Accounting
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Profit and loss
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Balance sheet
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Cash flow
Where your cash came from and went over the period above, starting from your profit, then the movement in each cash and M-Pesa account.
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Customers who owe you
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What you owe suppliers
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Account totals check
The total of every account to date. The money in and money out sides must add up to the same amount. Select an account to see every entry in it.
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List of accounts
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Add an account of your own, for example a bank-charges expense. The number starts with 1 for assets, 2 for liabilities, 3 for equity, 4 for income and 5 for expenses. The standard accounts can't be renamed.
Start from an industry template
A template adds income and expense accounts that suit your kind of business, such as room revenue for a hotel or shrinkage for a shop. It only adds: nothing you have is renamed or removed, a number you already use is left alone, and you can use several templates. Invoices and bills still post to the standard accounts; the new accounts are for journals, budgets, the expense side of assets, prepayments and accruals, and coding records. Cash, stock, fixed assets and payroll are not part of a template, because the books find them by number.
Fixed assets
Vehicles, equipment and furniture you own. Each month the cost, less what it will be worth at the end, is spread evenly over its life. The month it enters service counts as month one.
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This list records the asset only. Its purchase still goes into the books as before. Once depreciation has been charged on an asset, its cost, life and dates are locked.
Charge depreciation
Pick a month that has finished. Preview shows what will be charged; nothing is recorded until you post.
Month-end adjustments
Your books record money when it moves. At the end of each month this adds what belongs to that month: depreciation on your assets, the part of each prepayment used up, and the reversal of last month's accrued expenses.
Monthly management pack
One click puts the month on one document: profit and loss, balance sheet, cash flow, who owes you and whom you owe, and your budget against what happened. It first checks that the books are ready, such as month-end adjustments posted and the books balancing, and tells you if something needs attention. Nothing is posted or changed. Open the downloaded pack in your browser and print it to PDF to share. The IFRS for SMEs buttons lay the same month out as financial statements with notes for the financial year to date, against last year. That is a draft: it marks what only you can supply (such as going concern and events after the year end) and never claims compliance with the standard.
Year to date runs from the start of the financial year. Customer and supplier ageing is as at the month end. A saved copy keeps exactly what you built, the pack and the IFRS statements, so you can come back to both later. The emails carry both as attachments.
Weekly cash, receivables and payables
One short email a week: the cash and M-Pesa you hold, what came in and went out over the 7 days to yesterday, what customers owe you and how much of it is late, what you owe suppliers, and what falls due in the next 7 days. It goes to owners, admins and accountants. Nothing is posted or changed.
It arrives from the time you choose, in your business's own time, on the day you choose, and covers the 7 days ending the day before. A business with nothing in cash, receivables or payables gets no email. Late means past its due date. It is part of the detailed reports plan.
Daily reconciliation
Every night at 02:00 Hesalio checks that your books, what KRA (eTIMS) has accepted and what customers have paid through M-Pesa all agree, and emails owners, admins and accountants when something does not. It only reports: nothing is changed. "Check now" runs the same checks for your business straight away.
Cash position
Your books against the real money. Give the closing balance from your bank statement, the balance on your M-Pesa statement, or a cash count, and Hesalio compares it with what your books say for that day. Where your tills and safes are tracked as floats, bank and cash are compared separately; otherwise they are added together and compared with Cash and Bank. M-Pesa is compared with M-Pesa. A statement you import brings its closing balance in for you. A gap over your threshold (1% unless you change it) is flagged and ranked high, medium or low, and each day at your chosen time the accountants are emailed when a gap is new or has changed. It only reports: nothing is changed.
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Give the bank and cash figures for the same day so they can be compared cleanly. Giving the same source and day again replaces the earlier figure. With more than one bank account, give each one's figure with its name: the books' bank money is compared with their total, and each account's latest figure is used. Remove the figure of an account you have closed. A gap can be a timing difference (a cheque not yet cleared, an M-Pesa settlement in transit), so look before you change anything.
Allow for a timing difference
Money your books already show that the statement has not caught up with. It is allowed for in the comparison until you mark it cleared, and nothing in your books changes.
Settings: thresholds, daily report, delivery
Times are in your business's own timezone, for the report and for the reconciliation. Run the reconciliation before the report, or a combined email falls back to two emails. Combined means one email carries both the cash position and the reconciliation findings.
Floats and till transfers
Each till, safe, petty-cash box and M-Pesa till is a float with its own balance, so you can see where the money is, not only that it exists. Record money put into a till, moved between floats, banked, or settled from an M-Pesa till to the bank. A move inside "Cash and bank" changes nothing in your books; a move between an M-Pesa till and the bank is posted for you. Count a float to see if it is short or over.
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The standing float is what a till should start the day with. A fee can only be given on money moved out of an M-Pesa till; it comes out of that float and is booked as a transaction charge. Takings and payouts only say where the money is; the sale or the expense is booked where it belongs. To correct a wrong move, record the opposite one.
Prepayments
Paid in advance for more than one month, such as insurance, rent or a yearly subscription. Record it after you have paid. The amount is moved out of the expense account you pick and spread evenly over the months, starting with the month it begins. If the payment was never expensed and already sits in Prepayments, untick the box and nothing is moved. Once a month has been used up only the description can change; cancel it to move what is left back to the expense.
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Accrued expenses
A cost that belongs to a month that has finished but has not been paid or billed yet, such as September electricity paid in October. It is counted in the month it belongs to and taken back out on the first day of the next month, so the real payment is not counted twice. An accrued expense can be changed or cancelled until it has been taken back out.
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Budgets
Plan your revenue and expenses month by month, then compare the plan with what actually happened. A budget never changes your books. In the comparison a positive variance is always good news: more revenue than planned, or less spent than planned.
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Budget vs actual
Closing a month or year
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Closing a period saves its profit or loss to the owner's share of the business and locks it. Nothing new can be dated inside a closed period, and it can't be reopened from here.
Opening balances
If you had cash, stock or debts before you started using Hesalio, enter them once so your books start from the right place. The owner's share of the business is worked out for you. You see a preview first, and once posted this can't be changed.