Data and insights · Guide 29
Reports
What you have earned, what you are owed, how close you are to the VAT threshold, and a file for your accountant.
Reports gives you the numbers that matter without any adding up: how much has come in, how much is owed, and what still needs billing. Open Money in the menu and choose the Reports tab.
Reports is for the owner and managers. Office team members see the Invoices tab only.
At a glance
- Revenue today: paid by clients today.
- Revenue this month: paid by clients this month.
- Outstanding: what is owed on sent invoices, and how many.
- Overdue: what is owed on invoices past their due date. The one to keep near zero.
Cash flow this month
Paid by clients, less Refunded to clients, gives the Net: what you have actually kept this month.
Invoicing
- Paid this month: the value of invoices paid this month, and how many.
- Awaiting payment: owed on sent invoices. The same as Outstanding.
- Unbilled bookings: confirmed and completed bookings, upcoming ones included, that have not been invoiced or paid for yet. If you invoice by hand, check this so nothing is missed. Bookings covered by a package never appear here.
VAT threshold
If you are not VAT registered, the VAT threshold card shows your turnover over the last 12 months against the £90,000 threshold, as a bar and a month-by-month chart. Barclo counts both what you invoiced and what you received (less refunds), and uses whichever is higher, so unpaid invoices and money taken outside an invoice both count.
| It says | What it means |
|---|---|
| Well under the threshold. | Nothing to do. |
| Getting close. | You must register within 30 days of the end of the month your last 12 months pass £90,000. |
| Over the threshold | You need to register for VAT. Talk to your accountant. |
If your last 30 days alone passed £90,000, the card warns you in red: if the next 30 days will too, you must register now, not at the month end.
If you are VAT registered, the card is called VAT instead and shows your VAT number and the VAT on your invoices over the last 12 months.
This is a guide from your Barclo records, not tax advice. Money you earn outside Barclo is not counted. Check with your accountant or HMRC.
Export for your accounts
The Export for your accounts card makes a file ready to import into your accounting software. It holds your sent invoices, one row per line, by the date they were sent. Drafts and voided invoices are left out.
Choose your software
Pick Xero or QuickBooks.
Choose the dates
Set From and To. Last month is filled in to start with.
Download
Press Download and import the file.
- In Xero: Business › Invoices › Import. Choose "tax exclusive" and check the account code (200, Sales) and tax rates match yours.
- In QuickBooks: Settings › Import data › Invoices. Up to 100 invoices and 1,000 lines at a time; choose amounts exclusive of tax, map the VAT codes and set the date format to dd/mm/yyyy.
If you void an invoice after exporting it, void it in your accounts too. The export is for the owner and managers.
When to look
- Each week: glance at Overdue. Barclo sends reminders, but a personal message helps with anything in arrears.
- Each month: compare this month with last, check Unbilled bookings, and download the export for your accountant.
- Every few months: check the VAT threshold card if your business is growing.