Engineered for complete bookkeeping precision.
Every workflow in Balanexa is built around immutable records, double-entry ledgers, and verifiable client books. From daily billings to year-end trial balance close.
Sales, Quotations & Billing
Issue professional sales documents with flexible pricing, custom fields, and automated draft generation.
- Service & Goods Invoicing: Tax-inclusive or tax-exclusive line pricing, item catalog lookup, and line-level discount rules.
- Quotes to Progress Invoices: Create quotes with secure customer links; convert to invoices partially or in full while preserving original tax snapshots.
- Recurring Profiles: Generate recurring invoice occurrences safely as drafts — never forced into posted records without review.
- Customer Advances: Record unallocated receipts into customer advance liability accounts; reclassify on allocation without double-counting.
- Early Discounts & Write-Offs: Manage payment term discounts and write-offs as audited adjustment credit notes with output tax adjustments.
Quotes & Estimates
30-day secure links, client acceptance, and partial billing conversion.
Recurring Billing
Scheduled drafts respecting period locks and currency exchange dates.
Compound Taxes
Up to 5 standard tax rates plus 1 compound tax on invoice lines.
Custom Fields
Up to 135 typed custom fields with PDF print controls and validation.
Purchases, Bills & Mileage
Control company spend with granular approval workflows, recoverable input tax tracking, and vehicle mileage calculations.
- Supplier Bills & Credits: Record supplier bills with contact-specific payment terms and due dates; match with vendor credits.
- Mileage & Vehicle Rates: Track distance in kilometres or miles with date-effective rates and active employee links. Mileage posts in base currency.
- Configurable Approval Chains: Simple Approval, Multi-level sequential approvals, or Custom amount/vendor-based approval routing.
- Input Tax Tracking: Differentiate between recoverable input tax (posted to asset controls) and non-recoverable tax (added to line cost).
- Expense Receipts: Attach image and PDF receipts directly to expenses, automatically included in client invoice billing evidence.
Approval Chains
No approval, simple, multi-level or custom rule routing based on bill amount.
Mileage Rates
Date-effective rate schedules for vehicles and staff reimbursements.
Vendor Credits
Issue supplier credits with automatic inventory return adjustments.
Branch Locations
Tag bills to specific business branches or project sites.
Banking & Statement Reconciliation
Import statements in any format, apply your categorization rules, match existing ledger entries, and close statements in chronological order.
- Universal File Intake: Native parsing for CSV, TSV, OFX, QIF and text statement files, plus PDF statement row capture.
- Rule-Based Automation: Priority rules assign accounts and contacts automatically based on payee and narration patterns.
- Split Transactions: Allocate statement lines across multiple expense categories, bank fees, and sales tax accounts.
- Grouped Matching: Match one statement deposit against multiple outstanding invoices with zero extra cash entries.
- Completed Statement Locks: Finished statement runs lock closing balances into a permanent audit trail.
Balanexa verifies that statement opening balance plus all transactions equal closing balance before allowing completion.
Accountant Tools, FX & Compliance
A true double-entry bookkeeping core built to strict accounting principles, with full multi-currency and audit security.
- Double-Entry Journals: Hierarchical chart of accounts with mandatory unique codes, debit/credit balance checks, and currency rates.
- Full ISO 4217 Currency Engine: Native minor-unit precision using BCMath arithmetic. Supports 0, 2, 3 and 4 decimal places.
- Dated Exchange Rates: Manual dated rates or automated daily feeds from ExchangeRate-API. Automatic realized FX gain/loss on settlements.
- 13th Month Adjustments: Year-end adjusting journals on fiscal year closing dates that preserve auditability without bypassing period locks.
- Period Locks: Lock financial periods to prevent modifications. Reopening requires owner authorization with logged reasons.
ISO Multi-Currency
Cumulative rounding translation matching converted totals exactly.
13th Month Adjustments
Flagged journals for fiscal year-end adjustments and tax provisions.
Hard Period Locks
Lock past fiscal dates to guarantee closed balance integrity.
Realized FX Tracking
Automatic gain/loss journals posted when foreign bills are settled.
FIFO Inventory & Project Billing
Track stock cost of goods sold accurately and bill clients for project hours, staff rates, and milestone tasks.
- FIFO Cost Valuation: Track goods with inventory asset and COGS accounts. Sales issue stock at true FIFO cost.
- Stock Adjustments: Positive adjustments require unit cost and offset accounts; negative adjustments clear FIFO lots.
- Flexible Project Billing: Fixed fee, project-hour, task-hour, or staff-hour billing models per client project.
- Time Tracking & Approvals: Live task timers, timesheet review and approval before inclusion in client invoice drafts.
- Project Watchlist: Private dashboard widgets to monitor hours, unbilled time, and project profitability.
FIFO Lot Tracking
Balanced inventory/COGS entry generated at invoice posting time.
Timesheet Timers
Track billable time live by task with multi-currency unbilled rates.
Project Budgets
Set team and task budgets with real-time variance monitoring.
Time Approvals
Managers review and approve timesheets before billing.
Role Matrix & 4-Eyes Segregation
Ensure compliance with granular module permissions, location scoping, and segregation of duties.
- Role Permission Matrix: Custom matrix roles with individual View, Create, Edit, Delete, Post, and Approve actions per module.
- Independent Review: Preparer submits; different reviewer posts. Creators and submitters cannot approve their own documents.
- Location Access Restrictions: Restrict staff to specific branch offices or warehouses while allowing firm partners full workspace access.
- Immutable Audit History: Audits capture user identity, timestamp, IP address, and complete before-and-after snapshots.
4-Eyes Review
Preparer submits; different reviewer approves and posts to ledger.
Location Scoping
Limit users to specific branches and warehouse numbering series.
Audit Logging
Immutable snapshots of every setting, draft, and posting modification.
Linked Reversals
No deletion of posted entries — dated linked reversals with reasons.
Private Document Library & Receipt Capture
Keep all supporting evidence, contracts, receipts, and bank statements inside your workspace's private storage.
- Private File Vault: Files are stored privately under workspace-scoped storage — never in public web directories.
- Receipt Text Capture: Local text extraction suggests vendor name, date, reference, currency, and total for review.
- Batch Operations: Multi-file drag and drop (up to 10 files/20MB each) and bulk ZIP download up to 100MB.
- Transaction Linking: Associate evidence files directly with bills, expenses, and bank statement runs.
Receipt Capture
Automatic text extraction to prefill bill and expense drafts.
Bulk ZIP Export
Download batch evidence files as organized ZIP packages.
Folder Permissions
Restrict document folders to specific firm members or owners.
Audit Association
Evidence files permanently linked to posted ledger records.
Honest Software Boundaries
Balanexa is designed for verified, reviewed accounting precision. In keeping with this principle, Balanexa does not implement live bank feed scrapers (which frequently de-authenticate or duplicate entries) or direct payment gateway card charging. Everything in Balanexa is backed by verifiable bank statements, audited approval chains, and immutable double-entry records.
Experience all these features in your free trial
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