Day-to-Day Usage

Practical guidance for using BigLedger in your daily business operations

Daily Operations

Q: How do I record a sale?

A: Recording a sale is like writing a receipt, but BigLedger makes it much more powerful:

For Simple Sales (immediate payment):

1. Create new invoice
2. Select customer (or add new one quickly)
3. Add products/services sold
4. System calculates total including taxes
5. Mark as “Paid” and choose payment method
6. Done! Everything else happens automatically

For Credit Sales (customer pays later):

1. Create invoice (same steps as above)
2. Leave as “Unpaid”
3. Send invoice to customer (email directly from BigLedger)
4. When payment comes: Record payment against invoice

What BigLedger Does Automatically:

• Updates inventory (reduces stock)
• Records accounting entries
• Calculates taxes
• Updates customer account
• Tracks sales performance

Real-World Examples:

Example 1 - Coffee Shop:

• Customer buys coffee and muffin for $8.50 cash
• Select “Walk-in Customer”
• Add: Coffee ($5.00) + Muffin ($3.50)
• Total: $8.50
• Payment: Cash
• Takes 30 seconds to record

Example 2 - Consulting Service:

• Completed 5 hours of consulting for ABC Company
• Select “ABC Company” customer
• Add: “Business Consulting” 5 hours × $150 = $750
• Leave as unpaid (send invoice)
• Customer pays in 30 days

Beginner Tips:

• Set up common products/services first to speed up entry
• Use customer search - type first few letters to find quickly
• Double-check amounts before finalizing
• Save customer email to send invoices instantly

Q: How do I track expenses?

A: Think of expense tracking like keeping receipts, but organized automatically:

Simple Expense Entry Process:

1. Go to Expenses section
2. Click “Add Expense”
3. Fill in key details:
   • What you bought
   • How much you paid
   • Which supplier/vendor
   • Category (rent, supplies, etc.)
4. Attach receipt photo (optional but recommended)
5. Save

Different Ways to Track Expenses:

Method 1: Manual Entry (Best for beginners)

• Enter each expense when you have the receipt
• Take photo of receipt with your phone
• Upload photo to the expense record

Method 2: Bank Import (More advanced)

• Connect bank account to BigLedger
• Bank transactions import automatically
• Review and categorize each transaction

Method 3: Mobile App (Great for on-the-go)

• Snap photo of receipt immediately
• App extracts amount and vendor automatically
• Categorize and approve later

Common Expense Categories:

• Office Rent: Monthly rent payments
• Utilities: Electric, water, internet, phone
• Supplies: Office supplies, cleaning supplies
• Travel: Gas, flights, hotels, meals
• Professional Services: Legal, accounting, consulting
• Marketing: Advertising, website, business cards
• Equipment: Computers, furniture, tools

Pro Tips for Small Business Owners:

• Daily habit: Enter expenses at end of each day
• Receipt photos: Always take photos even if you enter manually
• Separate business/personal: Only track business expenses
• Use consistent categories: Makes reporting easier
• Review weekly: Catch any missed expenses

Q: How do I know who owes me money?

A: This is crucial for cash flow! BigLedger makes it easy to track and collect:

Instant Overview:

• Dashboard: Shows total owed at a glance
• Accounts Receivable: List of all unpaid invoices
• Aging Report: Shows how old each debt is

Understanding the Aging Report:

Customer         Current   1-30   31-60   61-90   Over 90
ABC Company      $1,200    $500    $0      $0      $0
XYZ Corp         $0        $800    $400    $0      $0
Johnson Family   $0        $0      $200    $300    $100

What Each Column Means:

• Current: Just sent, not due yet
• 1-30 days: Recently due, normal follow-up
• 31-60 days: Needs attention, send reminder
• 61-90 days: Problem account, call customer
• Over 90 days: Serious collection issue

Daily Actions:

1. Check dashboard first thing each morning
2. Follow up on 30+ day invoices immediately
3. Send payment reminders (BigLedger can automate this)
4. Call customers with 60+ day balances

Collection Best Practices:

• Send invoices immediately when work is done
• Follow up quickly on overdue accounts
• Be polite but persistent in communications
• Offer payment plans for large amounts
• Consider collection agency for very old debts

Beginner-Friendly Collection Schedule:

• Day 0: Send invoice
• Day 30: Send friendly reminder
• Day 45: Send formal notice
• Day 60: Phone call
• Day 75: Final demand letter
• Day 90: Consider collection agency

Banking and Reconciliation

Q: How do I reconcile my bank account?

A: Bank reconciliation is like balancing your checkbook, but BigLedger makes it much easier and faster:

Why Reconciliation Matters:

• Catch errors: Find mistakes before they become problems
• Prevent fraud: Notice unauthorized transactions
• Accurate cash flow: Know your true cash position
• Professional books: Keeps your accounting clean

BigLedger’s Smart Reconciliation Process:

Step 1: Prepare (5 minutes)

• Download bank statement or connect bank feed
• Have all bank documents ready

Step 2: Import (2 minutes)

• Upload bank transactions or use automatic feed
• BigLedger imports all transactions

Step 3: Match (10-15 minutes)

• System automatically matches 80-90% of transactions
• Review suggested matches
• Manually match any remaining items

Step 4: Categorize (5-10 minutes)

• Categorize any unrecorded transactions
• Add missing transactions (bank fees, etc.)
• Verify all amounts

Step 5: Finalize (2 minutes)

• Confirm reconciliation balances
• Save reconciliation
• Review summary report

Common Unmatched Items and How to Handle:

Bank Fees:

• Category: “Bank Charges”
• Action: Record as expense

Interest Earned:

• Category: “Interest Income”
• Action: Record as income

Automatic Payments (insurance, utilities):

• Check if already recorded
• If not, record as expense with correct category

Deposits Not in System:

• Check if sale was recorded
• If not, create missing invoice and payment

Checks Not Yet Cashed:

• Normal - these will clear later
• Note in reconciliation comments

Beginner Tips:

• Start simple: Connect one bank account first
• Do it weekly: Easier than monthly for beginners
• Take your time: Accuracy is more important than speed
• Keep records: Save bank statements and reconciliation reports
• Ask for help: Support team can help with first few reconciliations

Q: What should I do if my books don’t match my bank?

A: Don’t panic! This is common and usually easy to fix:

Common Reasons for Differences:

1. Timing Differences (Most common):

• Checks written but not cashed yet
• Deposits made but not yet cleared
• Electronic payments in transit

2. Missing Transactions:

• Forgot to record a sale or expense
• Bank fees not recorded
• Automatic payments not tracked

3. Recording Errors:

• Entered wrong amount
• Categorized transaction incorrectly
• Recorded same transaction twice

Step-by-Step Investigation:

Step 1: Check Timing Issues

• Look for outstanding checks (written but not cashed)
• Verify deposits in transit
• Account for weekend/holiday delays

Step 2: Find Missing Transactions

• Compare every bank transaction to your records
• Look for bank fees, interest, automatic payments
• Check for missed sales or expenses

Step 3: Verify Amounts

• Double-check large transactions
• Look for transposed numbers (writing $1,234 as $1,243)
• Verify decimal places

Step 4: Review Recent Changes

• Check for recent corrections or adjustments
• Verify opening balances
• Look for deleted transactions

When to Get Help:

• Difference over $100: Worth professional review
• Can’t find the error: Fresh eyes help
• Multiple months affected: May indicate systematic issue
• Fraud suspected: Immediate professional assistance

Prevention Tips:

• Record transactions daily: Don’t let them pile up
• Review reports weekly: Catch errors early
• Use bank feeds: Reduces manual entry errors
• Regular reconciliation: Monthly at minimum

Inventory Management

Q: How often should I update my inventory?

A: Good inventory management is like keeping track of food in your refrigerator - you need to know what you have to avoid running out:

Different Update Frequencies by Business Type:

Daily Updates (Recommended for):

• Retail stores with fast-moving products
• Restaurants with perishable ingredients
• Businesses with critical stock-outs

Weekly Updates (Good for):

• Service businesses with some inventory
• Businesses with seasonal fluctuations
• Small operations with limited SKUs

Monthly Updates (Minimum for):

• Very small businesses
• Slow-moving inventory
• Service-heavy businesses

What BigLedger Updates Automatically:

• Sales transactions: Reduces inventory when you sell
• Purchase receipts: Increases inventory when you receive goods
• Transfers: Moves inventory between locations
• Adjustments: When you make manual corrections

What You Need to Update Manually:

• Physical count adjustments: When actual count differs from system
• Damaged goods: Items you can’t sell
• Samples/demos: Products given away
• Theft/loss: Missing inventory

Simple Inventory Routine:

1. Daily: Review low-stock alerts
2. Weekly: Physical count of fast-moving items
3. Monthly: Full inventory count for key products
4. Quarterly: Complete physical inventory

Beginner-Friendly Tips:

• Start with ABC analysis: Focus on your most important 20% of products
• Use barcode scanning: If you have many products
• Set reorder points: Get alerts before you run out
• Track trends: Notice seasonal patterns

Q: What do I do when inventory counts don’t match the system?

A: Inventory discrepancies are normal - the key is investigating and fixing them properly:

Common Reasons for Differences:

1. Counting Errors:

• Miscounted during physical inventory
• Forgot to count certain locations
• Double-counted some items

2. Transaction Timing:

• Sales recorded but product not yet shipped
• Purchases recorded but goods not yet received
• Transfers in progress

3. Missing Transactions:

• Forgot to record a sale or purchase
• Damage/breakage not recorded
• Samples given away not tracked

4. System Errors:

• Wrong quantities entered
• Incorrect product selected
• Processing errors

Investigation Process:

Step 1: Verify Physical Count

• Recount the items in question
• Check all storage locations
• Include items in transit or on hold

Step 2: Review Recent Transactions

• Check all sales, purchases, and adjustments
• Look for timing differences
• Verify transaction quantities

Step 3: Check for Missing Records

• Look for unrecorded sales or damage
• Verify all receipts were processed
• Check for theft or loss

Step 4: Make Adjustments

• Record inventory adjustment with reason
• Document the investigation
• Update procedures to prevent recurrence

Making Inventory Adjustments:

1. Go to Inventory → Adjustments
2. Select product with discrepancy
3. Enter actual count vs. system count
4. Choose reason (shrinkage, damage, count error, etc.)
5. Add notes explaining what happened
6. Save adjustment

Prevention Strategies:

• Regular cycle counting: Count different products each week
• Good receiving procedures: Verify quantities when goods arrive
• Proper documentation: Record all damage, samples, etc.
• Staff training: Ensure everyone knows how to record transactions

Customer Communications

Q: How do I send invoices to customers?

A: BigLedger makes sending professional invoices easy and automatic:

Basic Invoice Sending:

1. Create invoice as normal
2. Click “Send” button
3. Review email (BigLedger creates professional message)
4. Customize message if needed
5. Send immediately or schedule for later

Email Features:

• Professional templates: Branded with your company info
• PDF attachment: Professional invoice format
• Delivery tracking: Know when customer opens email
• Payment links: Allow online payment directly from invoice

Customizing Invoice Emails:

• Personal message: Add specific notes for each customer
• Payment terms: Remind about due dates and terms
• Contact info: Include who to call with questions
• Payment options: Explain how customers can pay

Sample Invoice Email:

Subject: Invoice #1001 from Your Company Name

Hi [Customer Name],

Thank you for your business! Please find attached invoice #1001 for $1,500.00.

Payment is due within 30 days (by March 15, 2024).

You can pay online by clicking the link below, or send a check to our office address.

[PAY NOW BUTTON]

If you have any questions, please contact us at (555) 123-4567.

Best regards,
Your Name

Automated Features:

• Recurring invoices: Automatically send monthly/quarterly invoices
• Payment reminders: Automatic follow-up for overdue accounts
• Thank you messages: Automatic confirmation when payment received

Q: How do I handle customer complaints or returns?

A: Handling complaints professionally strengthens customer relationships:

Immediate Response Process:

1. Listen carefully and document the issue
2. Acknowledge the problem and apologize for any inconvenience
3. Investigate quickly using BigLedger’s records
4. Offer solutions (refund, replacement, credit)
5. Follow up to ensure satisfaction

Using BigLedger for Complaint Resolution:

Look Up Customer History:

• Review all past transactions
• Check payment history
• See previous complaints or issues
• Understand customer’s total value

Process Returns/Refunds:

1. Create credit note for returned items
2. Return inventory to stock (if applicable)
3. Process refund or apply credit to account
4. Document resolution in customer notes

Common Complaint Types:

Billing Disputes:

• Show detailed invoice history
• Provide supporting documentation
• Explain charges clearly
• Offer payment plans if needed

Product/Service Issues:

• Review service delivery records
• Check quality control notes
• Investigate with delivery team
• Offer replacement or discount

Delivery Problems:

• Track shipping information
• Coordinate with shipping company
• Offer expedited replacement
• Consider delivery credit

Turning Complaints into Opportunities:

• Fix the process: Use complaints to improve operations
• Exceed expectations: Go beyond what’s required
• Follow up personally: Call to ensure satisfaction
• Document learnings: Update procedures to prevent recurrence

Professional Response Templates:

For Product Issues: “Thank you for bringing this to our attention. I’ve reviewed your account and can see this isn’t typical of our usual quality. I’d like to send you a replacement immediately and will investigate what happened to prevent future issues.”

For Billing Questions: “I understand your concern about this charge. Let me pull up your account details and walk through exactly what this covers. I want to make sure everything is clear and correct.”

Reporting and Analysis

Q: Which reports should I check daily/weekly/monthly?

A: Regular report review is like checking your vital signs - it keeps your business healthy:

Daily Reports (5 minutes each morning):

1. Cash Position

• How much cash you have today
• What payments are coming in
• What bills are due this week
• Red flag: Running low on cash

2. Outstanding Invoice Summary

• Total amount customers owe you
• Invoices past due
• Today’s collections
• Red flag: Growing overdue amounts

Weekly Reports (15 minutes every Monday):

3. Sales Summary

• This week vs last week
• Month-to-date vs last month
• Top-selling products/services
• Red flag: Declining sales trends

4. Expense Summary

• Week’s expenses by category
• Unusual or large expenses
• Budget vs actual spending
• Red flag: Expenses growing faster than sales

5. Inventory Status (if applicable)

• Low stock alerts
• Overstock situations
• Fast/slow-moving products
• Red flag: Stockouts of popular items

Monthly Reports (30 minutes first week of month):

6. Profit & Loss Statement

• Revenue vs expenses
• Profit margins by product line
• Expense trends
• Red flag: Negative or declining profits

7. Accounts Receivable Aging

• Who owes money and for how long
• Collection priorities
• Customer payment patterns
• Red flag: Increasing old receivables

8. Vendor Payment Summary

• What you owe suppliers
• Payment performance
• Early discount opportunities
• Red flag: Missing discount opportunities

How to Read Reports (Beginner Guide):

Look for Trends:

• Is it getting better or worse over time?
• Are there seasonal patterns?
• What’s causing the changes?

Compare Periods:

• This month vs last month
• This year vs last year
• Actual vs budget (if you have one)

Focus on Percentages:

• Profit margin percentages
• Growth rate percentages
• Expense ratios

Ask Key Questions:

• What’s my biggest source of revenue?
• What’s my biggest expense?
• Which customers are most profitable?
• Where am I losing money?

Q: How do I backup my data?

A: Data backup is like insurance - you hope you never need it, but you’ll be grateful if you do:

BigLedger’s Automatic Backups:

• Real-time backup: Every transaction backed up immediately
• Multiple locations: Data stored in different geographic locations
• Version history: Can restore data from different time points
• Security: Encrypted backups with bank-level security

Your Additional Backup Options:

1. Regular Exports (Recommended monthly):

• Export key reports to PDF
• Download transaction data to Excel
• Save important documents locally
• Store on external drive or cloud storage

2. Full Data Export (Recommended quarterly):

• Complete database export
• All transactions and historical data
• Can be imported into other systems if needed
• Ultimate protection for your business

What to Backup Regularly:

• Monthly: Profit & Loss, Balance Sheet, A/R Aging
• Quarterly: Full transaction export, customer list, vendor list
• Annually: Complete data backup, all supporting documents

Backup Best Practices:

• 3-2-1 Rule: 3 copies of data, 2 different media types, 1 offsite
• Test restores: Occasionally verify backups work
• Document procedures: Write down how to restore data
• Multiple formats: PDF for reports, Excel for data

Setting Up Your Backup Routine:

1. Calendar reminders: Schedule monthly backup tasks
2. Assign responsibility: Someone specific owns this task
3. Storage plan: Where will backups be stored?
4. Testing schedule: Quarterly backup restore tests

Emergency Planning:

• Know your account info: Login credentials in safe place
• Support contacts: BigLedger support phone numbers
• Key documents: List of what you need to restore operations
• Recovery priorities: What data is most critical?

Getting Help and Support

Q: When should I contact support?

A: Don’t hesitate to get help! Here’s when to reach out:

Contact Support Immediately For:

• Can’t access your account: Login problems, password issues
• Data appears wrong: Reports don’t match expectations
• System errors: Error messages, crashes, or strange behavior
• Security concerns: Suspicious activity or unauthorized access
• Urgent deadlines: Tax filings, audit requirements

Contact Support Soon For:

• Learning new features: Need training on advanced capabilities
• Process improvement: Want to optimize your workflows
• Integration help: Connecting with other systems
• Customization needs: Adapting BigLedger to your specific business

Try Self-Help First For:

• Basic how-to questions: Check help documentation
• Simple errors: Like incorrect entries or typos
• General learning: Use tutorials and training materials

How to Get the Best Support:

Before You Call:

• Write down exactly what you were trying to do
• Note any error messages (take screenshots)
• Have your account information ready
• Think about when the problem started

When You Contact Support:

• Be specific about the issue
• Explain what you expected to happen
• Describe what actually happened
• Mention if this worked before

Support Channels Available:

• Live Chat: Fastest for simple questions
• Phone Support: Best for complex issues
• Email Support: Good for non-urgent detailed questions
• Screen Sharing: For complex troubleshooting

Q: How can I get better at using BigLedger?

A: Continuous learning makes BigLedger more valuable for your business:

Free Learning Resources:

1. Built-in Help:

• Context-sensitive help in every screen
• Video tutorials within the system
• Step-by-step guides for common tasks

2. BigLedger Academy:

• Free online courses
• Industry-specific training
• Certification programs
• Regular webinars

3. Community Resources:

• User forums and discussions
• Best practice sharing
• Template libraries
• Success stories

Structured Learning Path:

Month 1: Foundation

• Basic navigation and setup
• Essential daily tasks
• Simple reporting

Month 2: Efficiency

• Automation features
• Advanced reporting
• Time-saving shortcuts

Month 3: Optimization

• Advanced features for your industry
• Integration with other systems
• Performance analysis

Practice Opportunities:

• Sandbox environment: Practice without affecting live data
• Training data: Use sample company to learn
• Small tests: Try new features on small scale first

Staying Current:

• Release notes: Learn about new features
• Monthly webinars: See what’s new and coming
• User group meetings: Network with other users
• Annual conference: Intensive learning and networking

Building Internal Expertise:

• Designate power users: Have someone become the expert
• Document procedures: Write down your specific processes
• Train multiple people: Don’t rely on just one person
• Regular review: Quarterly assessment of usage and needs

This FAQ provides practical guidance for daily BigLedger usage. Remember that becoming proficient takes time and practice - be patient with yourself and don’t hesitate to ask for help when needed.