Neo-Ledger Documentation

Cloud Storage

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Cloud Storage #

Neo-Ledger can store generated documents (invoices, credit notes, statements) directly in cloud storage. Connecting a cloud drive is optional but strongly recommended — it means every PDF you generate is automatically saved and accessible from anywhere.

Supported services #

Google Drive — stores documents in a folder in your Google Drive (or a Shared Drive)

Note: Cloud storage integration must be enabled by your system administrator. The Connect Google Drive button only appears if the API keys have been configured on the server.

Customers

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Customers #

Your customer records are the foundation of everything in Accounts Receivable — invoices, transactions, payments, and reminders all pull their defaults from here. Keeping customers complete and accurate means less manual entry on every document you create.

Navigate to AR → Customers to view, add, and edit your customers.

Customer list #

The list shows all your customers. Click any customer’s name or number to open their record for editing.

Dashboard Overview

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Dashboard Overview #

The Dashboard is your starting point in Neo-Ledger — it gives you access to all your datasets and lets you manage your account settings in one place.

Layout #

The dashboard header contains:

Logo / Product name — displayed in the top-left.
Refresh button — reloads the list of datasets.
Settings menu — a gear icon that expands to give you:
- Dark / Light mode toggle — switches the UI theme for your session and saves the preference.
- Language selector — changes the UI language. Neo-Ledger supports multiple languages; your selection is saved and applies on subsequent logins.
- Logout — ends your session.

Your datasets #

The main area shows all datasets you have access to as cards. Each card displays:

Vendors

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Vendors #

Your vendor records are the backbone of everything in Accounts Payable. Vendor invoices, transactions, payments, and reminders all draw their defaults from here — and the bank details you record on a vendor are what Neo-Ledger uses when it produces a payment file or sends a payment through Amnis, Konfipay, or Revolut.

Navigate to AP → Vendors to view, add, and edit your vendors.

Vendor list #

The list shows all your vendors. Click any vendor’s name or number to open their record for editing.

Creating a Dataset

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Creating a Dataset #

Neo-Ledger organises your accounting into datasets — one per company. Each dataset has its own chart of accounts, users, transactions, and settings, keeping everything cleanly separated.

Who can create datasets? #

Dataset creation permission must be granted by your system administrator.

The Create Dataset dialog #

Click + New Dataset on the dashboard to open the creation dialog. Fill in the following fields:

Inbox

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Inbox #

Drop a vendor invoice or customer document into the Inbox and Neo-Ledger does the data entry for you. The AI reads the file, creates the matching AP or AR transaction, and links the original document so it’s always one click away. You review the result and post — no typing field by field.

Navigate to Document Management → Inbox to open the page.

Two ways to send documents in #

Upload from the page #

The page has two upload zones side by side:

Sales Invoice

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Sales Invoice #

Sales invoices let you bill customers for services, track payments, and generate professional PDFs — all in one place. Navigate to AR → Sales Invoice to create or open an invoice.

Before you begin #

To create a sales invoice you need:

At least one customer set up in the system (AR → Customers)
At least one AR record account configured in your chart of accounts (an account with the AR link — see Record account below)
At least one payment account configured (an account with the AR_paid link — see Payment account below)
At least one service in the catalogue, or you can enter descriptions manually

Header section #

Customer #

Select the customer from the dropdown. Type to search by name or number. When a customer is selected, their address, credit limit, and remaining credit are shown below the field.

Users & Roles

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Users & Roles #

Neo-Ledger controls dataset access through roles — named sets of permissions you assign to users. Define what each role can do, then invite people and give them the right role. This page covers both.

For an overview of access levels, see Inviting Users to a Dataset.

Creating and editing roles #

Navigate to System → Roles.

Role fields #

Field	Description
Description	A human-readable name for the role shown to admins (e.g. “Senior Accountant”, “Read-Only Auditor”)
Access Controls	The set of permissions granted to users holding this role

Permission structure #

Permissions are grouped by module. Each group has a parent checkbox (selects/deselects all in the group) and individual sub-permissions:

Vendor Transaction

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Vendor Transaction #

Use a Vendor Transaction when you need to post a vendor accounting entry directly to your general ledger accounts — to record an expense, an adjustment, or to process an incoming invoice. Most vendor invoices reach this form automatically through the Document Inbox, pre-filled and ready for review.

Navigate to AP → Transaction to create or open a vendor transaction.

Document Inbox and automated transactions #

When your team uploads vendor invoices through Document Management → Inbox (or forwards them to the dataset’s inbox email), Neo-Ledger reads and processes them automatically. Each document lands as a ready-to-review Vendor Transaction with the vendor, amounts, dates, and accounts already filled in. The original PDF stays attached. Review the transaction, correct anything the AI got wrong, and post — or send it to a workstation for sign-off.

Approvals

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Approvals #

This is your queue. Anything routed to a workstation you’re a member of shows up here, ready for you to review and approve. The page replaces the “who has the file?” problem with a clear, shared list — every reviewer sees the same view.

Navigate to Stations → My Workstations to open the page.

If you don’t see any stations and you expect to, ask your administrator to add you to a station — see Manage Workstations.

AR Transaction

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AR Transaction #

Use an AR Transaction when you need to post a customer accounting entry directly to your general ledger accounts — to record an adjustment, correct a posting, or process a document that arrived from outside Neo-Ledger. If you want to keep service-based records of your sales, use a Sales Invoice instead, which is built around the service catalogue.

Navigate to AR → Transaction to create or open an AR transaction.

Defaults

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Defaults #

System → Defaults holds the core settings that drive your dataset: your company details, financial behaviour, accounting defaults, document numbering, and email configuration. It is organised into five tabs: Company, Settings, Accounting, Number Sequences, and Email.

Company tab #

Basic information about your company. This data appears on documents such as invoices and statements.

Field	Description
Company Name	Your company’s full legal name. Printed on documents.
Business Number	Your tax or registration number (e.g. VAT number, company registration).
Address	Free-form address block for legacy template use.
Street Name	Street name component of your address. Max 64 characters.
Street Number	Street number. Max 255 characters.
Address 2	Second address line (c/o, suite, etc.). Max 64 characters.
Postal Office	Post office box or postal office identifier. Max 64 characters.
ZIP / Postal Code	Postal code. Max 32 characters.
City	City. Max 64 characters.
State / Province	State or province. Max 32 characters.
Country	Country. Selected from a standard list.
Phone	Company phone number. Max 20 characters.
E-mail	Company email address (used as reply-to on outgoing documents).
Website	Company website URL.

Settings tab #

Financial #

Field	Description
Annual Interest	Default annual interest rate applied to overdue invoices (as a percentage).
Late Payment Fee	Default late payment fee charged when invoices are overdue.
Weight Unit	Unit of weight used in service descriptions (e.g. `kg`, `lbs`).
Term (days)	Default payment term in days applied to new invoices and orders.

System Options #

Option	Description
Type of Contact	Controls whether contacts are categorised as Customer/Vendor, Organisation/Individual, or another scheme. Determines which contact fields are shown.
Reporting Method (Cash)	When enabled, reports use the cash basis (revenue/expense recognised when cash changes hands) instead of the default accrual basis.
Hide Closed Accounts	Hides accounts marked as Closed from account-selection dropdowns during data entry. Closed accounts remain visible in reports.
Line Tax	When enabled, tax is calculated per line item rather than on the invoice total. Note: changing this setting after transactions have been posted can affect historical calculations. This option may be locked if transactions already exist.
Sort Names by Number	Sorts contact names in search results and dropdowns by their assigned number rather than alphabetically.
XeLatex	Use XeLaTeX (instead of LaTeX) for PDF generation. Required if your templates contain non-Latin characters or special fonts.
Payment File	When enabled, the payment file checkbox is automatically checked on new AP transactions. Posting a transaction with this checkbox on adds it to the Payments screen, where it can be exported or uploaded to a linked bank for automated payment.
Payment File for Workflow	Controls whether AP transactions created through the automated document workflow have the payment file checkbox on or off by default. The payment entry is only created once the document is approved. Payments still need to be exported or uploaded from the Payments screen before they are sent.

Accounting tab #

Default ledger accounts used for automatic postings. Selecting an account here means you don’t have to specify it manually on every transaction.

Inviting Users to a Dataset

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Inviting Users to a Dataset #

Neo-Ledger uses a role-based access control system. You first create roles that define what someone can do, then invite users and assign them one or more roles.

Who can invite users? #

Only users with an access level of Owner or Admin on a dataset can manage users and roles for that dataset.

Step 1 — Create roles #

Before inviting anyone, set up the roles that define what they can access. Go to System → Roles.

CAMT Import

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CAMT Import #

CAMT Import is how bank statements get into Neo-Ledger. Drop in one or more CAMT.053 (statement) or CAMT.054 (debit/credit notification) XML files; Neo-Ledger groups the entries by bank account, you confirm which Neo-Ledger account each group belongs to, and one click imports the lot. Imported lines land in Bank Matching ready to match against your invoices.

Navigate to Document Management → Bank Import to open the page.

Chart of Accounts

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Chart of Accounts #

Your Chart of Accounts (CoA) is the backbone of your accounting — every transaction in Neo-Ledger posts to one or more accounts defined here. Getting it right up front saves you from re-posting later. Go to System → Chart of Accounts to review and manage your accounts.

Account list #

The account list shows all accounts in your chart. Columns include:

Column	Description
Account Number	Unique identifier for the account. Click to open the account editor.
Description	Human-readable account name.
Type	Account type: Asset, Liability, Equity, Income, or Expense.
Contra	A `*` indicates this is a contra account (e.g. accumulated depreciation).
Link	Indicates special system links (AR, AP, Tax, etc.).
Closed	Shown if the account is closed.
Categories	Dashboard grouping tags assigned to this account. Does not affect journal or financial reports.

Use the Export button to download the list to Excel, or Print to generate a printable PDF.

Recurring Invoices

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Recurring Invoices #

Neo-Ledger can automatically create invoices on a repeating schedule — daily, weekly, or monthly — so you don’t have to recreate the same invoice by hand each period. You set up the invoice once, define the schedule, and Neo-Ledger takes care of the rest.

Navigate to AR → Recurring Invoices to see all your configured schedules.

Your recurring invoice schedules #

The list shows all active and inactive recurring schedules. For each one you can see:

Bank Matching

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Bank Matching #

Bank Matching is where bank statement lines meet your ledger. Every credit and debit imported from your bank gets matched to the invoice, payment, or GL posting that explains it. Most of this can be automated — by rules you write, or by the AI when you drop a supporting PDF on the row — but the page also gives you full manual control when you need it.

Batch Email Invoices

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Batch Email Invoices #

Instead of opening each invoice individually to send it, Neo-Ledger lets you email or print any number of invoices in one go. You can also track which invoices have already been sent and mark them accordingly.

Navigate to AR → Batch → Batch Email Invoices.

Finding the invoices you want to send #

Search for invoices using any combination of filters:

Filter	Description
Customers	Narrow to a specific customer.
Customer Number	Narrow by customer number.
Invoice Number	Find a specific invoice.
Description	Search by invoice description.
Transaction Date From / To	Filter by date range.

You can also filter by send status:

Taxes

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Taxes #

Neo-Ledger automatically calculates and posts tax on your transactions — but it needs to know which rates apply. Go to System → Taxes to configure the tax rates for your dataset.

How taxes work in Neo-Ledger #

Tax rates in Neo-Ledger are linked to Chart of Accounts entries. An account must first exist in your chart (with the appropriate Tax link assigned) before it can appear in the tax configuration. This means:

Consolidate Invoices

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Consolidate Invoices #

If a customer has several open invoices, you can merge them into a single invoice — making it easier for the customer to pay and simpler for you to track. Navigate to AR → Batch → Consolidate Invoices.

How it works #

When you open the page, Neo-Ledger automatically loads all open (unpaid) AR invoices and groups them by currency, AR account, and customer. Each customer group shows how many invoices they have outstanding and the combined total.

Currencies

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Currencies #

Neo-Ledger can handle transactions in multiple currencies. Add any foreign currencies your business works with at System → Currencies, and Neo-Ledger will track exchange rate differences automatically.

Your base currency #

The base (home) currency is set when the dataset is created via the Chart of Accounts template. It cannot be changed after creation. All reports and account balances are expressed in the base currency.

Adding a foreign currency #

Click Add Currency to open the dialog.

Payments

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Payments #

Once an AP transaction has been approved, it lands here as an outgoing payment ready to leave your bank. From this page you can produce a standard PAIN.001 file for any bank in the world, or — if you’ve connected one of the supported providers — push payments out directly.

Navigate to Stations → Bank Payments to open the page.

Pick a bank account first #

Everything on the page is scoped to the Bank Account you choose at the top. Until a bank account is selected, the action buttons stay disabled.

Bank Accounts

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Bank Accounts #

Linking your bank accounts in Neo-Ledger makes QR bill generation, reconciliation, and automated imports work. Go to System → Bank Accounts to set them up.

The bank account list #

The list shows all configured bank accounts. Use the Export and Print buttons to download or print the list.

Click an account number in the list to open the editor.

Account fields #

Bank Information #

Field	Description
Bank Name	Name of the bank (e.g. `UBS`, `Credit Suisse`, `HSBC`). Required.
Closed	Marks the account as inactive. Closed accounts are hidden from payment dropdowns.
Bank Routing/Sort Code	The bank’s routing number, sort code, or BIC/SWIFT code.
Bank Account Number / IBAN	Your account number or IBAN.
QR-IBAN	Your Swiss QR-IBAN. Required for generating Swiss QR bills on invoices. See Swiss QR invoices below.
Invoice Description QR	Text shown in the Additional information field of the QR bill. Supports variables. Maximum 55 characters.
Structured Bank Info	Structured reference data embedded in the QR code. Supports variables. Maximum 85 characters.

Account Details #

Field	Description
Account (GL)	The linked ledger account in your Chart of Accounts. Transactions posted to this bank account will debit/credit this GL account.
Currency	The currency this bank account operates in.
Description	A descriptive name for internal use (e.g. `Main Operating Account`, `EUR Payments Account`).

Address (optional) #

You can record the bank’s address for reference. This information may appear on generated payment documents.

Reminders

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Reminders #

Neo-Ledger can send payment reminders to customers with outstanding invoices. There are three escalating reminder levels — a gentle first notice, a firmer follow-up, and a final reminder — each with its own email template and PDF layout. You control which level each invoice is at and can email or print reminders for many invoices at once.

Navigate to AR → Batch → Reminder.

Finding invoices that need reminders #

Use the search filters to pull up the invoices you want to work with:

Document Templates

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Document Templates #

Neo-Ledger generates professional PDF documents — invoices, credit notes, statements — using LaTeX templates. If you need to adjust the layout, wording, or branding on any document, go to System → Templates.

Each document type (sales invoice, vendor invoice, statement, etc.) has its own template file. The template language was selected when you created your dataset.

Viewing templates #

Use the Select Template dropdown to choose a template to view or edit. Templates are organised by document type.

Manage Workstations

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Manage Workstations #

Workstations are how Neo-Ledger handles sign-off. When AR or AP transactions need a second pair of eyes before they post, you route them to a workstation, and the users assigned to that workstation see them on their Approvals page. For Accounts Payable, workstations also enforce approval limits — capping how much any one user can post.

Navigate to Stations → Manage Stations to set them up.

Administering workstations requires the stations.manage permission. The end-user view of workstations is at Approvals.