KashFlow from Cannon Moorcroft
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KashFlow FAQ

 Frequently Asked Questions

Registering & Logging On:

Security & Privacy:

Suitability:

Features:


It's worth noting that although we refer to KashFlow as online bookkeeping software here, it has actually matured a lot over the past couple of years and is now very much a full accounting software product. So as well as bookkeeping online it also produces all of the reports you'd expect from an accounting package.

 What is the purpose of KashFlow?

The primary purpose of KashFlow is to help you manage your day to day accounts.

At the most basic level you can use it just to create an invoice for each sale you make and use the built in facilities to track when invoice have been paid.

You can also record all of your purchases, produce VAT returns, view insightful reports, etc.

KashFlow is not intended to replace your accountant. Instead it gives you the power and knowledge to make decisions based on your current financial situation and helps you keep track of the day to day financial in's and out's of your business.

At the end of the month you will then be able to provide your accountant with an ordered list of what you have bought and sold and how items were paid for.

KashFlow also provides a whole load of other functionality to help you automate processes within your business.

 Why do you provide a 60 day free trial?

The power of this system needs to be seen to be believed. With that in mind we took the decision to allow everyone to use our accounting solution for free for a period of time because we know that after just a few weeks of use you will wonder how you ever lived without it.

At the end of the trial you can decide to discontinue using the system or you can pay the small monthly subscription fee to continue to use it. Sign up for your 60 day free trial HERE.

 Will KashFlow work on my computer?

Whether you use an Apple Mac or a Windows PC or a Unix variant, KashFlow will work on any computer that has a web browser.

The only additional software you will need is the free PDF view from Adobe. You can download this by clicking here.

 Why do you need my email address?

Occasionally we would like to email you with news and updates about KashFlow.

But more importantly the KashFlow system itself needs your email address to let you know when invoices become overdue.

We will never share your email address or any of your other personal information with a third party.

 Do I need to pay or give you my credit card details now?

Absolutely not.

The free trial is exactly that - free. If you don't like what you see then you don't pay.

You will only need to pay when you decide to turn your free trial into a paid-up subscription.

 Can other people access my accounts?

Your account is protected by your username, password and memorable word. Additionally we use the same levels of encryption used by internet banking to ensure that the data being sent between your computer and the system cannot be read by anyone except you.

However, if you actually want somebody else to be able to access your account all you need to do is give them your login details. You can even both be logged in at the same time.

 Where is all my data physically kept?

The data you enter in to KashFlow is stored on a Microsoft SQL Server based at Rackspace in London.

The Rackspace Data Centre is a highly secure data centre. You can read more about it by clicking here.

A "snap-shot" backup is made 12 hours and stored at a separate secure location.

We've also invested tens of thousands of pounds in a system that backs up all of your data as you enter it. This backup is at a location in the north of England.

This is what the techies refer to as a "Fail Over Server", meaning that if there was a serious incident in the South East, we can still continue to provide the service and the data from the second location.

 Is it safe to have all my data stored on the internet?

A number of you are understandably uncomfortable about the idea of having your financial data stored on a website.

The fact is that the data is actually stored in a very secure physical location and the servers themselves have very expensive and secure security hardware and software installed.

We are of no doubt whatsoever that your data is many times more secure stored in this way than it is when stored on your home computer or in a dust box under your desk!

It's good to see you are taking the security of your financial data seriously. So are we.

As with any online system that stores your data and presents it to you via web applications, there are 3 areas that you should check are secured:

Security of data in transit
Can the data being transferred between the server and your computer be intercepted and read?

Security of data in storage
Can a would-be hacker gain access to the servers on which your data is stored over the internet or another network?

Physical security of data
Are the actual physical servers in a secure environment?

Security of data in transit

It is virtually impossible to stop a determined and knowledgeable individual to intercept data that is transferred between yourself and a server on the internet. However, it is possible to encrypt that data in such a way that it is unreadable to anyone or any machine apart from your computer and the server itself.

We use the same encryption techniques used by all major internet banking facilities and online e-commerce transactions. You will see a small padlock icon appear at the bottom of your browser when you register or login to your KashFlow account. This means that the data being transferred is encrypted using a 1024 bit RSA key. This encrypting method is referred to as SSL (Secure Socket Layers) and is currently the industry standard for encrypting transactional information on the internet.

Security of data in storage

The servers that power KashFlow are highly secure and are protected by an advanced firewall. The firewall and the servers are monitored 24 hours a day for any suspicious activity. So you can rest assured that even whilst you sleep your data is being actively protected. It would be easier to break in to your office to steal your accounting information than it would be to break in to our servers.


The only area of security for which we don't have control of is your own computer. It is important that you install a virus scanner and ensure that you keep it updated.

Physical Security of Data

We have chosen Rackspace as the provider of our servers based in London.

Not only are Rackspace the world’s leader in website hosting, boasting a zero-downtime network, they have a state of the high secure data centre built from the ground up, that includes Keycard protocols, Biometric Scanning and round the clock surveillance.

For further piece of mind, only authorized personnel are granted access to the data centre, no one else can enter the production area of the data center without prior clearance and an appropriate escort. All data centre employees also undergo multiple and thorough background security checks before they’re hired.

We also have a real-time backup at a data centre in the north of the country. So if there is a serious problem at the main data centre we can be back up and running in minutes with zero data loss. We like to brag about it because it cost us tens of thousands to set up!

 I have no experience of bookkeeping or accounting - is KashFlow suitable for me?

Yes! KashFlow is designed specifically for people with no experience in bookkeeping.

It's incredibly easy to use and you'll be up and running in minutes with no need for any training or reading of lengthy manuals.

 I currently use Sage - should I switch to KashFlow?

Sage produce excellent accounting software. If you're able to use any of the Sage range of accounting products and can do so in confidence, then you should continue to do so.

KashFlow isn't an alternative for people currently using Sage. It takes a lot of training and knowledge to use Sage products effectively.

KashFlow is a totally different animal to Sage. Sage is a high-end tool for accountants, whereas KashFlow is designed specifically for non-accountants with no bookkeeping training.

 Is KashFlow suitable for retail businesses that deal mainly in cash?

Although KashFlow was designed for businesses that work for clients and then send out an invoice, it is perfectly suited to cash-based business..

We have a large number of customers using KashFlow that operate cash-based businesses and still find KashFlow to be suitable for them.  

 Does KashFlow automate accounting for PayPal / eBay?

KashFlow makes managing your PayPal account incredibly easy. You just create a free trial account, and then go to Settings –> PayPal Imports.

Follow the on-screen instructions to get it all set up (shouldn’t take more than 5 minutes).

KashFlow will then automatically copy across information about your PayPal/eBay sales and customers.

You just need to review the information presented to you and tick a box to confirm you want it imported. KashFlow will then automatically create the customer record for you as well as create the invoice.

This feature is fully compatible with Windows-based computers as well as all versions of the Mac.

Automated Accounting for PayPal

Pay Now Buttons

KashFlow can automatically generate invoices for you and send them by email as PDF files. You can select to include any of the PayPal payment buttons on your invoice.
PayPal Buttons
When your customer clicks on the button they are taken instantly to a PayPal payment page, with your details and the invoice amount filled in.

Automatic Data Entry

Never again will you have to manually enter data from PayPal into your accounts!

KashFlow automatically connects to your PayPal account and retrieves details of sales, customers, purchases and suppliers. It can then either create new customer/supplier records and invoices based on that information, or assign the payments to existing invoices.

It also records transfers to and from your bank account and records all of the PayPal fees that you've been charged.

Multi-platform, Multi-user, Multi-location

Because this is all accessed via your web browser, it will work on virtually any platform - whether that be a Mac, a Windows PC or something else.

You can have multiple people logged in at the same time, and you can of course access
your account from anywhere in the world with an internet connection.

Try it for Free

The entire system is available to try right now, completely free of charge or obligation for 2 months.

Enabling the functionality

Once you have your KashFlow account, you will need to go to Settings -> Invoice Options -> Payment Options to add PayPal buttons to your invoices.

Questions?

To download a more detailed guide to the PayPal Import service,please click here.

 Does KashFlow support multiple currencies?

Yes, we do.

You choose one currency to be your home currency, and then set up as many additional currencies as you like.

We even update the exchange rates automatically.

Although we support invoicing and quoting in foreign currencies - we don't yet support bank accounts in currencies other than your home currency.

 Can I print Packing Slips?

By default the option to print Packing Slips is not enabled.

Once logged in, go to the 'Settings' areas and select 'Invoice Options'. From within this page you can enable to option to print packing slips.

 Does KashFlow help me produce VAT Returns?

Yes, it does.

You can run a VAT report at any time to determine your current VAT liability or to complete a VAT return.

KashFlow supports cash accounting, accrual accounting and the Flat Rate Scheme (FRS)

You can also file your VAT return directly with HMRC with just a click of a button.

 Is there a limit to the number of suppliers, customers or invoices I can create?

There are no limits to the number of suppliers, customers or invoices that you can create using KashFlow.

 Can I produce quotes/estimates?

You can easily create, print and email quotes and estimates from within KashFlow.

A quote or estimate can be converted to an invoice at the click of a button.

 Can KashFlow create invoices for me automatically each month or year?

You can use our 'Repeat Billing' feature to have KashFlow automatically create your invoices for you.

This can be done on either the same day of every month or for the same date every year. Or even the same day every week or every x number of days.

You can set KashFlow to produce this invoice indefinitely, a set number of times or until a specific date.

You can even ask KashFlow to automatically email the invoice to the customer!

 Do I need to print invoices in order to send them to customers?

The invoices created by KashFlow are in Adobe Acrobat PDF format. This makes them ideal for printing.

However, KashFlow can email an invoice for you without needing to print it out. This is done with just a couple of clicks.

You can also take advantage of our integration with ViaPost. Using this service you can have a printed invoice physically delivered to your customer in the post without you needing to print it yourself or even lick a stamp.

 Can I create Credit Notes?

Credit notes are created by simply creating an invoice or receipt for a negative amount.

When you print an invoice that is for a negative amount the heading is automatically changed from "Invoice" to "Credit Note".

 Does KashFlow support multiple bank accounts?

KashFlow can manage as many bank accounts as you care to list.

If you have more than one bank account then you can easily track which account was used to pay for a purchase or receive money for a sale.

 Does KashFlow handle bank reconciliation?

KashFlow helps you to very easily reconcile bank statements for all of your bank accounts.

The on-screen procedure means you can easily identify any missing payments.

 What reports does KashFlow provide?

General Reports

These are reports that don’t fit into other categories and include the accountant-type reports.

Customer Purchase History  (CSV)
This report lets you download to a CSV file all of the purchases made by a specific customer for the date range provided.

Self Assessment  (Onscreen / CSV)
This report provides you with some of the figures for your Self Assessment form

Non-EC Sales List  (On-Screen)
This report lists all sales you've made to customers outside of the EC

Health Check  (PDF)
This report tells you how you compare to a number of measures to check the health of your business

CIS/WHT Summary  (Onscreen / CSV)
This report provides a summary of all sales and purchases containing CIS/WHT deductions

Audit Trail  (Onscreen / CSV)
This report lists activity on your account, including creating and editing of items, as well as details of what changes were made. Deleted items are also listed.

Global +projname+ Report  (CSV)
An overview of all of your +projname+s, including turnover and profit per +projname+

Historic Sales & Expenditure  (CSV)
This report produce a table in a spreadsheet that shows a month by month breakdown of all of your sales and expenditure.

VAT Return of Trading Details  (Pie Chart)
This report gives you an overview of details submitted in VAT reports over a given period

Sage Export  (Spreadsheet)
You can export all of your customer, supplier, sales, purchase and bank transaction information into CSV files for import into Sage.

Activity Report  (Spreadsheet)
Produce a spreadsheet detailing all payments made and received for a specific period.

Business Progress Summary  (PDF)
The report is intended for the use of Prince's Trust supported businesses. Other businesses may also find it useful if they conduct a formalised periodical review of their business.

Balance Sheet  (CSV)
The report provides a Balance Sheet, on-screen and as a CSV, for any given period.

Nominal Ledger  (CSV)
The provides a Nominal Ledger report for the chosen period. The report is provided on-screen and as a CSV.

Trial Balance  (CSV)
The report provides a Trial Balance for any given period.

VAT Management & Reports  (Onscreen / CSV)
From here you can view previously submitted returns and submit new VAT returns

Profit & Loss  (CSV)
The report provides Profit & Loss information for any given period.

EC Sales List  (On-Screen)
The report provides an EC Sales List for a given period.

Aged Debtors  (CSV)
The report gives you a historical view of the money owed to your company.

Aged Creditors  (CSV)
The report gives you a historical view of the money you owe to your suppliers.

Monthly Profit & Loss  (Line Graph / CSV)
View your turnover, gross profit and net profit for a number of months side-by-side

Year End Process  (On-Screen)
Run this process to create your "Year End" entries

Asset Register  (Onscreen / CSV)
Manage your assets

Digita Exports  (CSV)
This report provides you with CSV files containing your transactions in a format that can be imported to the Digita range of products

Stock Overview Report  (CSV)
This report will allow you to download a CSV file which contains the remaining stock and value of the stock based on price per item.

Income Related Reports

These are reports that are related to the money your company earns.

Income by Product  (Pie Chart)
This report gives you a breakdown of your income based on each of your products over a specified period of time.

Monthly Income  (Line Graph/Bar Chart)
View your monthly income in terms of Invoices issued, Invoices paid and also bank transactions paid. Viewable as either a Line Graph of Bar Chart.

Income by Source  (Pie Chart)
This report gives you a breakdown of your income based on your sources of business.

Sales Type by Month  (Line Graph)
This report gives you a monthly breakdown of your income or units sold for a specific sales type over a specified period of time.

Customer Report  (CSV)
You can use this report to export a list of all of your customers. Either all customers ever entered or just those invoiced between specific dates.

Income by Sales Type  (Pie Chart)
This report gives you a breakdown of your income based on each of your sales types over a specified period of time.

Income by Customer  (Pie Chart)
You can see at-a-glance, which customers are responsible for your income in any given period.

Invoice List  (PDF)
With this report you can print all Invoices issued between two defined dates.

Unpaid Invoices Report  (On-Screen)
This report lists all unpaid Invoices along with details of when they were emailed and if and when any part payments have been made.

Overdue Invoice Report  (On-Screen)
This is the same as the Unpaid Invoice Report, except that it only shows overdue Invoices..

Income by Payment Method  (Pie Chart)
View your level of income by each payment method for any given period

HSBC Factoring  (Text)
Generate the files required by the HSBC Factoring service

Monthly Sales Report  (CSV)
This report will give you a spreadsheet containing total quantity and value of each product sold for each month

Unallocated Customer Payments  (On-Screen)
View a list of all unallocated customer payments

Expenditure Related Reports

These are reports related to the money your business spends.

Expenditure by Supplier  (Pie Chart)
This report gives you a breakdown by supplier of your outgoings over a specified period of time.

Expenditure Type Trend  (Line Graph)
This report gives you a month by month total expenditure amount for a specific outgoing type. This is useful to see if , for example, if your phone bills are increasing or decreasing

Expenditure by Pay Method  (Spreadsheet)
This report gives you a breakdown of all outgoings paid by a particular method such as cheque or credit card.

Expenditure by Outgoing Type  (Pie Chart)
View the breakdown of your outgoings, classified by Outgoing Type

Expenditure by Sub Outgoing Type  (Pie Chart)
This report gives you a breakdown of your expenses by sub outgoing type for a specified date range.

Supplier Report  (CSV)
This report will give you details of all of your suppliers in a spreadsheet

Unallocated Supplier Payments  (On-Screen)
View a list of all unallocated supplier payments

Monthly Expenditure  (Line Graph/Bar Chart)
View your monthly expenditure in terms of receipts issued, receipts paid, and also bank transactions paid. Viewable as either a line graph or a bar chart.

 Can I use KashFlow to take Credit Card Payments?

  • SagePay

  • Iridium Corp

  • SecureHosting

  • WorldPay

  • PayPal

  • ProcessingPoint

  • Sage Payment Solutions

  • Authorize.net

  • Payment Sense

  • CardSave

You can then enter your account details in to KashFlow and be able to take card payments over the phone.

 Does KashFlow provide remittance advice and receipts

You may want to send a note to your suppliers to inform them that you have paid, or provide a receipt to your customers to confirm their payment.

KashFlow produces an easy way to print or email both of these.
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