The current Bookkeeping beta requires a Business account. Free access is planned but is not enabled yet. The ledger currently supports Dutch bookkeeping in EUR using the invoice basis. A translated interface does not add another country’s accounting or tax rules.
Open the workspace
Choose Bookkeeping in the PayRequest sidebar, or open payrequest.app/bookkeeping. The sidebar link opens a separate tab. The top navigation contains Overview, Bank transactions, Purchases, Sales and VAT overview. Open More for payment matching, quarter review, reports, administration settings, bank accounts, the expense tracker and historical bank VAT. On mobile, use the navigation button. Use the account menu on the right to return to PayRequest or switch between light and dark mode. Access is currently for the account owner; team-member sessions do not have access to this workspace.Start your administration
Choose your start date and opening balances before posting documents. Opening Bookkeeping does not automatically convert your historical transactions or activate a new ledger.1
Choose a start date
Open More → Administration settings, select your start date and confirm that you use the invoice basis in EUR. Check which earlier periods have already been reported before activating the administration. The activated start date cannot be changed through the settings form.
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Record the opening balances
Enter debit balances as positive amounts and credit balances as negative amounts. Their total must be exactly zero. Add the source of the opening balance, review the proposed journal and confirm it.For a new business with no assets, liabilities, receivables or bank balances on the start date, explicitly confirm a zero opening balance instead. If that confirmation proves incorrect, revoke it with a reason before recording the opening balances.
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Bring in the source documents
Review existing sales invoices under Sales, add supplier documents under Purchases, and match the relevant bank transactions under More → Match payments. Only confirmed postings enter the ledger.
Record purchases and evidence
Use Purchases for supplier invoices and supplier credit notes. A saved draft remains outside the ledger until you review and confirm its posting.- Enter the supplier, invoice number, invoice date, received date and document type.
- Attach the original document, or record a specific location where you retain the external evidence.
- Add the net amount, VAT treatment, actual VAT amount, deductible percentage and ledger account for each line.
- Save the draft, then choose Controleren & boeken to review it.
- Check the source, dates, amounts and proposed debit and credit entries. Tick the confirmation and choose Definitief boeken.
Bring sales invoices into the ledger
Open Sales to review your existing PayRequest invoices and credit notes. Search by invoice number when you need an older document. The list shows up to 100 invoices not yet imported through the end of the selected quarter. For a supported EUR invoice, review its posting proposal and confirm it. The proposal uses the saved invoice lines, amounts and VAT rather than deriving revenue from a bank payout. For zero-rated lines, choose the relevant supported reporting section. Correct an unsupported rate or inconsistent source total before trying again.Importing an invoice into Bookkeeping does not send it, change its payment status or trigger service provisioning. A credit note retains its negative amounts.
Match payments without counting revenue twice
Open More → Match payments after the relevant sales or purchase documents have been posted. Select a final EUR bank transaction and enter the allocation against the intended invoice postings.- A partial payment can settle part of an outstanding ledger item.
- One bank transaction can cover several selected invoice postings when the amounts reconcile.
- Enter receipts as positive amounts and outgoing payments as negative amounts. Credit notes use the opposite sign.
- The invoice posting must be dated on or before the bank transaction. Advance payments require separate review.
Record a withheld payment-provider fee
Record the fee separately when a provider pays out less than the invoice amount. For example, with a fictional EUR 121 invoice, EUR 3 fee and EUR 118 bank receipt, allocate EUR 121 to the invoice and record EUR 3 as the withheld fee. The payout is not another sale. Enter any actual deductible VAT on the fee separately and provide the cost-invoice reference. If the cost invoice is unavailable, enter zero VAT rather than inferring it from the payout.Handle transfers and clearing accounts
Other processing options include transfers, owner/private movements, bank costs without VAT, and Mollie, Stripe or PayPal clearing accounts. Add a clear explanation. A transfer or provider payout is not automatically revenue; the underlying documents remain the source for revenue, costs and VAT. Choose Aansluiting controleren, review the complete proposal and explicitly confirm the posting. Previews expire after ten minutes. If records change or the preview expires, prepare a fresh proposal.Review VAT and close a quarter
VAT overview shows the VAT figures from confirmed ledger postings for the selected year and quarter. It includes signed credit-note amounts and the corresponding reverse-charge entries where applicable. The dashboard uses the ledger VAT figures after you activate the administration. More → Historical bank VAT retains the earlier bank-date report. Do not add the two reports together or assume the historical report proves that a return was submitted. Bank cash flow also includes transfers and is not the same as profit or the balance of your accounts. Open More → Quarter review to check unposted sales invoices, purchase drafts, unmatched bank transactions, changed source records, the opening balance and outstanding clearing or transfer balances. Checks cover the period from the administration’s start through the selected quarter-end. Resolve the blocking items before preparing the closing preview. Closing requires a completed quarter, no blocking review items, reconciled clearing balances and your explicit confirmation. A saved snapshot and the action history preserve the closing record.Closing a quarter does not submit a VAT return or initiate a tax payment. Submit the return separately. A clear review list cannot identify documents you have not supplied or guarantee that every tax choice is correct.
Reports, exports and corrections
Open More → Reports for the balance sheet, profit and loss, trial balance, current open ledger items, recent journals and action history.
CSV exports can be shared with your accountant. They are not XAF files, and a dedicated accountant login is not included in this module.
To correct a posted entry, add a reason and prepare a reversal in Reports. Posted journals are retained rather than edited or deleted. If a document already has bank allocations, reverse those allocations first. A purchase draft can be edited before posting; a reversed purchase can be revised and posted again after review.
Closed periods must be reopened with a reason before affected entries can be changed. Reopen later closed quarters first, since closing a quarter also freezes earlier posting dates. Reopening preserves the original snapshot.