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Accounting software which simplifies and automates your business

ZotaBooks generates the accounting from business activity

• Automatic invoice population and accounting generation from timesheets, expenses and sales.
• Automated accounting generation from invoice management across the full invoice lifecycle

Record Sales

• Enter a sales directly into ZotaBooks (e.g. fixed fee for an activity)
• Enter a potential sale or a bid directly, save and only record as finalised once the sale is confirmed
• Assign sales to a project
• Sales are automatically available to invoice

Expenses

• Users create expense claims and enter expense items within a claim
• Enter expenses on screen or upload, ZotaBooks accepts uploads from ReceiptBank
• ZotaBooks automatically gets expense receipts from ReceiptBank
• Choose from already setup expense types (e.g. train, hotel, meal etc)
• ZotaBooks knows which expense items are VATable and which are not
• Expenses can be assigned to internal projects or client projects
• Client charged expenses are automatically shown on invoices
• Expenses can be assigned as charged direct to company bank or out of pocket
• Users submit expenses when ready to claim from business
• VAT return is automatically updated when users submit expense claims
• Manage payments to staff for out of pocket expenses

Timesheets

• Record time spent on internal and client billable work
• Set standard working hours by user
• Add all your consulting team, fully scalable to meet your needs
• Record time against as many projects as required each week
• List of projects restricted based on users assigned to project
• Users confirm timesheet complete by submitting
• Billable fees are automatically calculated from billable hours
• Once submitted calculated fees are automatically shown on the invoice, never miss billable hours again

Raise Invoices

• Timesheets and expense submitted and booked to client chargeable projects automatically appear on invoice
• Choose to exclude or write off expenses or time, or include in the invoice to be raised
• Sales submitted automatically appear on invoices
• Raise an invoice with one click, a PDF invoice is produced ready to be sent to the client

Manage Invoices

• See invoices due for payment on the dashboard
• Mark an invoice as paid, this automatically creates the accounting entries
• Mark an invoice as partially paid, see the outstanding balance
• Cancel an invoice, the hours, expenses and sales automatically becomes available to re-invoice
• Write off invoice amounts, either partially or in full

Bank Account Management & Reconciliation

• Upload bank transactions and see the cash available in the bank
• Reconcile invoices paid and monies received in ZotaBooks, see what is outstanding at a glance
• Manage multiple bank accounts
• Classify bank transactions, see where the money is going
• Manage bank account transfers
• Drag and drop bank account transaction ordering, automatically updates the running bank balance amount

Corporation Tax Due

• Automatically calculates the corporation tax due, and creates the accounting entries
• Automatically manages expenses not allowable against tax
• Tracks tax payment dates for your companies
• Corporation tax rates are automatically provided in ZotaBooks
• Mark corporation tax as submitted and paid, ZotaBooks does the accounting for you automatically

VAT & MTD

• ZotaBooks automatically creates the VAT return
• Sign up with VAT MTD and log into the company HMRC account in ZotaBooks, then submit via ZotaBooks
• See the amount ZotaBooks sent ot HMRC and the amount HMRC received side by side, you can be sure HMRC received the correct amounts
• View VAT payable to HMRC once VAT returns are submitted from within ZotaBooks
• View VAT paid to HMRC once VAT payments have been made from within ZotaBooks

PAYE Tax

• ZotaBooks automatically calculates PAYE tax payments due
• Mark PAYE payments as paid, the accounting is automatically updated

General Ledger and Accounting Adjustments

• View the accounting trial balance for any period for your company, drill down into underlying accounting postings
• Create accounting adjustments, manually adjust the accounting as needed for your business
• Create new nominal account codes

Ready To Use Reports

• Choose from a wide selection of pre-built ready to use reports
• View reports on screen
• Download a report PDF
• Download reports to a spreadsheet

Use for One or Multiple Companies

• ZotaBooks can be used for one or many companies
• Choose which users can use which companies
• Add company logo, appears on screen and in reports
• Add shareholders to each company, assign share ownership (used in dividend payments)

Add One or Multiple Projects

• ZotaBooks comes with preset internal projects (e.g. vacation, bank holidays, internal work)
• Add new internal projects
• Add new client billable projects
• Choose which users can view which projects
• Newly added projects automatically appear in all ZotaBooks applications

Add One or Multiple Bank Accounts for a Company

• Add a default company bank account, all accounting for bank transactions is automatically made against the default company bank account
• Add as many additional bank accounts as the company has
• Manage bank statements and bank reconciliations in ZotaBooks, see what is outstanding at a glance

Multi-User

• Add as many users as you need, fully scalable
• Choose which users can use which applications
• Preset user security groups mean you can get going from the outset
• Setup your own security groups

Usage Based Price Plans

• Price plans charge for usage, it doesn't matter which applications you use. That's your choice
• All applications are included in all price plans
• Upgrade or downgrade price plans monthly, make the price plans work for you
• No tie-ins, no contract, rolling monthly billing
• Manage price plans, card payment and view usage live in ZotaBooks

Centralised Document Management

• All uploaded documents are accessible from a centralised location
• Search documents
• Download documents

Unregistered, Standard or Flat Rate VAT

• ZotaBooks manage VAT under the flat rate scheme
• ZotaBooks manage VAT under the standard rate scheme
• ZotaBooks manages non-VAT registered companies
• ZotaBooks automatically manages the transition from one VAT scheme to another VAT scheme

Opening Balances

• ZotaBooks manages opening balances through a dedicated opening balance entry screen
• Opening balances accounting entries are automatically made
• Changes to opening balances are managed automatically in the accounting postings

Payroll (Beta)

• ZotaBooks payroll runs automatically on the last day of the month
• ZotaBooks payroll automatically managed PAYE tax payments and dividend payments
• ZotaBooks calculates tax liability for individuals for the tax year
• Changes to salary automatically adjust PAYE tax and payments
• Payroll automatically create accounting postings

Employee Earnings (Beta)

• Provides employees a view on their gross salary, net salary and tax payments
• Lets employees add in external income to create single rounded tax position
• Employees can view their payroll history
• Employees can view and download their monthly salary slips

Automatic Dividend Management

• Create a dividend payment amount, ZotaBooks automatically apportions the dividend across shareholders according to their shareholding