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Setting Up a Dataset

A new dataset needs a handful of things set up before you can work in it. Take them in order: each step leans on the one before it.

  1. Users & Roles — invite team members and define their permissions
  2. Defaults — company information, financial settings, and accounting defaults
  3. Chart of Accounts — review, add, and configure your accounts
  4. Taxes — set up tax rates and codes
  5. Services — define what you sell, with its price, revenue account and VAT
  6. Currencies — add foreign currencies if needed
  7. Bank Accounts — link bank accounts for reconciliation
  8. Invoice Layout & Wording — design your invoices and reminders
  9. Manage Workstations — configure approval routing for AR and AP

Document storage needs no setup: uploaded documents are stored automatically and invoice PDFs are always available — see Document Storage.

Moving from another system? Once the steps above are done, Importing Your Data loads your existing customers, vendors, invoices and opening balances in bulk — the order matters, so read it before you start.

Three more you can set up whenever the need arises — none of them is required to start:

  • Custom Fields — add your own fields to customer and vendor transactions, and let the AI fill them from the document.
  • Projects & Departments — report profit and cost per engagement, team, or branch without inventing new accounts.
  • Default Email Messages — the standard wording for the invoices and reminders you send, per language.

Setup done? The best test is real work: send your first sales invoice, forward a supplier bill to the Document Inbox, then import your first bank statement and match it.

In this section

Users & Roles

Control what each team member sees and does: manage users, roles and invitations from the Manage Dataset dialog, with permissions grouped by app menu.

Defaults

Company details, VAT method, document numbering, email and custom fields. You set most of this once when the dataset opens and rarely touch it again.

Chart of Accounts

Add accounts, group them, decide where they turn up in forms, and tag them with the categories that drive the dashboard.

Taxes

Configure tax rates and tax keys; control how tax is calculated and posted on AR and AP transactions.

Services

Your catalogue of what you sell: define a service once with its price, its revenue account and its VAT, and every invoice line after that fills itself in correctly.

Currencies

Add foreign currencies your business works in; neoo tracks exchange rate differences automatically.

Bank Accounts

Attach IBAN, QR-IBAN, and QR-bill details to your payment accounts so Swiss QR invoices, payment files, and bank reconciliation work.

Invoice Layout & Wording

Design your invoices and reminders in a live editor: letterhead, logo, colours, margins and the wording. You open it from any invoice.

Manage Workstations

Who signs off on which transactions before they post, up to what amount, and where incoming documents get routed.

Custom Fields

Capture the information your business needs on customer and vendor transactions — a cost centre, an order reference, an approval number — and teach the AI to read it off the document for you.

Document Storage

Documents you upload or send in by email are stored securely and automatically, and your invoice PDFs are always available — no setup on your side.

Projects & Departments

Track profit and cost below the account level — per engagement with projects, per team or branch with departments — then read the result back out of your income statement.

Default Email Messages

Write your invoice and reminder wording once per language, and every email goes out sounding like you — in your customer's language, without anyone retyping it.

AI Prompts

Give the AI standing, dataset-wide instructions for reading and booking your inbox documents — correct a recurring mistake once instead of fixing it on every batch.

Batch Jobs

Follow the progress of your invoice and reminder batches — see what was sent, what failed and why, and cancel or clean up jobs.

Importing Your Data

Move your existing customers, vendors, invoices and balances onto neoo by pasting them straight from your spreadsheet — what has to exist first, what the columns are, and how to check before you commit.