Data model

See the records and references behind the product.

26 tables · 83 relationships

Data model 26 tables

Data modelTable names and relationships

How the model is organised

Ledger and periods

ChartOfAccounts, AccountingPeriods, JournalEntries, JournalEntryLines. Balanced journal lines retain their owning entry and accounting period; posted corrections preserve the original journal.

ChartOfAccounts
AccountingPeriods
JournalEntries
JournalEntryLines

Customers and suppliers

Contacts, Invoices, InvoiceItems, PaymentsReceived, ReceiptAllocations, Bills, BillItems, PaymentsMade, VendorPayees. Documents retain their lifecycle and line ownership. Receipt allocations and approved supplier destinations preserve the evidence behind each settlement.

Contacts
Invoices
InvoiceItems
PaymentsReceived
ReceiptAllocations
Bills
BillItems
PaymentsMade
VendorPayees

People and expenses

Employees, ExpenseClaims, ExpenseClaimItems, EmployeePayees. Expense detail remains linked to its own claim, with separate reviewed reimbursement destinations and decision owners.

Employees
ExpenseClaims
ExpenseClaimItems
EmployeePayees

Banking and currencies

BankAccounts, BankStatements, BankTransactions, BankReconciliations, PaymentMethods, Currencies, ExchangeRates. Imported bank rows and statement references support reconciliation without duplicating cash; currencies and rates provide reviewed monetary context.

BankAccounts
BankStatements
BankTransactions
BankReconciliations
PaymentMethods
Currencies
ExchangeRates

Tax and evidence

TaxRates, AuditEvents. Reviewed tax defaults and immutable audit events explain protected changes, decisions and confirmed external effects.

TaxRates
AuditEvents

Keys and references

Preserve canonical record identifiers, source-system identifiers and the workspace or legal-entity scope. A readable name is not a unique identity. Validate every referenced record before saving a transaction. VendorPayees and EmployeePayees retain separately approved destination revisions for their exact supplier or employee. Payments bind that destination and its approved version before release. ReceiptAllocations split a confirmed receipt while retaining one original receipt identity. Derived monetary fields are server-computed; imports cannot bypass that calculation or change issued history.

Migration order

Confirm scope
Ends with: Agree entities, currencies, responsible people and imported opening positions.
Load masters
Ends with: Resolve duplicate identities and reviewed policy defaults.
Load documents
Ends with: Preserve source references, line ownership and supporting files.
Reconcile history
Ends with: Compare balances and outcomes before enabling automated work.
Verify access
Ends with: Test permitted and denied actions using actual assigned roles.

Tables

Find a table 26 tables

ChartOfAccountsThe account master. Self-parenting tree supports roll-up into summarymaster

Field	Type	Required	Details
`AccountCode`	text	yes
`AccountName`	text	yes
`AccountType`	select	yes	Asset, Liability, Equity, Revenue, Expense
`AccountSubType`	select		CurrentAsset, FixedAsset, CurrentLiability, LongTermLiability, COGS, OperatingExpense, OtherIncome, OtherExpense
`ParentAccount`	reference		→ ChartOfAccounts (self)
`NormalBalance`	select	yes	Debit, Credit
`IsControl`	boolean	yes	AR / AP / Tax-Payable control accounts — posted to only via subledger
`Currency`	reference		→ Currencies (only for bank / multi-currency accounts)
`Entity`	text		Optional entity tag (free-text for the 2–3 entity case)
`Active`	boolean	yes

AccountingPeriodsFiscal periods with simple open/closed state. Closed periods rejectmaster

Field	Type	Required	Details
`PeriodName`	text	yes	e.g. "FY26-04"
`PeriodType`	select	yes	Month, Quarter, Year
`StartDate`	date	yes
`EndDate`	date	yes
`Status`	select	yes	Future, Open, Closed
`ClosedBy`	reference		→ Employees
`ClosedAt`	date

ContactsUnified directory of customers and vendors. `Type = Both` handles amaster

Field	Type	Required	Details
`ContactNumber`	text	yes
`Name`	text	yes
`Type`	select	yes	Customer, Vendor, Both
`PaymentTerms`	select		Prepaid, Net7, Net15, Net30, Net45, Net60
`Currency`	reference		→ Currencies (default for transactions)
`TaxID`	text
`DefaultTaxRate`	reference		→ TaxRates
`Email`	text
`Phone`	text
`BillingAddress`	text
`ShippingAddress`	text
`CreditLimit`	decimal		Customer only
`Active`	boolean	yes

EmployeesFinance principals and permitted employee claimants. ApprovalLimit constrains a separately authorized Controller / CFO decision; it never grants approval to an AP Clerk or technical Admin.master

Field	Type	Required	Details
`EmployeeID`	text	yes
`FullName`	text	yes
`Email`	text	yes
`Role`	select	yes	Admin, Controller / CFO, AP Clerk, AR Clerk, Viewer
`Manager`	reference		→ Employees (self)
`ApprovalLimit`	decimal		Limit applied only to an authorized Controller / CFO decision; not an approval grant
`Active`	boolean	yes
`PrincipalId`	text	yes	Unique authenticated principal in the workspace
`Entity`	text	yes	Authorized employing entity

TaxRatesNamed sales / purchase tax rates. One GL account each (Tax Payablemaster

Field	Type	Required	Details
`Code`	text	yes
`Name`	text	yes
`Rate`	number	yes	Percentage, e.g. 8.875
`Direction`	select	yes	Sales, Purchase, Both
`TaxType`	select	yes	Sales, Use, VAT, GST
`Jurisdiction`	text		Free-text (e.g. "NY", "California", "UK", "IN-MH")
`GLAccount`	reference	yes	→ ChartOfAccounts (tax payable or receivable)
`EffectiveFrom`	date	yes
`EffectiveTo`	date
`Active`	boolean	yes

CurrenciesISO currency codes.master

Field	Type	Required	Details
`Code`	text	yes	ISO 4217, e.g. USD, EUR, INR
`Name`	text	yes
`Symbol`	text
`DecimalPlaces`	number	yes	2 default, 0 for JPY
`IsHome`	boolean	yes	Flags the home / functional currency
`Active`	boolean	yes

ExchangeRatesDaily FX rates for conversion into home currency. Lightweight — onlymaster

Field	Type	Required	Details
`FromCurrency`	reference	yes	→ Currencies
`ToCurrency`	reference	yes	→ Currencies
`RateType`	select	yes	Spot, Average
`EffectiveDate`	date	yes
`Rate`	number	yes	1 FromCurrency = Rate ToCurrency
`Source`	select		ECB, OANDA, Manual, Integration

PaymentMethodsNamed methods for receiving and making payments. Points at the bankmaster

Field	Type	Required	Details
`Code`	text	yes
`Name`	text	yes
`Type`	select	yes	ACH, Wire, Check, Card, Cash, Other
`Direction`	select	yes	Inbound, Outbound, Both
`BankAccount`	reference	yes	→ BankAccounts
`Active`	boolean	yes

JournalEntriesGL journal entries — manual, subledger-auto-posted, or reversing.transaction

Field	Type	Required	Details
`JournalEntryNumber`	text	yes
`Period`	reference	yes	→ AccountingPeriods
`Date`	date	yes
`Description`	text	yes
`EntryType`	select	yes	Standard, Adjusting, Reversing, Recurring
`Source`	select	yes	Manual, AR, AP, Expense, Bank, Tax
`Status`	select	yes	Draft, Submitted, Approved, Posted, Reversed
`TotalDebit`	decimal	yes	fx: SUM(JournalEntryLines.Debit)
`TotalCredit`	decimal	yes	fx: SUM(JournalEntryLines.Credit)
`Currency`	reference	yes	→ Currencies
`ReferenceType`	select		Invoice, Bill, PaymentReceived, PaymentMade, ExpenseClaim, BankRec, Manual
`ReferenceID`	text
`PreparedBy`	reference	yes	→ Employees
`PostedAt`	date
`ReversalOf`	reference		→ JournalEntries (self)
`ApprovedBy`	reference		→ Employees; independent of PreparedBy
`ApprovedAt`	datetime		Server timestamp of approval at the reviewed revision
`ExchangeRateSnapshot`	decimal	yes	Frozen document-to-functional-currency rate; one for same-currency transactions
`Entity`	text	yes	Authorized legal-entity identifier; all references must share scope

JournalEntryLinesLine-level debits and credits with account and optional FX amount. Line item of JournalEntries.line item

Field	Type	Required	Details
`LineNumber`	number	yes
`Account`	reference	yes	→ ChartOfAccounts
`Description`	text
`Debit`	decimal	yes	0 if credit line
`Credit`	decimal	yes	0 if debit line
`ForeignAmount`	decimal		Pre-FX amount when Currency differs from home
`ForeignCurrency`	reference		→ Currencies
`JournalEntry`	reference	yes	→ JournalEntries; required owning document

InvoicesCustomer invoices.transaction

Field	Type	Required	Details
`InvoiceNumber`	text	yes
`Customer`	reference	yes	→ Contacts (Type IN Customer, Both)
`InvoiceDate`	date	yes
`DueDate`	date	yes
`Period`	reference	yes	→ AccountingPeriods
`Currency`	reference	yes	→ Currencies
`Status`	select	yes	Draft, Sent, PartiallyPaid, Paid, Overdue, Void
`Subtotal`	decimal	yes	fx: SUM(InvoiceItems.LineTotal)
`TaxTotal`	decimal	yes	fx: SUM(InvoiceItems.TaxAmount)
`TotalAmount`	decimal	yes	fx: Subtotal + TaxTotal
`AmountPaid`	decimal	yes	Sum Applied ReceiptAllocations.Amount for this Invoice only when Receipt.ConfirmedAt exists and Receipt.Status is Confirmed, Unapplied, PartiallyApplied or Applied; exclude reversed allocations and receipts
`AmountOutstanding`	decimal	yes	fx: TotalAmount − AmountPaid
`Terms`	select	yes	Prepaid, Net7, Net15, Net30, Net45, Net60
`Notes`	text
`ExchangeRateSnapshot`	decimal	yes	Frozen document-to-functional-currency rate; one for same-currency transactions
`Entity`	text	yes	Authorized legal-entity identifier; all references must share scope

InvoiceItemsAR lines with optional per-line tax. Line item of Invoices.line item

Field	Type	Required	Details
`LineNumber`	number	yes
`Description`	text	yes
`Quantity`	number	yes
`UnitPrice`	decimal	yes
`LineTotal`	decimal	yes	fx: Quantity × UnitPrice
`RevenueAccount`	reference	yes	→ ChartOfAccounts
`TaxRate`	reference		→ TaxRates
`TaxAmount`	decimal	yes	fx: LineTotal × TaxRate.Rate / 100
`Invoice`	reference	yes	→ Invoices; required owning document

PaymentsReceivedCustomer receipts applied against one or more invoices.transaction

Field	Type	Required	Details
`PaymentNumber`	text	yes
`Customer`	reference	yes	→ Contacts
`PaymentDate`	date	yes
`Period`	reference	yes	→ AccountingPeriods
`PaymentMethod`	reference	yes	→ PaymentMethods
`Amount`	decimal	yes
`Currency`	reference	yes	→ Currencies
`BankAccount`	reference	yes	→ BankAccounts
`AppliedToInvoice`	reference		→ Invoices; read-only compatibility pointer only when exactly one active ReceiptAllocations line exists
`Status`	select	yes	Pending, Confirmed, Unapplied, PartiallyApplied, Applied, Reversed
`Reference`	text		Remittance reference
`JournalEntry`	reference		→ JournalEntries (auto-posted)
`ExchangeRateSnapshot`	decimal	yes	Frozen document-to-functional-currency rate; one for same-currency transactions
`Entity`	text	yes	Authorized legal-entity identifier; all references must share scope
`ConfirmedAt`	datetime		Verified receipt occurrence; required before any allocation
`AvailableAmount`	decimal	yes	Server computed: confirmed Amount less active applied ReceiptAllocations; Pending or Reversed has zero available amount

BillsVendor bills.transaction

Field	Type	Required	Details
`BillNumber`	text	yes
`Vendor`	reference	yes	→ Contacts (Type IN Vendor, Both)
`VendorInvoiceNumber`	text	yes	Vendor's own number
`BillDate`	date	yes
`DueDate`	date	yes
`Period`	reference	yes	→ AccountingPeriods
`Currency`	reference	yes	→ Currencies
`Status`	select	yes	Draft, PendingApproval, Approved, Scheduled, PartiallyPaid, Paid, Void
`Subtotal`	decimal	yes	fx: SUM(BillItems.LineTotal)
`TaxTotal`	decimal	yes	fx: SUM(BillItems.TaxAmount)
`TotalAmount`	decimal	yes	fx: Subtotal + TaxTotal
`AmountPaid`	decimal	yes	Sum PaymentsMade.Amount for this bill where PayeeKind = Vendor and Status = Cleared; exclude Draft, Scheduled, Released, Voided and Bounced
`AmountOutstanding`	decimal	yes	fx: TotalAmount − AmountPaid
`PurchaseOrderReference`	text		Free-text PO ref (no deep 3-way match)
`ApprovedBy`	reference		→ Employees
`Terms`	select	yes	Prepaid, Net15, Net30, Net45, Net60
`PreparedBy`	reference	yes	→ Employees; server-resolved preparer
`ExchangeRateSnapshot`	decimal	yes	Frozen document-to-functional-currency rate; one for same-currency transactions
`Entity`	text	yes	Authorized legal-entity identifier; all references must share scope

BillItemsAP lines with expense account and optional tax. Line item of Bills.line item

Field	Type	Required	Details
`LineNumber`	number	yes
`Description`	text	yes
`Quantity`	number	yes
`UnitCost`	decimal	yes
`LineTotal`	decimal	yes	fx: Quantity × UnitCost
`ExpenseAccount`	reference	yes	→ ChartOfAccounts
`TaxRate`	reference		→ TaxRates
`TaxAmount`	decimal	yes	fx: LineTotal × TaxRate.Rate / 100
`Bill`	reference	yes	→ Bills; required owning document

PaymentsMadeOne vendor-bill payment or one approved employee-claim reimbursement. PayRunID groups separate payment records; it does not make one payment belong to several bills or mixed payees.transaction

Field	Type	Required	Details
`PaymentNumber`	text	yes
`Vendor`	reference		→ Contacts; required only for Vendor payee kind
`PaymentDate`	date	yes
`Period`	reference	yes	→ AccountingPeriods
`PaymentMethod`	reference	yes	→ PaymentMethods
`Amount`	decimal	yes
`Currency`	reference	yes	→ Currencies
`BankAccount`	reference	yes	→ BankAccounts
`AppliedToBill`	reference		→ Bills (primary when one-to-one)
`AppliedToExpenseClaim`	reference		→ ExpenseClaims (when reimbursing)
`PayRunID`	text		Pay-run batch ID
`Status`	select	yes	Draft, Scheduled, Released, Cleared, Voided, Bounced
`Reference`	text		Check / ACH trace
`JournalEntry`	reference		→ JournalEntries
`ExchangeRateSnapshot`	decimal	yes	Frozen document-to-functional-currency rate; one for same-currency transactions
`Entity`	text	yes	Authorized legal-entity identifier; all references must share scope
`PayeeKind`	select	yes	Vendor, Employee
`EmployeePayee`	reference		→ EmployeePayees; required only for Employee payee kind, independently approved current revision
`PayeeRevision`	number	yes	Approved destination revision bound to the submitted payment and its approval; frozen through release and rechecked immediately before submission to bank
`PreparedBy`	reference	yes	→ Employees
`ApprovedBy`	reference		→ Employees; authorized independent Controller / CFO before release
`VendorPayee`	reference		→ VendorPayees; required for Vendor payee kind, same Vendor, Entity and Currency

ExpenseClaimsEmployee out-of-pocket reimbursements.transaction

Field	Type	Required	Details
`ClaimNumber`	text	yes
`Employee`	reference	yes	→ Employees
`ClaimDate`	date	yes
`Period`	reference	yes	→ AccountingPeriods
`Purpose`	text
`Status`	select	yes	Draft, Submitted, Approved, Reimbursed, Rejected
`TotalAmount`	decimal	yes	fx: SUM(ExpenseClaimItems.Amount)
`Currency`	reference	yes	→ Currencies
`Approver`	reference		→ Employees
`JournalEntry`	reference		→ JournalEntries
`Entity`	text	yes	Employing legal entity; must match Employee and reimbursement payee
`AmountPaid`	decimal	yes	Sum PaymentsMade.Amount for this claim where PayeeKind = Employee and Status = Cleared; Reimbursed only when approved TotalAmount is fully settled

ExpenseClaimItemsReceipt lines on a claim. Line item of ExpenseClaims.line item

Field	Type	Required	Details
`LineNumber`	number	yes
`ExpenseDate`	date	yes
`Category`	select	yes	Travel, Meals, Supplies, Software, Mileage, Other
`Description`	text	yes
`Amount`	decimal	yes
`ExpenseAccount`	reference	yes	→ ChartOfAccounts
`TaxRate`	reference		→ TaxRates
`TaxAmount`	decimal		fx: Amount × TaxRate.Rate / 100
`ReceiptURL`	text
`ExpenseClaim`	reference	yes	→ ExpenseClaims; required owning document

BankAccountsThe firm's bank, credit-card, and cash accounts. Each maps to one GLmaster

Field	Type	Required	Details
`AccountName`	text	yes
`AccountNumber`	text	yes	Restricted field — hidden from Viewer
`BankName`	text	yes
`AccountType`	select	yes	Checking, Savings, CreditCard, PayPal, Cash, Other
`Currency`	reference	yes	→ Currencies
`GLAccount`	reference	yes	→ ChartOfAccounts
`FeedEnabled`	boolean	yes
`FeedProvider`	select		Plaid, Yodlee, DirectBankAPI, Manual
`CurrentBalance`	decimal	yes	Rolled forward from BankTransactions
`Active`	boolean	yes

BankStatementsImported bank statements for reconciling a bank account to the GL.transaction

Field	Type	Required	Details
`StatementNumber`	text	yes
`BankAccount`	reference	yes	→ BankAccounts
`StatementDate`	date	yes
`PeriodStart`	date	yes
`PeriodEnd`	date	yes
`OpeningBalance`	decimal	yes
`ClosingBalance`	decimal	yes
`Currency`	reference	yes	→ Currencies
`Source`	select	yes	BankAPI, CSV, Manual
`ImportedAt`	date	yes
`Status`	select	yes	Imported, InReconciliation, Reconciled

BankTransactionsIndividual bank lines — inbound receipts, outbound payments, fees —transaction

Field	Type	Required	Details
`BankAccount`	reference	yes	→ BankAccounts
`Statement`	reference		→ BankStatements
`TransactionDate`	date	yes
`Description`	text	yes
`Amount`	decimal	yes	Signed — positive inbound, negative outbound
`Counterparty`	text		Raw bank description / payee
`Category`	select		CustomerReceipt, VendorPayment, BankFee, Interest, Transfer, Other
`MatchedTo`	select		PaymentReceived, PaymentMade, JournalEntry, Unmatched
`MatchedRecordID`	text
`Status`	select	yes	Unmatched, Matched, Reconciled, Ignored

BankReconciliationsMatches a statement to GL bank activity for a period.transaction

Field	Type	Required	Details
`ReconciliationNumber`	text	yes
`BankAccount`	reference	yes	→ BankAccounts
`Period`	reference	yes	→ AccountingPeriods
`Statement`	reference	yes	→ BankStatements
`GLBalance`	decimal	yes
`StatementBalance`	decimal	yes
`OutstandingChecks`	decimal	yes
`DepositsInTransit`	decimal	yes
`AdjustedGLBalance`	decimal	yes	Posted GLBalance after authorized bank adjustments; exclude unresolved proposals
`Difference`	decimal	yes	Server computed: AdjustedGLBalance - AdjustedStatementBalance; zero required for approval
`Status`	select	yes	InProgress, Balanced, Unbalanced, Approved
`PreparedBy`	reference	yes	→ Employees
`ApprovedBy`	reference		→ Employees
`ApprovedAt`	date
`AdjustedStatementBalance`	decimal	yes	Server computed: StatementBalance + DepositsInTransit - OutstandingChecks; timing items retain evidence

AuditEventsAppend-only business decisions, denied operations and completed effects.transaction

Field	Type	Required	Details
`AuditNumber`	text	yes	Immutable event identifier
`WorkspaceId`	text	yes	Server-resolved tenant scope
`RecordType`	text	yes
`RecordId`	text	yes
`Action`	text	yes
`ActorPrincipal`	text	yes	Authenticated actor or verified external document identity
`OccurredAt`	datetime	yes	Server timestamp
`OperationKey`	text	yes	Stable command identity
`ResultRevision`	number	yes	Resulting version or unchanged revision for rejected operations
`Status`	select	yes	Succeeded, Rejected, Failed
`Details`	longtext		Redacted reason and before/after references; no secrets

ReceiptAllocationsAmount-bearing allocations of one confirmed customer receipt across permitted invoices.transaction

Field	Type	Required	Details
`AllocationNumber`	text	yes
`Receipt`	reference	yes	→ PaymentsReceived
`Invoice`	reference	yes	→ Invoices
`Amount`	decimal	yes	Positive amount in the receipt and invoice currency
`Currency`	reference	yes	→ Currencies
`Entity`	text	yes	Same authorized entity as receipt and invoice
`AppliedAt`	datetime		Set atomically when applied
`Status`	select	yes	Draft, Applied, Reversed
`ReversalOf`	reference		→ ReceiptAllocations; retained reversal evidence
`OperationKey`	text	yes	Unique operation identity; replay returns original allocation
`CreatedBy`	reference	yes	→ Employees

EmployeePayeesReviewed employee reimbursement destination; bank details remain in protected provider storage.transaction

Field	Type	Required	Details
`PayeeNumber`	text	yes
`Employee`	reference	yes	→ Employees
`Entity`	text	yes	Same employing entity as Employee
`DestinationReference`	text	yes	Restricted bank/provider token; masked from ordinary employee and report exports
`Currency`	reference	yes	→ Currencies
`PreparedBy`	reference	yes	→ Employees
`ApprovedBy`	reference		→ Employees; independent authorized Controller / CFO, not preparer or payee
`ApprovedAt`	datetime
`EffectiveFrom`	date	yes
`Status`	select	yes	Draft, Submitted, Approved, Revoked
`Revision`	number	yes	Server-managed; changed destination requires fresh approval

VendorPayeesIndependently reviewed supplier payment destination. Contacts owns counterparty identity; this record owns the versioned destination used by a vendor payment.transaction

Field	Type	Required	Details
`PayeeNumber`	text	yes
`Vendor`	reference	yes	→ Contacts; Type Vendor or Both and Active required
`Entity`	text	yes	Authorized paying entity
`DestinationReference`	text	yes	Restricted provider destination token; no raw bank details in ordinary screens or exports
`Currency`	reference	yes	→ Currencies
`PreparedBy`	reference	yes	→ Employees; immutable preparer
`ApprovedBy`	reference		→ Employees; independent authorized Controller / CFO
`ApprovedAt`	datetime		Server timestamp after approval of the exact revision
`EffectiveFrom`	date	yes	Earliest permitted use
`Status`	select	yes	Draft, Submitted, Approved, Revoked
`Revision`	number	yes	Server-managed; destination edits create a new unapproved revision

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Reference

Accounting for Small Business

Data model

How the model is organised

Ledger and periods

Customers and suppliers

People and expenses

Banking and currencies

Tax and evidence

Keys and references

Migration order

Tables

Start now Accounting for Small Business

Accounting for Small Business

Modules

Accounting for Small Business

Processes

Accounting for Small Business

Industries

Accounting for Small Business

Reference

Data model

How the model is organised

Ledger and periods

Customers and suppliers

People and expenses

Banking and currencies

Tax and evidence

Keys and references

Migration order

Tables

Start now Accounting for Small Business

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