The cash book is your financial bookkeeping inside the portal. Here you record income and expenses — including cash that doesn't come in through Stripe — manage your accounts, import bank statements and produce reports. It is a section within the Payments page, not a separate menu item.
Where to find it
Sidebar → Finance → Payments → Cash flow. Cash flow is the default section, so you land here straight after opening Payments. You need the manage billing permission.
The parts
Four groups sit at the top, with sub-tabs beneath:
- Overview — a dashboard with the situation per account and period.
- Bookkeeping — Entries, Import, Reconciliation, Accounts, Categories and Budgets.
- Management — Subsidies, Invoices and Expense claims.
- Reporting — Reports and ANBI & fiscal.
Top right (or under the tabs on mobile) is an account switcher: the cash book works with multiple accounts, so you can keep, for example, cash and bank separately.
Step by step: add a manual entry
- Open Bookkeeping → Entries.
- Pick the right account at the top (for example "Cash" for physical money).
- Add a new entry with amount, date, category and a short description.
- Indicate whether it is income or an expense and save.
Step by step: import a bank statement
- Open Bookkeeping → Import.
- Upload your bank file (the common bank formats are supported).
- Check the preview and confirm the import.
- Go to Reconciliation to match imported lines to payments already known in the system.
Double-counting is prevented automatically
Payments already recorded via Stripe and then also arriving via a bank import could inflate your totals twice. The cash book recognises such lines (for example Stripe payouts) and automatically excludes them from totals, reports and exports. You don't need to configure anything for this.
Exporting
Under Reporting → Reports you produce overviews and exports for your treasurer, board or accountant. The excluded lines do not count double there.
Tips
- Record cash the same day — cash discrepancies are hard to trace afterwards.
- Use consistent categories so your reports stay meaningful.
- Keep cash and bank on separate accounts; the account switcher makes swapping easy.
Frequently asked questions
Won't cash entries and Stripe payments count double? No. Stripe payments are already in the system; you only top up the cash book with what comes in outside Stripe. Bank imports containing Stripe payouts are excluded automatically.
Are expenses and income shown together? Yes, the dashboard and reports show the balance per account and period.
Troubleshooting
- I can't find the cash book as a separate menu item. Correct — the cash book is the Cash flow section within Payments, not a standalone sidebar page.
- I see no cash book sections. The payments module is off or you lack the manage billing permission. Ask your lead administrator.
- My totals look too high. Check whether an import ran twice; reconcile imported lines so they link to existing payments.
- An imported line is missing from the report. It may have been recognised as a Stripe payout and deliberately excluded to avoid double-counting.
Related
- Payments and Stripe — the hub that hosts the cash book.
- Teacher finance — payouts to staff.