General ledger
Keep a traceable ledger behind daily transactions and financial statements.
Accounting for Small Business
Keep invoices, bills and bank activity connected to your books.
Small business accounting software for the general ledger, customer invoices, supplier bills, bank reconciliation and financial reporting.
Draft
- JE-57139 Issue to WIP 2 d
- JE-86659 Completion at standard 11 d
- JE-90230 Goods receipt 8 d
- JE-13895 Scrap 7 d
- JE-12168 Bill match 7 d
JE-57139
- Date
- 15 Sep
- Description
- Issue to WIP
- EntryType
- Standard
- TotalDebit
- 570
- TotalCredit
- 70
Illustrative records derived from the system specification.
Built around the way your business works
Business owners, controllers and bookkeepers maintaining day-to-day books and financial statements.
- Defined tables
- 26
- Operational views
- 16
- Defined roles
- 5
- Reports
- 7
Defined in the planned system specification.
What’s inside.
Small business accounting software for the general ledger, customer invoices, supplier bills, bank reconciliation and financial reporting.
Customer invoices and receipts
Follow customer invoices from issue through receipt allocation.
Supplier bills and payments
Review supplier bills and payment instructions before releasing money.
Bank reconciliation
Explain the difference between bank activity and posted books.
Expenses and period controls
Keep employee expenses and close decisions attached to their supporting records.
Statements and tax reporting
Read financial statements with a path back to their source entries.
Keep invoices, bills and bank activity connected to your books
Draft
- JE-57139 Issue to WIP 2 d
- JE-86659 Completion at standard 11 d
- JE-90230 Goods receipt 8 d
- JE-13895 Scrap 7 d
- JE-12168 Bill match 7 d
JE-57139
- Date
- 15 Sep
- Description
- Issue to WIP
- EntryType
- Standard
- TotalDebit
- 570
- TotalCredit
- 70
Approval conditions
Visible to: Controller / CFO. Visibility does not establish approval authority.
Submitted
- JE-29031 Issue to WIP 1 d
- JE-98273 Completion at standard 7 d
- JE-87145 Goods receipt 8 d
- JE-35141 Scrap 1 d
- JE-49973 Bill match 14 d
JE-29031
- Date
- 16 Sep
- Description
- Issue to WIP
- TotalDebit
- 350
- TotalCredit
- 350
- PreparedBy
- EJ
Approval conditions.
Draft
- BLL-19767 VND-023 5 d
- BLL-79263 VND-026 7 d
- BLL-51243 VND-066 in 10 d
- BLL-76424 VND-082 10 d
- BLL-32712 VND-144 in 8 d
BLL-19767
- Vendor
- VND-023
- BillDate
- 12 Sep
- DueDate
- 17 Sep
- TotalAmount
- 880
- PreparedBy
- LX
Approval conditions
Controller / CFO: Approve Bills, PaymentsMade, ExpenseClaims, VendorPayees, EmployeePayees and BankReconciliations within authority
PendingApproval
- BLL-71316 VND-068 2 d
- BLL-57568 VND-056 3 d
- BLL-14368 VND-117 6 d
- BLL-90104 VND-152 11 d
- BLL-47216 VND-052 4 d
BLL-71316
- Vendor
- VND-068
- BillDate
- 15 Sep
- DueDate
- 21 Sep
- TotalAmount
- 770
- PreparedBy
- JY
Approval waits for the controller / cfo.
Approval conditions
Controller / CFO: Approve Bills, PaymentsMade, ExpenseClaims, VendorPayees, EmployeePayees and BankReconciliations within authority
Submitted
- VP-13806 VND-103 440 in 5 d
- VP-67796 VND-042 530 in 8 d
- VP-50993 VND-034 320 9 d
- VP-99960 VND-066 720 in 10 d
- VP-17975 VND-129 200 in 10 d
VP-13806
- Vendor
- VND-103
- Entity
- ENT-825
- Currency
- CRR-7066
- EffectiveFrom
- 22 Sep
- PreparedBy
- EH
Approval waits for the controller / cfo.
Approval conditions
Controller / CFO: Approve Bills, PaymentsMade, ExpenseClaims, VendorPayees, EmployeePayees and BankReconciliations within authority
Submitted
- EP-42460 CRR-6762 780 5 d
- EP-23546 CRR-6900 720 in 7 d
- EP-41798 CRR-3107 200 12 d
- EP-44724 CRR-3295 270 in 2 d
- EP-78923 CRR-8139 330 7 d
EP-42460
- Employee
- MP
- Entity
- ENT-122
- Currency
- CRR-6762
- EffectiveFrom
- 12 Sep
- PreparedBy
- CB
Approval waits for the controller / cfo.
StatusSentPartiallyPaidOverdueoverdue
StatusSentPartiallyPaidOverdue
YouStatusDraftSubmittedApproved
StatusDraftSentPartiallyPaidPaidOverdue
StatusFutureOpen
Approvednext 7 days
| Bill Number | Vendor | Bill Date | Due Date | Amount Outstanding |
|---|---|---|---|---|
| BLL-60913 | VND-194 | 21 Sep | 23 Sep | 850 |
| BLL-52756 | VND-128 | 21 Sep | 24 Sep | 470 |
| BLL-62136 | VND-219 | 23 Sep | 24 Sep | 260 |
| BLL-10517 | VND-008 | 24 Sep | 24 Sep | 330 |
| BLL-64997 | VND-021 | 20 Sep | 24 Sep | 210 |
| BLL-53605 | VND-217 | 22 Sep | 24 Sep | 580 |
Unmatched
| Bank Account | Transaction Date | Description | Counterparty | Amount |
|---|---|---|---|---|
| BA-59087 | 07 Sep | Unmatched bt-215 | CNT-680 | 890 |
| BA-37390 | 12 Sep | Unmatched bt-982 | CNT-764 | 390 |
| BA-36197 | 10 Sep | Unmatched bt-969 | CNT-676 | 340 |
| BA-22896 | 06 Sep | Unmatched bt-452 | CNT-746 | 870 |
| BA-98240 | 04 Sep | Unmatched bt-673 | CNT-580 | 770 |
| BA-92657 | 10 Sep | Unmatched bt-523 | CNT-331 | 470 |
Posted
| Journal Entry Number | Date | Description | Source | Total Debit |
|---|---|---|---|---|
| JE-54461 | 04 Sep | Issue to WIP | Manual | 760 |
| JE-27322 | 06 Sep | Completion at standard | AR | 550 |
| JE-54420 | 03 Sep | Goods receipt | AP | 430 |
| JE-60339 | 09 Sep | Scrap | Expense | 770 |
| JE-26246 | 14 Sep | Bill match | Bank | 540 |
| JE-60301 | 04 Sep | Shipment | Tax | 660 |
Balanced
| Reconciliation Number | Bank Account | Period | Statement Balance | Adjusted Statement Balance |
|---|---|---|---|---|
| BR-88900 | BA-51166 | AP-110 | 430 | 680 |
| BR-66014 | BA-30551 | AP-140 | 640 | 700 |
| BR-60545 | BA-72389 | AP-110 | 260 | 730 |
| BR-16277 | BA-62012 | AP-120 | 650 | 650 |
| BR-89788 | BA-91682 | AP-110 | 110 | 620 |
| BR-27523 | BA-79826 | AP-140 | 960 | 20 |
Active = true
| Account Name | Bank Name | Account Type | Currency | Current Balance |
|---|---|---|---|---|
| Account 671 | Bank 463 | Checking | CRR-2103 | 760 |
| Account 867 | Bank 176 | Savings | CRR-2719 | 890 |
| Account 891 | Bank 945 | CreditCard | CRR-8723 | 30 |
| Account 401 | Bank 538 | PayPal | CRR-5927 | 190 |
| Account 718 | Bank 299 | Cash | CRR-9639 | 90 |
| Account 904 | Bank 700 | Other | CRR-3032 | 320 |
Keep the source behind every business result
Balance Sheetdrill-down
Assets, Liabilities, Equity rolled up to summary accounts as of a selected date. Comparative current vs. prior period.
opens Recent Journal Entries →| Journal Entry Number | Date | Description | Source | Total Debit |
|---|---|---|---|---|
| JE-54461 | 04 Sep | Issue to WIP | Manual | 760 |
| JE-27322 | 06 Sep | Completion at standard | AR | 550 |
| JE-54420 | 03 Sep | Goods receipt | AP | 430 |
| JE-60339 | 09 Sep | Scrap | Expense | 770 |
- Draft
- Submitted
- Approved
- Posted
- Reversed
- JournalEntryNumber
- JE-54461
- Date
- 04 Sep
- Description
- Issue to WIP
- Source
- Manual
- TotalDebit
- 760
- TotalCredit
- 760
ownerController / CFO
Go from the big picture to the details behind it. Open any record to see its status, owner and history.
Illustrative records. Connections and approval states follow the authored specification.
Invoice to receipt, with the details connected
Keep invoices, bills and bank activity connected to your books.
Illustrative previews from the system specification.
-
01
Prepare entries
Check the supplier identity, invoice reference, expense account and duplicate-document conditions before submitting the bill and supporting evidence.
Bill to paymentBill NumberVendorBill DateDue Date -
02
Approve work
Independently approve the current document revision and authorized payment instruction. Bank submission remains distinct from clearance, and unresolved outcomes keep their original instruction identity.
Review supplier bills and payment instructions before releasing funds.
Bill to payment -
03
Reconcile
A preparer matches each bank row once and explains timing items. Independently approve only when the adjusted statement balance equals posted books; retain source statements and match references.
Confirm the bank matches and explain the remaining difference before approving reconciliation.
Bill to payment -
04
Close period
Resolve pending work, reconcile subledgers and bank balances, then close the period atomically with posting locks. Reopening needs a reason and a retained decision.
Resolve open accounting work and approve the period close with a clear audit trail.
Statement to reconciliationPeriod NamePeriod TypeStart DateEnd DateQuarter -
05
Read statements
Produce entity-scoped statements from posted ledger lines and aging from open document balances. Preserve reporting basis, dates and supporting drill-down; separate external filing acknowledgments.
Transaction to financial statements
Give every decision the right owner
Decision checkpoints where approval stays with your team.
Reconcile
Confirm the bank matches and explain the remaining difference before approving reconciliation.
Bill to paymentClose period
Resolve open accounting work and approve the period close with a clear audit trail.
Statement to reconciliationPeriod NamePeriod TypeStart DateEnd Date
Quarter
Keep changes and decisions traceable
Human approval and system automation have different jobs.
Approve work
Review supplier bills and payment instructions before releasing funds.
Reconcile
Confirm the bank matches and explain the remaining difference before approving reconciliation.
Close period
Resolve open accounting work and approve the period close with a clear audit trail.
Journal approvals
Period controls
A clear workspace for each responsibility
Controller / CFO
Controller / CFO works within the record, field and action scope below.
Bill NumberVendorBill DateDue Date
AP Clerk
AP Clerk works within the record, field and action scope below.
AR Clerk
AR Clerk works within the record, field and action scope below.
Period NamePeriod TypeStart DateEnd Date
Quarter
Viewer
Viewer works within the record, field and action scope below.
Understand the result and its source
Start with the question. Follow it to the records behind the answer.
Drill-down
Trial Balance
All GL accounts for a selected period with opening, debit/credit movement, and closing balances. Drills from summary account down to source JournalEntryLines. The anchor report — every other statement derives from it.
Source view · Illustrative records
Journal Entry NumberDateDescriptionSource
AR
Drill-down
Balance Sheet
Assets, Liabilities, Equity rolled up to summary accounts as of a selected date. Comparative current vs. prior period.
View Recent Journal EntriesSource view · Illustrative records
Journal Entry NumberDateDescriptionSource
AR
Drill-down
Income Statement (P&L)
Revenue, COGS, Operating Expenses, Other Income/Expense, Net Income for a date range. Month, QTD, YTD columns with prior-period comparatives.
Source view · Illustrative records
Journal Entry NumberDateDescriptionSource
AR
Drill-down
Cash Flow Statement
Indirect method: operating, investing, financing activities derived from Balance Sheet movement plus non-cash reconciliations. Period and YTD.
View Recent Journal EntriesSource view · Illustrative records
Journal Entry NumberDateDescriptionSource
AR
List report
AR Aging
Open invoices bucketed 0–30 / 31–60 / 61–90 / 90+ days past due, by customer. Drives the dunning queue.
View Overdue ARSource view · Illustrative records
Invoice NumberCustomerInvoice DateDue Date
List report
AP Aging
Open bills bucketed 0–30 / 31–60 / 61–90 / 90+ days, by vendor. Drives the pay-run scheduling view.
View Bills to Pay This WeekSource view · Illustrative records
Bill NumberVendorBill DateDue Date
List report
General Ledger Detail
Every posted JournalEntryLine for a selected account and date range with running balances. The audit-trail report — used at close and at year-end.
View Recent Journal EntriesSource view · Illustrative records
Journal Entry NumberDateDescriptionSource
AR
Configure your system with Proto
Let your AI agent help with everyday work. Set its permissions during setup and keep approvals with your team.
- Bank feeds
- Bank feedsin
- Payments and document delivery
- Payments and document deliveryin and out
- Tax and reporting
- Tax and reportingTaxRates · out
- Agents
- Your agentWorks within the permissions you assign
Your agent works within the permissions you assign.
List the work that needs attention. Keep the approval with the assigned reviewer.
Download agent Agent setup guide$ curl -fsSL https://www.erp.ai/skill.md
› open Accounting for Small Business and list records waiting on approve work
Transaction to financial statements · records listed with owner and age
› approve the first one at approve work, as its approver
Approval requiredWaiting for the assigned reviewer
Your questions, answered.
How the system works, what you can configure and how to get started.
How do I get started?
Select Start now to create your account. Explore the system specification, or use Proto to configure it for your business.
Is the general ledger included?
Yes. Customer and supplier transactions feed the local double-entry ledger. Posting validates balanced lines, accounts, entity and the open period together. Financial statements use posted entries with references back to the documents that created them.
Can we split one customer payment across several invoices?
Yes. Receipt allocation lines record how much of a confirmed receipt is applied to each invoice for the same customer, entity and currency. Partial payments leave the correct remaining balance, while excess money stays unapplied until its destination is identified.
How are supplier bills approved?
The AP Clerk prepares the bill and supporting document. An authorized Controller / CFO independently reviews the submitted amount and payment instruction. Changing protected details requires review again; an AP Clerk’s approval-limit field does not grant approval authority.
Can employees be reimbursed through the same payment workflow?
An approved expense claim uses a reviewed employee reimbursement destination for its actual claimant. The payment checks that destination before release and completes reimbursement only when settlement is confirmed. Vendor payments and employee reimbursements keep distinct payee identities.
How do we reconcile bank fees and outstanding checks?
Retain the statement balance, add deposits in transit and subtract outstanding checks to explain timing differences. Post authorized fees or interest in the local ledger. The controller approves the reconciliation when adjusted statement and book balances agree.
What happens when a payment result is uncertain?
Keep the original bank instruction and investigate its outcome before another payment is released. A scheduled or accepted request does not establish clearance. Reconciliation uses the bank’s verified result, preserving the link to the original bill or claim.
Can someone post into a closed period?
Ordinary posting, imports and background actions all respect the period lock. Use an authorized later-period correction or the recorded reopening procedure. Posted entries remain in history rather than being silently edited after statements have been shared.
Can our accountant review statements without changing the books?
Assign the permitted read-only reporting role. The reviewer can inspect scoped statements and supporting results without editing transactions or tax rates. Report periods, currency and the selected entity remain explicit when results are shared.
Does this include consolidation or tax filing?
It provides entity-level books, statements and tax-reporting workpapers. Group consolidation, eliminations, budgeting and external tax filing are separate configured systems or services. Preserve the applicable tax rules and actual filing evidence with your reporting process.
Implementation
Configure the system around your business records and responsibilities.
Read the implementation plan- 01
Define the operating scope
Use Proto to select the business entities, core processes and responsible roles.
Team and ERP.ai - 02
Prepare existing data
Resolve identities and preserve original document references, dates and opening positions.
Team and ERP.ai - 03
Configure the workflow
Apply permissions, approval rules, calculated fields and any required integrations.
Team and ERP.ai - 04
Verify the result
Exercise ordinary work, denied access, a correction, a conflicting edit and a repeated command.
Team and ERP.ai - 05
Invite the team
Begin with the agreed business scope and reconcile the first operating cycle before extending it.
Team and ERP.ai
Pricing
The base account and ordinary manual work in ERP.AI's official interface are $0. Viewing, searching, creating, editing, approving, deleting and exporting records in that interface do not consume read or write credits. There is no per-user fee.
Machine work: external API-key requests, imports, workflows, agents and scheduled jobs. Successful external API-key reads and writes use the operation rates below. Starting a managed execution from the interface still starts that metered service.
Pricing and account rules| Machine work | Included per $1 of credit |
|---|---|
| List/filter or get record calls | 20,000 |
| Search or aggregate calls | 4,000 |
| CSV or PDF exports | 100 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| File upload in MB | 2,000 |
| Workflow runs | 2,000 |
| Code-node compute beyond included in CPU-sec | 12,000 |
| Agent executions | 2,000 |
| Scheduled jobs or webhook activations | 20,000 |
Read and write rates apply to successful external API-key requests. Ordinary manual work in the ERP.AI interface is $0.
prepaid creditsSmallest pack $5, purchased credits never expire.
Explore the complete system.
Follow the operating model from the process to the people, records and decisions behind it.
Industries
Owner-managed businesses
Businesses that need reliable books without running a group consolidation programme.Professional service firms
Service businesses managing customer invoices, supplier costs and employee expenses.Trading and distribution businesses
Businesses reconciling customer receipts, supplier payments and bank accounts.
Reference
Roles and permissions
Give each person the records and decisions their work requires.Reports and analytics
Read operational and financial results with their source context.Data model
See the records and references behind the product.AI and integrations
Connect the services that own the related business results.Implementation
Configure the system around your business records and responsibilities.Proto configuration guide
Use Proto to configure and maintain the same product described on this website.
