How Cashlucent works

Cashlucent gives every business you run its own real, double-entry set of books under a single login. Here’s the quickest path from a new account to your first posted transaction.

• Sign up: create your account and your organization (for example, your holding company or your name). Verify your email when prompted.
• Add your first business: give it a name and choose a starter chart of accounts. Each business keeps its own books.
• Set the basics: open Settings to set your fiscal-year start month, invoice branding, and payment terms.
• Record something: create a sales receipt or an expense, or post a journal entry. Then open Reports to see it flow through your Profit & Loss and Balance Sheet.

Everything you see (every list, form, and report) is scoped to the business that’s currently active. Switch businesses from the top of the sidebar and the whole app follows.

An organization holds one or more businesses. Use the business switcher at the top of the sidebar to change which set of books you’re working in. The active business is remembered between visits.

• Add a business: Settings → Businesses → Add. It’s seeded with its own chart of accounts.
• Fiscal year: set each business’s fiscal-year start month here; report presets like “This Fiscal Year” respect it.
• Delete a business: also in Settings → Businesses. This is permanent, so export anything you need first.

The chart of accounts is the backbone of your books. Each account has a type (Asset, Liability, Equity, Income, or Expense) that determines how it behaves.

• Create accounts with a name, type, and optional number. Balance-sheet accounts can be given an opening balance, which posts a balanced entry against Opening Balance Equity.
• Mark accounts inactive to hide them from new transactions without losing history.
• Click any account to drill straight into its General Ledger register.

Customers and vendors are your contact records. Add them ahead of time under Customers or Vendors, or create one inline while you’re filling out a sales or expense form.

• Set a default payment term per contact: it prefills onto their invoices and bills.
• Set per-customer taxability or a default tax rate so documents fill in correctly.
• Renaming a contact updates its name on past transactions automatically.

Cashlucent covers the full sales cycle. Documents are auto-numbered in sequence (EST-0001, INV-0001, SR-0001, and so on).

Estimates & invoices

• Estimates are non-posting quotes with an Open → Accepted lifecycle. Accepting one converts it into an invoice.
• Invoices are branded and print-ready. Export to PDF from your browser. Configure your logo and company details in Settings → Invoice Branding.
• Invoices show Open / Partial / Paid status and an Overdue badge once past their due date.

Getting paid

• Sales Receipt records a paid-on-the-spot sale; Receive Payment applies money to specific open invoices (FIFO by default, editable per invoice).
• Refund Receipt and Credit Memo handle money going back to a customer.
• Use the Send button on an invoice or statement to email it, or duplicate any document to reuse it.

• Expense: money paid out now (debits an expense account, credits a bank or credit-card account). Auto-numbered EXP-0001.
• Bill: an amount you owe a vendor (Accounts Payable); pay it later from Pay Bills, with payment terms setting the due date.
• Purchase Orders: non-posting orders you can convert to a bill when the goods or services arrive.
• Vendor Credits: apply a credit against open bills at creation or in the Pay Bills flow.

• Import a bank statement (CSV), then match transactions to existing entries or categorize new ones.
• Bank Rules auto-categorize recurring transactions as they come in.
• Bank Deposit groups Undeposited Funds into a single deposit; Transfer moves money between accounts.
• Reconcile against a statement balance and lock the period when it matches; reconciliation history is kept.

• Build an item catalog of products and services, including bundles made of other items.
• Add items to sales documents to fill in descriptions and prices automatically.
• Track inventory with weighted-average costing and automatic COGS; receive and adjust stock as needed.
• The Inventory Valuation report shows quantity and value on hand.

Set up tax agencies and rates in Settings → Tax. Rates can combine several agency components, and tax applies to both sales and purchases.

• Per-customer taxability and exemptions prefill onto documents.
• Tax is validated on the server so document totals can’t be tampered with.
• The Sales Tax Liability report nets what you collected against purchase tax and payments per agency, and lets you record a payment.

• Tag individual line items to a project or sub-project, like accounting classes or cost centers.
• Set a per-account budget on a project and the project report shows Budget vs Actual vs Variance, rolled up across sub-projects.
• Company budgets (Budgets) set monthly per-account targets; the Budget vs Actual report compares them to real activity.

Create a balanced template on a weekly, monthly, or yearly schedule. When entries are due, use “Generate due” to post them. You stay in control; nothing posts silently in the background.

Reports are where the books pay off. Every report is scoped to the active business and date-rangeable.

• Core statements: Profit & Loss, Balance Sheet, Trial Balance, General Ledger, Cash Flow. P&L and Balance Sheet support comparative periods.
• Receivables & payables: A/R and A/P Aging, Open Balances Detail.
• Cuts & detail: Sales by Customer, Sales by Item, Expenses by Vendor, Transaction Detail by Account, plus the Audit Log of who changed what.
• Date presets (This/Last Month, Quarter, Year, and Fiscal Year) respect each business’s fiscal-year start. Export any report to CSV or PDF, drill into accounts, and save a view to reopen later.

Invite teammates or an outside bookkeeper from Settings → Team. Each person gets a role (Owner, Admin, Accountant, Editor, or Viewer) that controls what they can do.

• Roles can be set per business, or an org-level role can cascade across all businesses.
• Per-business users only see the businesses they’re invited to.
• The audit log records who created, edited, or deleted each transaction.

Manage your own account under Settings → Security.

• Change your password, or reset it from the “Forgot password?” link on the sign-in page.
• Turn on two-factor authentication (TOTP) with an authenticator app, and save your recovery codes somewhere safe.
• “Sign out everywhere” ends every active session; a password reset does the same automatically.

When a period is finalized, set a closing date under Settings → Accounting (optionally protected by a password). Creating, editing, or deleting transactions on or before that date is then blocked unless you unlock it, so past periods stay put.