IntuBu › Help centre

IntuBu help centre

214 plain-English guides to IntuBu: invoicing, banking and reconciliation, payroll, inventory, projects, field service, CRM, integrations and the AI employee.

Getting started

What IntuBu is

A double-entry accounting platform for small and mid-sized businesses, with industry editions and a continuous bookkeeping layer.

Setting up a new company

Six steps: account, company details, migration, bank connection, chart of accounts, and your first document.

Business health score

Nine pillars, each scored 0 to 100, with the formula shown so you can reproduce it.

The welcome walkthrough

What the assistant asks on your first sign-in, and how to run it again.

What the assistant will and will not do

Two modes, what each answers from, and why some questions are refused.

How IntuBu compares to Acumatica

Where the two overlap, where Acumatica is stronger, and where it charges separately for things included here.

Migrating from another system (QuickBooks, Xero, Sage and more)

Guided import from 23 systems, with a balance proof before anything is committed.

The help centre and the assistant

Documentation for every feature, and an assistant that answers only from it and shows its sources.

Cash and accrual basis

Cash basis and accrual basis

Accrual recognises revenue when earned and expenses when incurred; cash recognises them when money moves. Every financial report can run either way.

Comparing cash and accrual side by side

Two reports show both bases in adjacent columns with the difference broken out and explained.

Showing cash and accrual together on any report

A third option on the Accounting basis dropdown runs the report both ways and puts the difference beside them.

Banking

Payment platforms and payouts

Stripe, Square, PayPal, Venmo Business, Shopify Payments and Amazon Pay payouts imported with their gross, fee, refund and net split, so the deposit matches the bank.

Payment safety

Vendor-impersonation controls, duplicate detection and positive pay.

Reconciling a bank account

Match your ledger to the statement until the difference is zero, then lock it.

Bank rules

Categorize repeat transactions automatically, in priority order.

Receipt capture

Upload receipts to the Receipts inbox, attach them to bank lines nearby in amount and date, or create an expense straight from one.

Bank feed coverage and gaps

Feed coverage finds the date ranges where an account has no bank data, so a missing week is named rather than invisible — and points you to a statement upload to fill it.

The statement vault

Every bank statement stored against its reconciliation, so the auditor package assembles itself.

Connecting your bank and credit cards (Plaid)

Live transaction feeds through Plaid: connect a bank, map each account to the ledger, and let transactions arrive in the review queue on their own.

The bank review queue

Categorise, match and record what came through the feed: suggestions with a confidence, rule matches, splits, transfers, duplicates, and nearby receipts.

Importing a bank export file (CSV, OFX, QIF)

Upload a CSV, OFX/QFX or QIF export, map the columns once and save the mapping as a template; duplicates are skipped and near-duplicates flagged.

Sales and receivables

Products and services

The catalogue behind every invoice line — what you sell, at what price, posting to which account.

Invoices and estimates

Create, send, track and get paid — with progress invoicing, deposits and recurring templates.

Estimates and quotes

Quote the work, then convert the accepted estimate into an invoice or a purchase order without re-keying it.

Progress invoicing

Bill an estimate in stages — by percentage, by amount, or line by line — with the remainder tracked for you.

Recurring invoices

A saved invoice plus a schedule. Due invoices are created every 15 minutes, as drafts or emailed to the customer, and stop at the end you choose.

Sales orders and backorders

Commit stock to a customer before you ship it, and track what is still owed when you cannot ship it all.

Credit memos and refunds

Credit a customer for a return or an error, then apply it to an invoice or refund it.

Customer statements

A period statement of everything a customer owes, in balance-forward or open-item form.

The customer portal

A tokenised link where a customer can see their documents, download a statement and pay online.

Price levels and rate cards

Charge different customers different prices without editing every invoice by hand.

Revenue recognition schedules

Bill once, recognise over time. The invoice credits deferred revenue and releases it month by month.

Payment reminders and dunning

Up to five reminder steps before and after the due date, emailed with the PDF and a pay link — by hand or automatically every hour — and optionally texted.

All Sales and All Purchases

One stream per side of the business: every document and payment, filterable by date, type and status, each row opening the record.

Contact records

The 360° page for a contact: open and overdue balance, lifetime revenue or twelve-month spend, days to pay, unbilled work, terms, credit limit, tax status and 1099 tracking.

Sales receipts

A sale paid on the spot: one document that records the revenue and the money in the same step, with no receivable.

Proposals

A rich document a client accepts online; acceptance creates the estimate and signs the attached contract in one step.

Contracts and e-signatures

Templates with merge fields, sequential or parallel signing, renewal reminders, and an ESIGN/UETA audit certificate with document and signature hashes.

Retainers

A client pre-funds work; the money is a liability until invoices draw it down, with a rollover policy for what is left at period end.

Subscriptions and plans

Plans with a price, billing interval and trial; customers subscribed to them; renewals run in batches; failed renewals go through dunning on days 1, 3, 5 and 7.

Emailing an invoice (Save & send)

Save & send emails the invoice from your own connected mailbox with the PDF and a link to view and pay online; without a mailbox you can mark it sent or download the PDF instead.

What your customer sees: accepting a proposal and signing a contract

Each proposal and each contract signer gets a private link: the customer reads it and accepts or signs by typing their name, with no account to create. Sequential signers are emailed in turn.

E-invoices (Peppol BIS Billing 3.0)

Download a finished invoice or credit memo as a Peppol BIS Billing 3.0 UBL XML file, after checks on your company and customer details. Delivering it over Peppol needs your own access point.

Collections

The collections worklist

A prioritized queue of who to chase, not an aging report sorted by date.

Credit limits and credit holds

Stop new work for a customer who is over their limit or has stopped paying.

Promises to pay

Record a commitment, then check it against the ledger rather than taking it on trust.

Invoice disputes

Park a contested amount without pretending it was paid or giving it up.

Writing off a bad debt

Give up on a receivable properly — the revenue stays, the receivable becomes an expense.

Applying payments to invoices

Suggestions that say which rule matched and how confident they are.

Purchases and payables

Purchase requisitions

An internal request approved before it becomes a commitment to a vendor.

Purchase orders and three-way match

Order, receive, then bill — and the system refuses to let the three disagree quietly.

Bill approval workflows

Multi-step approval by amount, vendor or account — with the audit trail that makes an approval mean something.

Vendor credits

A credit from a supplier — apply it to an open bill or take the refund.

Expenses, receipts and mileage

Out-of-pocket costs, card spend and mileage — captured, coded, and billed on to a customer where they belong.

Paying bills

Pick the bills, choose the account and method, take any early-pay discount, and post the payments — printed checks queue up, external payments are marked as paid.

Expense claims

Employees submit out-of-pocket costs; policy breaks are flagged for the approver rather than blocked; approval settles the claim as a bill or through payroll.

Inventory

Landed cost

Capitalise freight and duty into the cost of the goods rather than expensing it.

Bundles and kits

Sell a kit as one line and relieve every component from stock.

Returns (RMA)

Authorise, receive, disposition and credit a customer return.

E-commerce sales: bringing in online store sales

IntuBu does not connect directly to Shopify, Amazon, Square or WooCommerce yet. Payouts come in under Banking → Payment platforms and orders through Import, posting the same entries a connection would.

Serial numbers and lot tracking

Follow an individual unit or a batch from receipt to customer, with expiry dates and full recall traceability.

Units of measure

Buy in cases, hold in eaches, sell in either — with one conversion definition doing the arithmetic.

Bills of material and work orders

Define what a finished good is made of, then build it — components out, finished goods in, cost carried across.

Stock counts and adjustments

Count what is on the shelf, post the difference, and see it as a cost rather than a silent change.

Receiving on the dock and directed putaway

Receive against a PO with over/short/damaged exceptions; each line gets a suggested bin, and the ledger gets exactly the good units.

Waves, pick paths, packing and ship confirm

Release orders into a wave, pick in bin order with a scanner, pack into cartons, and ship-confirm so COGS posts at scan time.

Cycle counts by ABC against a frozen book

A monthly, B quarterly, C annually; the book quantity is frozen when the sheet is cut so a receipt mid-count is not a phantom variance.

The warehouse floor dashboard

What is waiting at each station — receiving, putaway, release, waves, picks, pack, ship, counts — with count accuracy and picker productivity.

Buying shipping labels at the pack station (EasyPost)

Connect your own EasyPost account, then Buy label on a packed carton: compare carrier rates, buy, print, and refund an unused label. Postage posts to Postage & Shipping against Postage Payable – EasyPost.

Projects and time

Projects and job costing

Attach income and cost to a project at header or line level and see real margin.

Splitting one cost across several projects

One cheque, several jobs: allocate the amount by percentage, hours or dollars and each job carries its own share.

Cost codes

A second dimension beneath the project, so job cost breaks down by phase or trade rather than one lump.

Time tracking

A timer or a timesheet, costed at the employee rate and billed at the customer rate.

Billable expenses and markup

Costs incurred for a customer, passed through at cost or with a markup, and never billed twice.

Payroll

Running payroll

Four steps — pay period, hours and earnings, preview, submit — with each employee's taxes and deductions shown before anything posts. IntuBu calculates and posts payroll; it does not pay employees or file returns for you.

Employees and contractors

The employee record — pay type, rate, overtime, W-4, deductions, burdened cost, bill rate and work state — and the contractor list of 1099-tracked vendors with year-to-date payments.

Payroll tax centre

What payroll owes, the states your employees work in with their withholding rates, Form 941 and W-2/W-3 prepared for you to file, and recording the tax deposits you make.

Payroll year-to-date import

For a mid-year switch: load each employee's year-to-date wages and withholdings so wage limits are applied correctly and W-2s cover the whole year.

Accounting and the general ledger

Registers

A running bank-register view of any balance sheet account.

Loans

Amortisation schedules that split each payment into principal, interest and escrow.

Closing a period

Work the checklist, set the closing date, and lock the past.

The chart of accounts

Around 65 accounts seeded for your entity type and industry, with system accounts you should not delete.

Multi-currency

Invoicing and billing a customer in a foreign currency, with the gain or loss on revaluation posted for you.

Manual journal entries

The direct route to the ledger, for what no document covers — with the guardrails that keep it honest.

Copying transactions and lists between entities

Duplicate invoices, bills, journals, items or customers into other companies as drafts with their own numbers; standing mirror rules keep lists in step.

GL automation

Recurring journal entries

The same journal every period, posted automatically or held as a reminder.

Reversing entries

Post the mirror image of a journal on a later date — manually or scheduled.

Prepaid expense amortization

Spread a prepaid cost over the months it covers, one posting per period.

Cost allocations

Push pooled overhead out across departments, locations or projects by percentage, account balance, or a driver like headcount.

Statistical accounts

Non-financial figures — headcount, square feet, machine hours — used as allocation drivers and per-unit metrics.

Multi-book and fixed assets

Depreciation methods

Straight line, declining balance, sum-of-years, units of production and MACRS.

Multi-book accounting

Run GAAP, tax and internal views of the same events in parallel — one asset depreciating two ways at once.

Fixed assets

The asset register: what you own, what it cost, what it has depreciated, and what it is worth now.

Multiple companies

Running multiple companies

One login, many companies, completely separate books. Switch from the dropdown at the top.

Intercompany transactions and eliminations

Move money between companies in a group and remove those trades from consolidated figures.

Taxes

Year-end tax package

Everything your tax preparer asks for, assembled as one document for the right form.

Deduction radar

Deductions your books suggest you may be missing, with what to do about each.

VAT and GST

Value-added tax, where the tax you pay on purchases offsets the tax you charge.

Sales tax and nexus

Rates by jurisdiction, economic-nexus thresholds tracked as you approach them, and returns prepared by state.

Quarterly estimated taxes

What to send the IRS this quarter, by safe harbour or by annualised income, with the reasoning shown.

1099 preparation

Contractors tracked all year, card payments excluded, W-9s and tax IDs checked, and a readiness list of who meets the threshold. IntuBu prepares the list; it does not file 1099s or send recipient copies.

Sales tax: rates, the centre, and the liability report

Where the rate comes from, which lines it applies to, what the tax centre owes versus what a period report shows, and the warning you get when no rate exists.

E-filing sales tax with TaxJar (E-file)

Taxes → E-file (TaxJar) sends a period's invoices, sales receipts and credit memos to your own TaxJar account, where AutoFile files and pays the returns. Re-sending updates rather than duplicates.

Reports

Scheduled report delivery

A report that arrives by email on a schedule without anyone opening the app.

Spreadsheet export

A flat, machine-shaped version of any report for Excel or Google Sheets.

SaaS metrics

ARR, MRR, churn and cohorts derived from the ledger, so they cannot disagree with the accounts.

Management packs

A cover page, your chosen reports and your commentary, generated as one document.

Adding a chart to a report

Put a graph above or below any report, saved with it, re-drawn every time the report runs.

Budget vs actual reporting

Budget, actual, variance in amount and percent — by account, class, project or department.

The custom report builder

Build a report from any data in the system — columns, filters, grouping and totals — then save and schedule it.

A live link to Excel, Power BI or Tableau (OData)

Your books are published as a read-only OData feed. Connect Excel, Power BI or Tableau with an API key as the password, and Refresh re-reads the live ledger.

Budgets and forecasting

Budget scenarios

The same year modelled several ways — base, best, worst — and compared.

Rolling forecasts

A projection that re-bases on actuals as each month closes.

Burn rate, runway and ARR

How much cash is going out each month, how long it lasts, and what recurring revenue is doing.

Cash flow planner

What is actually going to land in the bank, and when, from the documents already in the books.

Can I afford it?

Whether a purchase or a hire leaves enough cash, and what that answer assumes.

Continuous bookkeeping

Flux analysis

Period-over-period variance with commentary that can only quote figures actually in the data.

Exception routing

Where each kind of ambiguity goes, how urgent it is, and how long it may sit there.

Engine performance

How well the automation is actually doing on your books, with every figure defined.

The Bookkeeping Command Center

Everything between your books and a clean close, as a pipeline with four lanes.

The close-readiness meter

A 0–100% score over the eight things that block a close, with the arithmetic shown.

Owner asks

One specific question with one answer — never a thread.

What the AI has learned

Every learned fact in plain English, editable and switchable.

Confidence thresholds and evidence

Nothing posts silently below the threshold, and every automated posting records why.

Anomaly detection

Transactions that do not look like your normal, surfaced with what makes them unusual.

The catch-up engine

Months of neglected books worked oldest-first, one month at a time, with visible progress.

Industry benchmarking

Your margins, ratios and cost structure against comparable businesses, with the sample size shown.

Industry editions

Funds and grants

Restricted and unrestricted tracking, and the statements a nonprofit actually files.

Industry editions

Seven packs that rename the product for your trade and add the screens it needs.

API, webhooks and security

API keys

Scoped, revocable keys for machine access to your company data. Shown once, stored only as a hash, and never able to reach settings, people or security.

Webhooks

Signed HTTPS callbacks when something happens, with automatic retries.

Single sign-on (SSO)

Signing in through your own identity provider (SAML) is not available yet. People sign in with their email, password and two-factor authentication.

Sync review

Review a change list against the cloud books before it is applied: additions, changes, deletions and conflicts, each approved or left.

Workspaces and access

Company Admin or Accounting Professional

The choice made at signup, and what changes because of it.

Inviting people to your books

Add a colleague, or an outside accountant, and choose exactly what they may do.

Working as an accounting practice

Your client list, adding a client, and handing a company over to its owner.

The four workspaces

Accounting, CRM, AI Employee and Marketing — one product, partitioned so nobody has to scroll past tools that are not theirs.

Giving people access to a workspace

A matrix of users against workspaces, evaluated before any other permission.

Seeing financial detail from CRM

Cross-scope grants let a rep see a balance without giving them the books.

CRM

What the CRM is for

A pipeline that knows what the books know — the same companies, the same money.

The pipeline and its stages

Stages carry a probability and explicit won/lost flags, and can require fields before a deal may move.

Converting a lead

One step turns a lead into an account, a contact and an opportunity — and optionally a customer.

The customer 360 view

One company: pipeline, invoices, cases, projects and campaigns on a single screen.

Support cases

A queue ordered by severity then by how close the promise is to being broken.

Linking a CRM account to an accounting customer

Explicitly joining the two records is what makes balances, invoices and lifetime value appear in CRM.

Turning an opportunity into a quote or invoice

One click creates the accounting document, creating the customer first if it does not exist.

AI employees

What the AI employees can be asked to do

The full list of tasks, and what each one requires before it will run.

What the AI employees are

A roster of named employees whose every action is a task you can read, approve, and undo.

The roster

Named employees with explicit competence boundaries, sharing one runtime and one memory.

Trust and autonomy

Five levels deciding how much runs without a person — with limits that no level can override.

The controls that run before anything else

Nineteen named rules, evaluated on every task, with every result logged — including the ones that passed.

Approving, rejecting and undoing a task

The plan is what you read before; the steps are what happened after.

Work that cannot be undone

Running payroll and filing a return are final, and nothing here pretends otherwise.

Ask your business

Plain questions answered from real queries across accounting, CRM and marketing — never from a guess.

What the AI employees can read

Twenty data sources across every module, each gated by the same workspace rules that gate a screen.

What the employees remember

Decisions, precedents and policies with their reasoning — visible, listed and individually deletable.

When the assistant’s reply shows a 🤖 label

Some help answers are written as a reply by a language model, from the Help centre article and nothing else; the article is always one click away and every figure comes from it.

Marketing

Email campaigns and sequences

One-off sends and multi-step sequences, with consent enforced on every path.

Social posts

Drafting, scheduling and publishing to social channels, with the same approval gate as everything else.

Paid media

Ad spend recorded against campaigns, and return measured from revenue rather than clicks.

SEO and site audits

Technical and content checks on your site, with each finding tied to what it affects.

What the Marketing workspace does

Campaigns, content and sends, attributed against revenue the ledger actually recorded.

Campaigns and their return

Spend against won revenue, drawn from CRM rather than estimated.

Audiences and segments

Saved queries over CRM data — live or frozen — that only ever count people who opted in.

Consent and the suppression list

A suppressed address is unreachable by every send path — checked before a send is even proposed.

The content quality gate

Twelve deterministic checks a draft must pass before it reaches an approver.

The brand kit

One logo, palette, voice and boilerplate, consumed by templates, content and invoices alike.

Field service

Service orders and the dispatch board

Raise a job, put it on a technician's day, and walk it from scheduled to invoiced; the customer is told at each step.

Customer equipment and warranty

Register what you service; warranty is worked out from the install date and applied at billing, with a claim raised against the vendor.

Service contracts and preventive maintenance

Coverage, SLA and entitlements per customer; PM schedules by time or meter that raise their own service orders.

The technician's day: parts, labour, signature, invoice

My day on a phone: on my way, arrived, parts off the truck, the labour timer, a quote on site, the customer's signature, and an invoice at completion.

The service dashboard, profitability and warranty claims

Today at a glance — visits, unassigned, in progress, emergencies, SLA breaches, PM due, warranties expiring — plus per-order profitability and claims against vendors.

Routing a technician's day and site locations

The Route button orders a technician's visits for the least driving, shows the saving, opens the route in Google Maps and can re-time the day. Sites need coordinates, which Look up finds from the address.

Importing and exporting

Data tools

Bulk create, edit, void and reverse across many records at once, with a preview first.

Importing income and expenses from a spreadsheet

Drop a CSV in, check the columns we matched for you, and import — with every row you could not use listed first.

How columns are matched automatically

Three signals — the header, the shape of the values, and whether the values are already names in your books.

Saved import formats

Name a mapping once and the next file with the same columns maps itself.

Undoing an import

Every import is recorded as one act and can be reversed in full.

Exporting to CSV

Every list and every report exports with one click, matching exactly what is on screen.

Saved export layouts

Choose the columns, order, labels and formats you want, then save that arrangement as the default for the screen.

Exporting to PDF, Excel, Word and PowerPoint

Any list or report, in the format the reader needs — with your saved column layout applied to all of them.

Bringing your books from QuickBooks Desktop (IIF) or GnuCash

Easy Switch reads QuickBooks Desktop .IIF exports and GnuCash books directly — full history, or opening balances as of a date — then stages them for the usual review and acceptance.

Email, calendar and chat

Connecting your email

Link Gmail, Outlook, Yahoo, iCloud or any IMAP or POP mailbox so messages are matched to the customers they belong to.

Connected app credentials

Registering your own Google or Microsoft application, so people can sign in with one click.

Sending email from IntuBu

Messages go out through your own connected mailbox and file themselves against the customer.

Meetings and calendar invitations

Send invitations that show Accept and Decline, and keep your connected calendar out of your booking availability.

Letting customers book a meeting

A shareable link where somebody picks a time from your real availability, with no account needed.

Chat

Channels and direct messages inside the product, including guests who have no account.

Text messages (SMS) through your own Twilio account

Connect your own Twilio account to text customers payment reminders and service visit notices. STOP replies are honoured automatically, and every text is logged with what Twilio said.