Operational accounting
Operational accounting for stock-heavy trading
Aged debtors and creditors, ledger health checks, period locks, open-item statements and online invoice payment, sitting on the same records as your orders and stock.
- Ageing buckets
- 30/60/90+
- Closed periods
- Locked
- Pay-by-link invoices
- Stripe
- Xero push in GBP
- Outbound
Trading records and financial records drift apart
Orders, credit notes and supplier bills happen in the operation. The accounts see them later, if at all. By month-end nobody can say whether the ledger balances, who owes what, or whether last quarter has quietly been edited.
- Aged debt lives in a spreadsheet rebuilt each month
- Backdated edits change periods that were already reported
- Statements are assembled by hand when a customer queries a balance
- Cancellations and refunds do not reverse cleanly
- Chasing overdue invoices depends on somebody remembering
Keep the financial view on the trading records
Because invoices, bills, payments and stock movements are recorded in the same system, the financial view is a report rather than a reconstruction. Health checks surface imbalances, and period locks stop closed months from moving.
- Trial balance and ledger imbalance checks in one place
- Aged debtors and creditors at 30, 60 and 90-plus days
- Period locks to prevent backdated changes
- Open-item statements for customers and suppliers
- Payment links and automated reminders for overdue invoices
Capabilities
What you get with Operational Accounting
Accounting health
Trial balance, customer and supplier balance checks and ledger imbalance alerts, so a problem is found in the month it happens.
Aged debtors and creditors
Standard ageing at 30, 60 and 90-plus days for both directions, with CSV export for credit control and cash planning.
Period locks
Lock a financial period so reported months cannot be changed by a backdated edit made in the operation.
Open-item statements
Export customer and supplier statements showing what is outstanding, carrying your own company details and branding.
Pay by link
Send a customer a secure link to pay an invoice online through Stripe. Payment marks the invoice without a manual reconciliation step.
Outbound Xero push
Push sales invoices, supplier bills and payments to Xero in GBP. Two-way sync, multi-currency, fee splits and credit-note export are not claimed.
Built-in automation
The work that runs itself
- Auto-sweep sales and purchase invoices to overdue status
- Auto-send payment reminders on a dunning schedule
- Auto-post payments and reverse cancellations symmetrically
- Auto-settle supplier bills on a chosen day of the following month
FAQ
Frequently asked
Does this replace Xero or Sage?+
No. It is the operational finance layer next to your stock and orders — ageing, ledger health, statements, collection and period control. Your accounting system remains the book of record, and your VAT return remains your responsibility and your accountant's.
What exactly syncs to Xero?+
Sales invoices, supplier bills and payments are pushed outbound in GBP. Nothing is pulled back, and multi-currency, marketplace fee splitting and credit-note export are outside the current scope. That boundary is deliberate: a partial two-way sync creates duplicates that are worse than a clear one-way push.
Why do period locks matter for a stock business?+
Because operational edits are backdated all the time — a delivery keyed late, a correction to last month's dispatch. Without a lock, those edits change a period you have already reported. With one, the correction lands in the open period where it can be seen.
How do customers pay an invoice online?+
You send a pay-by-link invoice and the customer pays through Stripe from a secure tokenised page. Credit accounts and terms still work as before; the link is an additional route for customers who would rather pay on the spot.
Ready to see it in action?
Book a 20-minute demo and we'll show you operational accounting live, tailored to your operation.