Log money in and out

What this does

Every rand your business takes in or pays out should be written down. In Worklog you do that with three tools: Log income for money coming in, Log expense for money going out, and Quick Log (the gold button) when you just want to say what happened and let Worklog sort it out. They all save to the same place, so your Profit & Loss, cash flow and tax numbers stay up to date on their own.

Before you start

• You can log money without setting anything else up. But if you have added your bank accounts, each entry starts on your default account and you can change it to the right one.
• If you have added your VAT number in Tax & SARS, income you log is treated as VAT-inclusive and Worklog works the VAT out of the amount for you.
• Every entry gets its own reference number once saved — INC- numbers for income, EXP- for expenses (cash-ups get CSH- and transfers TRF-) — so you can point at a specific entry when talking to your accountant or checking a statement line, the same way you already can with an invoice number.
• You do not have to fill in every field. Amount is the only thing you must enter.

Log money coming in

Use this when a customer pays you — cash in hand, an EFT, a card swipe, anything.

1. Open Log income.
2. In Amount (R), type what you received, for example 450. This is the full amount that landed in your hand or account.
3. Check the Date. It defaults to today.
4. Next is a tick box that says "This is personal money, not business income". Leave it off for a normal sale. Only tap it when you are putting your own money into the business from your own pocket — that is kept separate from your business totals and tax.
5. Under Received from, start typing the customer or company name. If they are already a saved contact you can pick them from the list with the List button; otherwise just type the name. This field is optional.
6. If the payment settles an invoice you sent, pick it in the invoice matcher that appears. Worklog ticks the option to mark that invoice paid for you when the payment covers it — leave it ticked, or untick it if you do not want that yet.
7. If it is not against an invoice, type a short description in What for?, like Gate fix or Braai catering. As you type, Worklog may suggest a SARS category underneath — tap one to use it, or just carry on typing.
8. Right below What for? sits Set category. If you tapped a suggestion it is already filled in; otherwise tap it and pick the heading this money falls under. This is what files the entry on your reports — money against no invoice and no category sits under Uncategorised and shows in Banking as "Needs a home".
9. If you are VAT registered, a VAT treatment choice appears on a cash sale — Standard-rated (15%), Zero-rated (0%) or Exempt. Leave it on Standard-rated for a normal sale.
10. Near the bottom, check the Bank account the money went into. It is already set — to your default account, or to the account you were standing in if you came from Banking — and the Payment method under it follows the account on its own (EFT for a bank account, Card for a card account, Cash for a till). You only touch either when the money moved differently.
11. Add anything extra under Details if you like.
12. Tap Log income to save.

Log money going out

Use this for anything you pay for — fuel, stock, materials, a supplier bill.

1. Open Log expense.
2. In Amount (R), type what you paid.
3. Check the Date. It defaults to today.
4. Next is a tick box that says "This is personal money, not a business expense". Leave it off for a normal business cost. Only tap it when you are taking money out of the business for yourself — that is kept separate from your business totals and tax.
5. Under Paid to, type or pick the supplier you paid, using the List button to choose a saved one. This is optional.
6. If this payment settles a supplier invoice you recorded, pick it in the matcher that appears and tick the option to mark it paid.
7. If it is not against a bill, type what it was for in What for?, like Fuel at Engen or Cement. Worklog may suggest a SARS category as you type — tap one if it fits.
8. Right below What for? sits Set category. If you tapped a suggestion it is already filled in; otherwise tap it and pick the heading this spend falls under, so it lands in the right place on your reports instead of Uncategorised.
9. If you are VAT registered, a VAT treatment choice appears — Standard-rated (15%), Zero-rated (0%) or Exempt. Leave it on Standard-rated for a normal purchase, and a blue box shows the VAT inside the amount that you claim back on your VAT201.
10. Tick "I have a receipt or proof for this" if you kept the slip. Nothing is uploaded — Worklog only records that you have it, so you can find the claims with no proof behind them later.
11. Near the bottom, check the Bank account the money came out of — already set to your default account, or to the account you were standing in if you came from Banking — and the Payment method under it, which follows the account on its own. You only touch either when the money moved differently.
12. Add extra notes under Details if you want.
13. Tap Log expense to save.

Move money between your own accounts

Moving your own money from one account to another — cash into savings, a top-up from the cheque account — is a transfer, not income and not an expense. It never touches your Profit & Loss or your tax; it only shifts each account's balance. You need at least two accounts saved in Bank accounts for this.

1. Open Banking. At the top you will see a card for each of your accounts with its balance — tap the account the money is leaving, then tap + Add at the top right. That opens Capture bank lines on that account.
2. Check the account along the top is the one the money is LEAVING — it is already set to the one you tapped. Tap another if you need to.
3. On the line, tap 🔄 Move.
4. Under "Into which account?", pick the account the money is going into.
5. Type the Amount, and check the Date.
6. Add a Reference if you like, for example moved to savings.
7. Tap Save all lines. Moving a few amounts at once? Tap + Add line for each one first, and they all save together.

The transfer then sits in your Banking list with everything else that moved, marked with a Transfer tag, and both account balances at the top of Banking shift the moment it saves. Tap the transfer to change any of it and tap Save changes, or use the Transfer pill above the list to see only transfers. To remove one logged by mistake, tap the × on its row.

Quick Log — the fastest way

Quick Log is the gold button on your home screen. Instead of filling in a form, you tell Worklog what happened in plain words — or show it a receipt — and it fills in the entry for you to check. For money, it works out on its own whether it was income or an expense.

Quick Log is not only for money any more. From the same box it can also make an appointment, add stock, log a trip or hours worked, or save a new contact — and when you describe something bigger, like an invoice or a pay run, it points you to the right tool instead. The full Quick Log guide lists everything it handles; this section covers the money side.

1. Tap the gold "Just tell me" button (it opens a window titled Quick Log).
2. Choose how you want to tell it: type in the What happened? box, tap Speak to say it out loud, tap Camera to photograph a receipt, or tap Upload to add a photo or document you already have.
3. For typing or speaking, say it naturally, for example: R450 cash from Thabo for the gate fix, or Bought R200 fuel at Engen, paid card. There are example lines you can tap to fill in the box.
4. Tap Log it. Worklog reads it and shows a card marked Income detected or Expense detected, with the amount, what it was for, who it was from or to, and the payment method.
5. Check the details. If it is income against an invoice you sent, link the invoice in the matcher. If you have bank accounts, choose the account.
6. Tap Confirm & Save to keep it, or Discard to throw it away and start again.

Good to know

• The amount you type is always the full amount that changed hands. For income, Worklog takes any VAT back out of it — you do not add VAT on top.
• The owner's-money toggles — "owner's contribution" on Log income and "owner's drawing" on Log expense — are for when you put your own cash in or take it out. Worklog keeps those out of your income, expenses and tax, so your profit stays right.
• Linking a payment to an invoice or a bill matters: it stops the same money being counted twice on your reports. Only link it when the payment really is for that document.
• Worklog is record-keeping software, not a tax adviser. The VAT and tax-jar figures are estimates to help you plan. For your own situation, check with SARS or a registered tax practitioner.