Read the financial report and export it for your tax advisor

Read the financial report and export it for your tax advisor

The financial report calculates what's left at the end of the month based on your till receipts, expenses, and salaries. You'll find it in the menu under Financials → Reports → Financial report (/manager/financial-report). Next to the title is “Beta,” and a small help icon (“How to read the financial report”) explains the page.

The report applies to the location selected at the top of the dashboard. If your subscription ends, the page remains viewable, and “Your books stay open” appears at the top: Receipts, invoices, and the DATEV export can still be viewed and downloaded until your data is deleted.

Select Month or Year

At the top, you can switch between Monthly and Yearly. In the Period field, select the month or year. You cannot select a period later than today. The current month is selected by default.

If there is nothing to display for the selected period, “No data for this period” will appear there.

View “Monthly”

At the top is the result: “Result <Month Year>” with the number for “Profit/Loss”, a sentence explaining it (“Of … net turnover, … is left after expenses and staff.” or “Expenses and personnel costs exceed … the net sales of …”), and a bar chart that breaks down net sales into expenses, staff members, and profit. A link View invoices leads to the invoices.

The calculation behind it: Net revenue minus refunds, expenses, and payroll. Discounts are already deducted from revenue; tips for your team are not considered revenue.

Below that are four tabs: Overview, Revenue, Expenses, and VAT. The “VAT” tab is missing if your location is set as tax-exempt (see “Set Up Till and Taxes”). In that case, the rows are labeled “Expenses (gross)” instead of “Expenses (net)”.

Tab “Overview”

The rows from top to bottom:

• “Net revenue”;
• “Refunds (net)” with the number, only if there were any;
• “Net turnover”;
• “Expenses (net)”;
• “Staff” (personnel costs); for commissions, use line “of which commissions”;
• “Profit/Loss”.

If the salary configuration is missing for staff members, “Some staff members have no salary configuration.” appears there. In that case, the personnel costs are too low.

Line “For information” lists items that are not included in the invoice: “Discounts (already off the revenue)” (broken down by discount code, “Loyalty bonus” for the loyalty card, and “No code” for discounts without a code), “Redeemed from packages”, “Tips collected”, and “Tips outstanding”, “Gift cards sold”, and “Gift cards redeemed”. This section appears only if there is data to display.

“Cash summary” shows the cash for the month: “Opening balance”, “Cash deposits”, “Payouts”, and, if necessary, “Cash variance” and “Closing balance”. If there is no previous daily closing, a message appears (“No previous daily closing found. The opening balance comes from the first till opening”).

Tab “Revenue”

• “Services and products”: Revenue from services; for material consumption on appointments, lines “Used on appointments” and “Margin on services”; for sold products, “Products”, “Purchase cost”, and “Margin on products”. If the purchase price is missing for products or materials, a note appears indicating that the margin is too high.
• “By payment method”: Amount and quantity by payment method; for locations subject to sales tax, includes the sales tax portion.
• “By category”: Revenue by service category.
• “Refunds”: Amounts by payment method.
• “Tips”: By staff member, with the addition of “… open” as long as payment has not yet been made.

Tab “Expenses”

At the top are “Expenses (gross)”, “Input tax”, and “Expenses (net)”. Below that is “By category”, showing the amount, count, and input tax per expense category. You manage expenses under Finance → Reports → Expenses (see “Record expenses, attach receipts, and create categories”).

Tab “VAT”

• “VAT breakdown”: Gross, Net, and “VAT: …” for each tax rate.
• “VAT summary”: “VAT (collected)”, “VAT on refunds”, “Input tax (expenses)”, and the result “VAT payable”. If the input tax is greater than the VAT collected, the row is labeled “Input tax surplus (refund)”.

The tax liability is the sales tax from your sales minus the sales tax on refunds and the input tax from your expenses.

View “Yearly”

The annual view shows the same result for the entire year at the top, followed by “Monthly breakdown”: net sales for each month represented by a bar, along with the profit or loss. There is no export option in this view; it is always tied to a specific month.

Export for the Tax Advisor

In the monthly view, the DATEV and CSV buttons are located in the upper right corner. Both export the month selected in the “Period” field and download the file directly.

• CSV generates monatsabrechnung_JJJJ_MM.csv with semicolons as delimiters: the month's income, expenses, taxes, and till data in a table.
• DATEV generates datev_export_JJJJ_MM.zip. This file contains the transactions and invoices in DATEV format, the cash book, the journal, and the file HINWEIS.txt with the account assignments.

The export feature is still in the beta phase. Please review accounts and entries with your tax advisor before final posting; instructions on this are included with the export.

Frequently Asked Questions

Why is my result too good? Check the warnings: missing salary configuration for staff members, products, or materials without a purchase price.

Where is the “VAT” tab? It only appears if your location is not tax-exempt.

Can I export the entire year? No, the export covers one month. Select the month in field “Period” and tap DATEV or CSV.

Why does it say “open” next to the tip? The tip has been collected but not yet paid out to the team (see “Paying Tips and Payment History”).