Customers, vendors & banking

Customers and money coming in

Customer Center

Customers → Customer Center lists every customer with open balance, transaction count, and recent activity in one place. New Customer adds contact info, terms, and preferences.

Invoices

1. Ctrl/Cmd + I, or Customers → Create Invoice.
2. Pick the customer, add line items, quantity, rate, tax, terms, and a due date.
3. Save and either print, email as a PDF attachment via a ready-to-send draft, or both.

Editable invoice email templates standardize the wording sent alongside the PDF.

Sales receipts

For point-of-sale-style transactions where payment is received immediately, use a Sales Receipt instead of an invoice — it skips the "waiting to be paid" step.

Receiving payments

Customers → Receive Payment, choose the customer, and apply the payment to one or more open invoices. Partial payments and credits are supported.

Statements and collections

Generate open-item or balance-forward statements from the Customer Center. Editable collection letter/email templates with configurable aging thresholds help with follow-up on late accounts.

Invoices and payments are never silently deleted — they're voided, which preserves the audit trail while zeroing out the financial effect.

Vendors and money going out

Mirrors the customer workflow:

• Vendor Center (Vendors → Vendor Center) — contact info, open balances, transaction history.
• Enter Bill (Ctrl/Cmd + B) — records a vendor bill for later payment.
• Pay Bills — allocate a payment across one or more open bills.
• Vendor credits — apply credits from returns or overbilling.
• A/P Aging report — what you owe and how overdue it is.

Duplicate bill-number checks help catch accidental double entry, and voiding — not deleting — applies here too. Check AP Planning before a payment run; see Reports & planning.

Banking

Setting up accounts

From Lists → Chart of Accounts, create a Bank, Cash, or Credit Card account type. These behave like any other account but unlock the Banking Center.

Importing and categorizing

The Banking Center supports CSV, QBO, QFX, and OFX imports. Imported transactions land in an Uncategorized queue.

• Review each transaction and assign a payee, an account, and any relevant dimensions.
• Select multiple transactions for batch categorization, then batch approval.
• Exclude transactions that shouldn't post — duplicates, personal charges — into the Excluded queue rather than deleting them.

Bank rules

As you categorize the same kind of transaction repeatedly, LedgerDesk suggests a Bank Rule based on description, amount, and direction conditions (AND/OR, multiple conditions). Approving a suggestion opens the rule editor for review first.

Rules never post automatically without your approval, even after being created.

Transfers and matching

Record transfers between bank accounts, or bank-to-credit-card and credit-card-to-bank. LedgerDesk suggests matches between an imported transaction and an existing transfer — you approve every match.

Editing imported amounts

If an imported amount is wrong, you can correct it, but LedgerDesk shows a clear warning and resets any prior categorization on that transaction so it goes back through review.

Reconciliation

Banking → Reconcile, pick the account, enter the statement ending balance and date, and check off cleared transactions until the difference is zero. The Reconciliation Center summarizes every account's last completed reconciliation, ending balance, and any uncleared activity. If a reconciled transaction is later edited or voided, LedgerDesk records who did it and flags the discrepancy for review.

Journal entries

For adjustments that don't come from an invoice, bill, or banking workflow — accruals, depreciation catch-ups, corrections — use Company → Make Journal Entry. Debits must equal credits before LedgerDesk lets you save.

Memorized journal entries can recur daily, weekly, biweekly, twice-monthly on custom dates, monthly, quarterly, or yearly — useful for recurring accruals like rent or prepaid amortization. Journal entries carry references, support adjusting-entry marking, and go through the same controlled void/edit/audit-history workflow as everything else.