Feature Overview

neoo takes your business from raw documents all the way to filed figures — and automates most of the steps in between. This page is a single, scannable map of what it can do for you. Each feature is summarised in a line or two; follow the links for the full how-to. The everyday essentials are covered — small conveniences that are obvious from the screen are left out.

General Ledger#

Everything you sell, buy, and pay eventually lands in the General Ledger, so this is where you go when you need full control. It keeps your books permanently in balance — debits always equal credits — and lets you record or correct entries by hand with confidence that nothing slips out of line.

• Manual journal entries — Post a balanced transaction across any combination of GL accounts, with per-line debit/credit, description, source, and reference.
• Line tax — Apply tax line by line, each line booking to its own tax account, instead of a single tax figure for the whole document. Ideal for mixed-rate transactions.
• Reverse charge — Book Swiss acquisition tax (Bezugsteuer) on services bought from abroad in one click, posting the matching input and output tax lines automatically.
• Tax-inclusive or tax-exclusive entry — Enter amounts gross or net; neoo calculates the tax portion either way.
• Batch update — Change the date, department, project or account across a filtered set of posted journal entries at once, instead of opening each one.
• Reconciliation — Tick off ledger entries against a bank or account balance to confirm your books agree with the outside world.
• Year-end closing & period locks — Close a financial year into equity, and freeze everything up to a date so figures you’ve already filed can’t drift. See Closing the Books.
• Audit Log — A full, searchable record of who changed what and when, so every figure can be traced back to its origin.

Start here: General Ledger transactions · Journal & reports

Accounts Receivable (Customers)#

Bill customers quickly, get paid sooner, and always know who owes you what. Accounts Receivable covers the whole cycle — from raising an invoice to collecting payment and following up on overdue accounts.

• Customer records — Keep contact details, payment terms, default accounts, tax setup, language, and bank details for each customer in one place. See Customers.
• Sales invoices — Build itemised invoices for your services with per-line tax, percentage discounts, payment terms, project/department tagging, and your own PDF layout. See Sales Invoice.
• Record payments at invoicing — Capture a deposit or full/partial payment on the invoice itself, so the receivable and the cash entry post together.
• Save services on the fly — Add a new service to your catalogue without leaving the invoice the first time you bill it.
• Customer (AR) transactions — Post a customer entry straight to your GL accounts when you don’t need a full itemised invoice — adjustments, corrections, or inbound documents. See AR Transaction.
• Accruals (deferrals) — Spread a customer transaction evenly over several periods (monthly, quarterly, yearly) so the income lands in the months it belongs to, not all at once. See AR Transaction.
• Swiss QR-bill invoicing — Generate invoices with a Swiss QR payment slip (QR-IBAN, structured reference, scannable amount) so customers can pay by scanning. See QR invoices.
• Credit notes & reversals — Reverse any posted invoice into a mirror-image credit note in one click, or raise a standalone credit invoice. See Credit invoices.
• Recurring invoices — Schedule invoices to generate themselves on a daily, weekly, or monthly cadence so repeat billing runs without you. See Recurring Invoices.
• Batch email & print — Send or print many invoices at once and track which have already gone out to customers. See Batch Email Invoices.
• Consolidate invoices — Merge several open invoices for the same customer into one, so they settle a single amount. See Consolidate Invoices.
• Payment reminders — Send escalating, three-level reminders for overdue invoices, in batch, and keep track of which level each customer has reached. See Reminders.
• Personalised email & reminder messages — Write your own email wording for sending invoices and for each reminder level, so every message sounds like you rather than a generic template. Set a company-wide default and override it for any individual customer, and drop in variables — for example {invnumber}, {duedate}, or {total} — that are filled in automatically when the email goes out. See Customers.
• AR reports — Open-item overview, AR transaction listing, tax-collected report, and customer search. See Accounts Receivable.

Accounts Payable (Vendors)#

Stay on top of what you owe and pay suppliers on time without the manual chase. Accounts Payable runs the full cycle — from recording a bill to settling it — and keeps the bank details you need to pay each supplier in one place.

• Vendor records — Store supplier contact details, payment terms, default expense accounts, tax setup, and the bank details neoo uses to pay them. See Vendors.
• Vendor invoices & transactions — Record an itemised vendor invoice, or post a vendor entry directly to GL accounts for simple expenses and adjustments. See Vendor Invoice and Vendor Transaction.
• Debit notes & reversals — Reverse a posted vendor document into a counter-entry, or raise a standalone debit invoice. See Vendor Transaction.
• Accruals (deferrals) — Spread a bill that covers several periods — an annual premium, a yearly licence — evenly across the months it belongs to. See Vendor Transaction.
• Swiss QR / DCN handling — Capture the structured creditor reference (DCN) on vendor bills so payments carry the reference the supplier expects.
• Batch update — Change the date, due date, vendor, department, project or account across many posted vendor documents at once, from a filtered list.
• AP reports — Open-payables overview, AP transaction listing, tax-paid report, and vendor search. See Accounts Payable.

Orders & Quotations#

Put the agreement in writing before you bill it. Record what was ordered or quoted, on either side of the deal, and keep track of what’s still open.

• Quotations & sales orders — Quote a customer, confirm the quote as a sales order with Convert to Order, and hand either one to a prefilled sales invoice with Create Invoice — nothing is booked until that invoice posts. See Quotations & Sales Orders.
• RFQs & purchase orders — Ask a vendor for a price, order from them, and carry the order into a vendor invoice the same way. See RFQs & Purchase Orders.
• Order reports — List open and closed sales orders, purchase orders, quotations, and RFQs, and convert straight from the list.

Services#

neoo is built for services businesses. Set up each service once and reuse it everywhere, so pricing, accounts, and tax come out consistent on every invoice and order without re-keying.

• Service catalogue — Define your services once with their sell price, revenue account and tax, so they drop onto invoices without re-keying — and so the VAT is right every time.
• Service search — Find a service, review it, or retire it as obsolete without touching the invoices that used it.

Projects & departments#

Track results below the account level — by client engagement, cost centre, or branch — without creating extra accounts for each. See Projects & Departments.

• Projects & departments — Define the projects and departments you want to report on, then attach them to transactions as you post.
• Per-line project allocation — Assign a project line by line, so a single invoice, bill, or journal entry can be split across several projects.
• Department tagging — Tag a whole transaction to a department to roll its figures up by team, branch, or cost centre.
• A P&L per engagement — Filter the income statement by project or department to see what each one earned and cost. Compare several side by side against the overall total.

Reporting & Analysis#

Turn the ledger into the numbers you actually report on — built fresh from posted transactions every time.

• Dashboard — A two-tab widget dashboard on every login: the owner view (cash, runway, revenue, receivables) and the finance view (P&L, balance sheet, liquidity, equity, multi-year). Widgets are permission-aware and rearrangeable. See Home Dashboard.
• Balance Sheet — Assets, liabilities, and equity as at any date, with side-by-side date comparison and variance columns. See Balance Sheet.
• Income Statement — Revenue, expenses, and result over any periods you choose, accrual or cash basis. See Income Statement.
• Trial Balance — Every account’s opening balance, movements, and closing balance for a period — the accountant’s checklist. See Trial Balance.
• VAT Report — Review every VAT-relevant booking with automatic error checks, tick off what you’ve verified, then export the Swiss MWST filing as an Excel form or e-filing XML and lock the period. Supports effective and Saldo methods, agreed or collected. See VAT Report.
• Open items — Who owes you and what you owe, split into open, overdue, paid, and overpaid, with a trends chart. See Open Items.
• Journal — A searchable listing of all GL postings, grouped per account with running balances and drill-down to each transaction. See GL Journal.
• Account transactions — Every movement on a single account over a period, for reviewing or explaining a balance line by line. Click any account figure on a report to open it.
• AR & AP transaction registers — Search the complete posted history of customer and vendor documents with detailed filters, custom columns, and totals. See AR & AP Transactions.
• Tax collected / tax paid — Per-customer and per-vendor tax breakdowns of what you’ve charged (AR) and been charged (AP) over a period. See Tax Collected & Tax Paid.
• Exports — Reports and listings export to Excel and PDF for sharing or filing.

The Cockpit — AI document-to-payment automation#

The Cockpit is the part of neoo that works while you don’t: AI reads what arrives, drafts the transactions, sends them for sign-off, lines them up for payment, then recognises those payments on the next bank statement. See the Cockpit overview for how the pieces fit together.

Document Inbox#

Stop typing invoices in by hand — let the AI read each document and draft the transaction for you.

• AI document capture — Drop a vendor or customer document in, and the AI reads it and drafts the matching AP or AR transaction with the original PDF attached — no field-by-field typing. See Inbox.
• Email-in — Forward invoices to your dataset’s private inbox address (or have suppliers send them there) and they queue automatically. Add extra named inbox addresses that accept whichever document types you choose — vendor, customer, other, or all of them — and route straight to specific workstations.
• Multi-document splitting — A single PDF holding several invoices is detected and split into one transaction per document.
• Duplicate warnings — Documents that look like something already posted (same file, same reference, or same party/amount/date) carry a visible flag all the way to approval.
• Credit-note detection — The AI recognises vendor credit notes and books them as credits, ready to apply against open payments.
• Skonto handling — An offered early-payment discount is detected and booked automatically as its own line, with the tax adjusted to match.
• Other documents — Files that are neither an invoice nor a bill (contracts, statements, letters) are classified separately and routed to their own station for review and filing.
• Custom AI instructions — Add one-off hints for a batch, or tune extraction behaviour globally via AI Prompts.
• Document recovery — Retry, fail, or clear documents that stall in processing, so a problem file never blocks the queue.

Approvals & Workstations#

Give every transaction a clear path to sign-off, so nothing posts unseen and nothing gets stuck on one person’s desk.

• Workstation routing — Drafted transactions are routed to a workstation (review queue); assigned reviewers see a single shared list of what’s waiting. See Approvals.
• Approval rules — Require sign-off above an amount cap before a transaction can post. Rules are set separately for AP (vendor) and AR (customer) on each workstation; a side with no rule can be approved by anyone with station access. See Manage Workstations.
• Review chains — Forward a transaction to the next station in a defined sequence with one click, or transfer it to any station with a note.
• Queue filters — Narrow your approval queue by customer, vendor, date, amount, or description when it gets long.
• Risk flags at a glance — Each queued item shows its tax accounts, a warning when no tax is booked, and a missing-IBAN/BIC flag on vendor payments.
• Bulk approve, transfer & delete — Act on many queued transactions at once.
• Per-user posting controls — Restrict who can create, post, or delete on the AR or AP side.

Bank statement import & matching#

Reconcile as fast as your statements arrive — most lines match themselves, and you only spend time on the exceptions.

• CAMT statement import — Bring bank statements in from CAMT.053 (full statement) and CAMT.054 (debit/credit notification) files; the format is detected automatically, entries are grouped by account, and re-importing the same file is safe — duplicates are skipped. See CAMT Import.
• Automatic matching at import — Each line is settled against the right open invoice before it reaches you, using the structured reference (DCN / end-to-end ID / creditor reference), then counterparty IBAN, amount, and currency. See Bank Matching.
• Counterparty recognition — When a bank line’s customer or vendor is already in your records, the name is highlighted so you can see at a glance what’s known and what’s new.
• Manual matching — For lines the system can’t settle on its own, pick from candidate invoices ranked by best fit and confirm the match.
• Split one line across many — Distribute a single bank amount across several invoices, editing how much lands on each.
• Cross-currency matching — Match a bank line in one currency against invoices in another; enter the exchange rate and neoo books the difference correctly.
• Difference handling — When the amount paid doesn’t equal the invoice, choose how to settle the remainder: record an overpayment as a credit, raise a credit note, or post the difference to a GL account (bank charge, rounding, FX gain/loss).
• Matching rules — Write reusable rules (up to ten conditions on bank code, amount, counterparty name/IBAN, or description) that auto-match recurring lines such as salaries, fees, and direct debits, and post templated GL/AP/AR entries with values drawn live from the bank line.
• Apply rules to all — Run every active rule against all unmatched lines in one pass after an import to clear the easy cases instantly.
• Wildcard search & filters — Search remittance and reference text with wildcards, and filter lines by date, account, or how they were matched.
• Mark as processed — Flag the rare line that needs no ledger match (e.g. an internal transfer) as resolved without posting.
• Hand card spend to expenses — Turn an outgoing bank line into an employee expense with one click (or automatically via a rule): the person who spent the money supplies the receipt, approval books it. See Expenses.
• Manual reconciliation — Tick ledger entries against a statement balance to confirm an account agrees with the bank. See Reconciliation.

Outgoing payments#

Pay approved bills straight from your books, the way your bank expects, with no double entry.

• Payment queue — Approved vendor invoices flow into a payment queue and move through clear statuses (Created → Exported → Uploaded → Completed, with a restorable Deleted tab). See Payments.
• PAIN.001 export — Generate a standard ISO 20022 PAIN.001 file any bank accepts.
• Batch booking — Choose one collective debit and a single e-banking authorisation per payment file instead of one booking per payment, with a company-wide default in Defaults.
• Partial & scheduled payments — Pay less than the invoice total, set a future execution date per payment, or set one value date for the whole batch.
• Apply credit notes — When an approved vendor credit note exists, apply it against open payments before anything is sent — the payment amount shrinks or completes without touching the bank.
• Traceable uploads — Every exported or uploaded batch keeps who sent it, when, and the provider reference to look it up in the bank portal.
• Swiss QR / DCN validation — Payments to a QR-IBAN are checked for a valid structured reference before they can go out.
• Transfer-fee control — On cross-border transfers, choose who covers the bank charge (shared, you pay all, or beneficiary pays).
• Inline vendor fixes — Add a missing IBAN or BIC straight from the payment row without leaving the page.

Expenses#

Employee spending handled end to end — company-card payments and out-of-pocket purchases — from a photo of the receipt to a booked, reimbursed expense. See Expenses.

• My Expenses — Every employee’s own queue: attach the receipt, pick a category, submit; the AI drafts the booking with the right account and VAT.
• Receipt scanner — Snap paper receipts with your phone: automatic cropping, cleanup, and multiple photos combined into one tidy PDF — all on the device.
• Email-in receipts — Forward a receipt from your own email address and it lands in your expense queue.
• Company-card spend — Card payments arrive from the bank or a card statement already assigned to the cardholder; they only add the receipt.
• Card statement import — Import a credit-card PDF statement and every card’s spend becomes bank lines and ready-made expenses per cardholder. See Card Statements.
• Approvals with payout — Managers review everything in one place — mismatch and duplicate warnings included — and can approve, approve with a queued payment, or pay out immediately.
• Reimbursement rails — Personal expenses are paid through the same payment rails as vendor bills, and flip to Paid automatically when the payout appears on the bank statement.

Bank integrations#

Connect a banking provider and the whole loop runs without files — no CAMT upload, no PAIN file to hand to your bank. And when the bank rejects a payment, you hear about it. See Bank Integrations.

• Transactions come in by themselves — Statement lines arrive in Bank Matching from the connected account, already matched where they can be, with no CAMT import to run. You can still pull a date range in by hand to catch up.
• Pay directly — Send approved payments straight to the provider instead of exporting a file.
• Rejections come back — A payment the bank refuses is flagged as failed and carries the bank’s own reason, instead of silently sitting in your books as paid.
• Konfipay — Reaches ordinary Swiss bank accounts. The only connection with batch booking and a transfer-fee choice. Connected for you by Support.
• Amnis — Connect an Amnis multi-currency business account to import transactions and pay vendors, including in foreign currencies.
• Revolut — Connect a Revolut Business account to import transactions and process payouts.
• Per-account linking — Map each connected provider account to the matching bank account in your dataset so imports and payments land in the right place.

Notifications#

Stay on top of the books without logging in to check — schedule email summaries for the things that matter and let them come to you, in the recipient’s language.

• Pending approvals — A reminder of invoices waiting for sign-off in your workflow, filtered to vendor (AP), customer (AR), or both.
• Payments uploaded — An alert when new payments are sent out to the bank.
• Paid invoices — A heads-up when invoices are marked as paid.
• Unpaid receivables — A regular nudge about outstanding customer invoices that are still unpaid.
• Expenses pending approval — A summary of employee expenses still waiting for an approval decision.
• On your schedule — Choose how often each notification arrives — daily, weekly (pick the days), or monthly (pick the dates, including the last day of the month) — and the time of day it’s sent.
• To the right people — Send to your account email by default, or set a specific recipient and CC others so everyone who needs to know stays in the loop.

AI Chat#

Ask your books a question in plain language instead of opening three reports to find out it wasn’t worth asking. See AI Chat.

• Answers from your own ledger — Cash position, top customers by outstanding balance, overdue invoices — as a table, with invoice and account numbers linked so you can click into the detail.
• How do I…? — Questions about using neoo, answered from this documentation with a link to the page and to the screen you need.
• Bulk corrections you confirm — Ask it to re-book a quarter from one account to another and it drafts the change as a card listing every affected transaction. Nothing is written until you press confirm, and anything in a closed period is skipped unless you say otherwise.

Shopify integration#

Connect your Shopify store and every order becomes a posted invoice — line items mapped to your services by rules you control, payments booked per gateway, refunds turned into credit notes, all kept in sync by webhooks. Currently rolling out in early access. See Shopify.

Support#

Help is built in: open a support ticket from the Settings menu anywhere in the app, attach screenshots, and follow every reply in the app or straight from your email. The notification bell keeps you posted on answers and status changes. See Support.

Multi-currency & tax#

Work confidently with international customers and suppliers and stay aligned with Swiss VAT — neoo handles the exchange-rate and tax mechanics so you don’t have to do the maths by hand.

• Foreign currencies — Trade and bill in any currency; neoo records exchange-rate gains and losses automatically. See Currencies.
• Flexible tax setup — Define tax rates and keys and control how tax is calculated and posted on AR and AP. See Taxes.

Setup & administration#

Shape neoo around the way your business actually works. Each dataset is a self-contained set of books, configured once and then largely left alone.

• Chart of Accounts — Build and organise your accounts; group them with categories and tag them with GIFI codes for standardised reporting. See Chart of Accounts.
• Bank accounts — Register your accounts with IBAN/QR-IBAN and BIC so QR bills, reconciliation, payments, and bank import all work. See Bank Accounts.
• Invoice layout & wording — Design invoices and reminders in a live editor: letterhead, logo, accent colour, margins, and the wording itself, kept separately per language so documents go out in your customer’s. See Invoice Layout & Wording.
• Document numbering — Define your own numbering patterns for invoices, orders, quotations, and journal entries using fixed text, date tokens, and auto-incrementing counters, with optional locking. See Defaults.
• Cloud storage — Generated PDFs and uploaded documents are filed to secure cloud storage automatically — nothing to configure. See Cloud Storage.
• Custom fields — Define your own fields on customer and vendor transactions (text, amount, date, or select), require them before posting, and teach the AI to read them off the incoming document. See Custom Fields.
• Users & roles — Invite people from the start page, create roles with precise permissions, and hide whole menu areas per role, so each person sees only what they should. See Users & Roles.
• Two-factor authentication — Every account is protected by a code from your phone, set up on your first sign-in. Moved to a new phone? Reconfigure your authenticator yourself from your profile page — the old one keeps working until the new one is verified.
• AI Prompts — Tune how the AI reads and categorises your documents, dataset-wide. See AI Prompts.
• Default email messages — Write the standard wording for each kind of email you send, per language, with variables filled in automatically. See Default Email Messages.
• Email batch jobs — Check on invoice email runs: what sent, what failed, what’s still going. See Batch Jobs.

Data import#

Move onto neoo without re-typing your history — load existing records in bulk at go-live, or top up any time after.

• Bulk import — Paste customers, vendors, sales invoices, customer transactions, vendor invoices, vendor transactions, and GL entries straight from your spreadsheet, with a dry run before anything is written.
• Bank import — Load bank statements via CAMT, as above.