the logged-in user), or Unassigned tasks.

Overdue tasks

Tasks past their due date are highlighted in red and appear in the Notifications Centre so nothing is forgotten.

Fixed assets & depreciation

Operations → Fixed Assets maintains your asset register and automates depreciation calculations.

Adding an asset

1. Fixed Assets → "+ New Asset".
2. Enter: Asset Name, Category (e.g. Plant & Equipment, Motor Vehicles, Computer Equipment), Purchase Date, and Cost (GST-exclusive).
3. Set GL accounts: Asset account (e.g. 1-5000 Plant & Equipment), Accumulated Depreciation account, and Depreciation Expense account.
4. Choose a depreciation method:
• Straight Line - cost spread equally over the useful life (cost ÷ years per year).
• Diminishing Value - a fixed % of the written-down value each year (WDV × rate%).
5. Enter the useful life in years (for Straight Line) or the annual rate % (for Diminishing Value).
6. Set the salvage (residual) value - depreciation stops when WDV reaches this amount.
7. Save.

Posting depreciation

Click "Post Depreciation" on a single asset (or "Post All" in the toolbar to batch-post all assets due for a period). Each journal posts: DR Depreciation Expense / CR Accumulated Depreciation. AcctApp calculates the correct amount for the period and won't double-post.

Asset disposal

When an asset is sold or scrapped:

1. Open the asset → "Dispose".
2. Enter the disposal date and sale proceeds (zero if scrapped).
3. AcctApp posts the disposal journal: removes Cost and Accumulated Depreciation balances, recognises any gain or loss to a Gain/Loss on Disposal account.
4. The asset is marked Disposed and no longer appears in depreciation runs.

Tax Depreciation report

Reports → Tax Depreciation shows all assets with cost, cumulative depreciation posted, and written-down value at the selected date - used for tax return preparation and to reconcile the Accumulated Depreciation account on the Balance Sheet.

Projects & Job Costing

Operations → Projects & Job Costing tracks costs and time against individual jobs, then lets you invoice customers for billable work.

Creating a project

1. Projects → "+ New Project".
2. Enter the project name, description, and assign a customer (required if the project will be invoiced).
3. Set a budget (hours or dollars) for the budget-vs-actual view.
4. Status: Active, On Hold, Completed, or Cancelled.

Logging time to a project

Log time via Operations → Time Tracker - select the project when saving the entry. All entries appear in the project's Time tab showing hours, team member, description, and billable flag.

Linking supplier bills and expenses

Supplier bills can be assigned to a project on each line. Approved Expense Claims (Operations → Expense Claims) can also be linked to a project. Both roll into the project's actual costs.

Budget vs actual

The project detail view shows planned budget vs actual costs to date (time at cost rate + supplier bills + approved expenses).

Invoicing billable work

1. Open the project → Unbilled tab - shows all time entries and expenses marked billable and not yet invoiced.
2. Select lines → "Create Invoice" - a draft invoice is pre-filled with the project customer and billable lines.
3. Review, adjust, and post. The lines are removed from the Unbilled tab.

Reports

• Reports → Project Profitability - budgeted vs actual revenue and costs per project.
• Reports → Work In Progress - open projects with WIP balances and % complete.

Expense Claims

Operations → Expense Claims lets employees submit expense claims with supporting receipts for manager approval and reimbursement.

Submitting a claim

1. Expense Claims → "+ New Claim".
2. Enter the claim date and the employee (yourself or another staff member you have permission to claim on behalf of).
3. Add expense lines - for each line enter: Date, Merchant, Description, Amount (inc. GST), GST amount, GL Expense account. Attach a receipt image or PDF.
4. Optionally link each line to a project for job costing.
5. Set status to "Submitted" and save. The claim is queued for manager review.

Approving or rejecting (managers)

1. Expense Claims → filter to "Submitted".
2. Open the claim, review lines and attached receipts.
3. Click "Approve" to queue for reimbursement, or "Reject" with a reason to return it for correction. The employee sees the rejection reason and can revise and resubmit.

Reimbursement

Once approved, a "Reimburse" button appears:

1. Click "Reimburse" → select the bank account the reimbursement will be paid from.
2. AcctApp posts the journal: DR each expense account / CR Employee Reimbursable (liability).
3. Status changes to Reimbursed.
4. Record the actual bank payment separately (ABA or manual transfer) and match the bank statement line against the Employee Reimbursable balance in Bank Reconciliation.

Status flow

Draft → Submitted → Approved → Reimbursed (or Rejected → revise → Submitted again)

Production / Manufacturing

Operations → Production manages manufacturing orders - converting raw material components into finished goods through a defined workflow.

Creating a production order

1. Production → "+ New Production Order".
2. Select the finished product (a stock item with Sourcing = Produced).
3. Enter the planned quantity and required completion date.
4. Add component lines (bill of materials) - the raw materials required and the planned quantities.
5. Save as Draft, then change status to Released to begin production.

Issuing raw materials

When production starts:

1. Open the order → "Issue Materials".
2. Component lines show planned quantities - adjust for actual if needed. "Fill remaining" pre-fills outstanding quantities.
3. Click "Issue" - each component's stock on hand decreases and the journal posts: DR Work In Progress / CR Inventory (per component).
4. Partial issues are supported; issue more when additional stock arrives.

Completing production

1. Open the order → "Complete".
2. Enter the actual quantity produced (may differ from planned due to wastage).
3. AcctApp posts: DR Inventory (finished good, valued at total WIP cost) / CR Work In Progress.
4. The finished product's stock on hand increases.

WIP report

Reports → Work In Progress shows all open production orders with WIP balances, planned vs actual costs, percentage complete, and overdue flags. WIP balances clear to zero when an order is completed.

Linking to sales orders

A production order can be linked to a Sales Order to show which customer job it is for. Once production is complete, invoice the customer from the linked Sales Order.

Advanced Search - overview

Insights → Advanced Search is a read-only data explorer. The left panel has two sections:

Data Grids - eight built-in queries covering the most commonly explored data sets:

• Invoices, Vendor Bills, Payments, Contacts, Chart of Accounts, Stock Items, Low Stock, Journal Lines.

Click any grid to run it immediately. Results appear in a sortable, filterable table. Click any column header to sort; click again to reverse. Use the per-column filter boxes below the header to narrow rows in real time.

Saved Queries - custom SQL queries you or your colleagues have written and saved. Click a query to re-run it.

All queries are scoped to the current company - the company ID is embedded automatically in built-in grids; custom SQL must include a WHERE company_id = … clause.

Advanced Search - writing & saving SQL queries

Click "Edit SQL" in the toolbar to open the SQL editor, or "+ New SQL Query" in the left panel to start from a blank query.

• Type or paste a SELECT or WITH (CTE) statement. Write operations (INSERT, UPDATE, DELETE, DROP, ALTER, etc.) are blocked server-side.
• Press Ctrl+Enter or click "▶ Run" to execute.
• Results are capped at 5,000 rows. Row count, elapsed time, and a "(capped at 5000)" note appear above the table.

Saving a query

Click "💾 Save Query" (visible when the SQL editor is open). A save bar appears:

1. Enter a name for the query.
1. Choose who can see it - "All users" (visible to everyone in this company) or "Only me" (private, only you see it in the Saved Queries list).
2. Click Save.

Private queries show a 🔒 icon in the Saved Queries list. You can only delete queries you created; shared ("All users") queries can be deleted by anyone.

Exporting results

Use the "Excel (.xlsx)" or "CSV" buttons in the toolbar to export the current filtered view.

Advanced Search - column filters & filter builder

Advanced Search has two filtering layers that work together:

Quick column filters - the text boxes directly below the table header. Type to instantly narrow rows by any column. Multiple column filters all apply at once (AND logic).

Filter builder - click "Filters" in the toolbar to open the filter builder panel. Add conditions with:

• Column - pick from any column in the result set.
• Operator - contains, doesn't contain, equals, not equals, >, ≥, <, ≤, starts with, is empty, is not empty.
• Value - the comparison value (not needed for "is empty" / "is not empty").

All conditions must match (AND logic). Remove individual conditions with ✕ or clear all at once.

Column filters and filter builder conditions both apply to the current result set - no re-query needed. Sorting is also client-side (no round-trip): click a column header to sort, click again to reverse, click a third time to clear.