Invoice categories streamline financial management by grouping transactions, facilitating tracking, and providing clarity for tax preparation, budgeting, and financial analysis. These structured categories also improve client communication, fostering transparency and trust.
View Setting
➡️ Profile Icon > Settings > Reporting > Business Units > View
Adding Business units
➡️ Add Business unit
Complete the Side Panel
Enter the name
Description
Details for the Business unit.
Click Save
Example Business units
Business units enhance transparency, efficiency, and informed decision-making. Here are some examples:
Sales Revenue: Includes income from product or service sales.
Operating Expenses: Covers day-to-day business operation expenses.
Marketing and Advertising: Expenses for promotions, campaigns, and marketing materials.
Professional Fees: Payments to consultants or freelancers for services.
Supplies and Materials: Costs for office supplies, raw materials, or inventory.
Boiler Service Contract Specific Categories
Boiler Inspection and Maintenance: Charges for inspections, cleaning, and boiler maintenance.
Parts and Repairs: Expenses for replacement parts and repairs.
Emergency Services: Fees for emergency callouts or repairs.
Fuel or Gas Usage: Costs for fuel or gas consumed by the boiler.
Compliance and Certification: Charges for regulatory compliance and certifications.
HVAC Contract Specific Categories
System Installation: Costs for HVAC system installation.
Routine Maintenance: Scheduled maintenance fees for HVAC systems.
Filter Replacement: Costs for air filter replacements.
Refrigerant Refills: Charges for refilling refrigerant in A/C units.
Emergency Repairs: Fees for emergency repairs outside regular maintenance.
Managing Invoice Categories
➡️ Edit an Invoice Category
Edit > Amend > Save
➡️ Delete an Invoice Category
Delete > Type "Delete" > Delete
"Planned Preventive Maintenance" and "Service Plans" are default categories and cannot be deleted. Additionally, categories linked to an active contract template cannot be removed.
Xero Linking Categories
Xero uses tracking categories and options instead of department codes or cost centres. This keeps your chart of accounts manageable. You can have two active tracking categories. In total, you can only have four tracking categories, eg two active and two archived categories. You can add multiple tracking options to each category. A category needs at least one tracking option to assign tracking to a transaction. You can link these to Business units in Commusoft.
How to I Link tracking categories?
How to I Link tracking categories?
You can set up the accounting integration to link the associated Options to the Tracking categories, with Commusoft Business units.
Existing package setups
📘️ Profile icon > Settings > Reporting > Business units > View
Link a new Business unit
📘️ Add Business unit > Enter the Business unit name > Select the required category option from the drop down under Third Party Reference > Save
Link an existing Business unit
📘️ Edit Business unit > Select the require Categorgy option from the drop down under Third Party Reference > Save
The Option Category must be created in Xero before it can be linked to Commusoft.
New Accounting Package setups
When integrating with Xero you will be given the option to import Business units from Xero as shown below as part of the setup wizard. Xero: Set up the accounting integration. This is only an option when first setting up the integration and can not be initiated for exisiting integrations.
If you choose "Yes" to this question all the Category options associated with any Tracking categories will be imported into Commusoft and created as Business Units with the same name and the third party reference will be added automatically.
To avoid duplication or incorrect linking, ensure you select "No" and manually link the Category options to the existing Business units if the Business unit already exists in Commusoft.
Example Data
Tracking categories in Xero showing the Category Options that will import.
The Category Options created as Business units in Commusoft.