Frequently Asked Questions

Log in to your bank's website and look for an option to export or download transactions.  Choose QIF (Quicken Interchange Format), using your country's normal date format.

If you cannot find this option, ask your bank whether it supports exporting transactions as a QIF file.

Open the downloaded file with Cashbook, or save it and then import it from Cashbook.  For general instructions see the Video Tutorials page.

Yes, please see the Video Tutorials page for general instructions on downloading bank statements.

After importing a bank statement in QIF format, the reconciled bank balance in Cashbook should match the balance on your bank's website exactly.

If it does not, follow these steps in order:-

1.  Check the Beginning of the Financial Year Opening Balance

1. Find the bank's closing balance for the last day of the previous financial year.
2. Compare it with the Cashbook balance for the same date.
3. If they match, continue to step 2 below.
4. If they differ, calculate:Adjustment = Actual Bank balance – Cashbook balance
5. Open "Bank Account Setup" and add the adjustment to the existing "Opening Balance".
6. Check that Cashbook and the bank now agree.

2.  Re-import the whole financial year

Export the bank transactions from the first day of the financial year through to today, and import them into the Cashbook.

Cashbook compares the imported statement with the existing transactions:

• Transactions that already match remain unchanged.
• Missing transactions are added and labelled <Inserted by Import>.
• Transactions that do not match the bank statement are unticked, moved to the bottom and labelled <Unticked by Import>.
• If an amount is wrong, the old transaction is labelled <Unticked by Import> and a transaction for the correct amount is added with <Inserted by Import>.

3.  Check the balance

The reconciled closing balance should now be correct.  There must be a one-for-one relationship between the bank statement and Cashbook for each date and amount, or at least the same total money in and money out for each day.

Note:- If you are unhappy with the result, select Undo from the Edit menu before closing Cashbook.  Once you leave Cashbook, that import will no longer be available to undo.

The key is that the Cashbook needs to match your bank statement – line by line.

• If a final bank balance is wrong, go back month by month until you find the point at which it is correct.
  • If you can't go back far enough, go back as far as you can and calculate:  Adjustment = Actual Bank balance – Cashbook balance
  • Open "Bank Account Setup" and add the adjustment to the existing "Opening Balance".
  • Check that Cashbook and the bank now agree at the starting point.
• Then go forward month by month until the balance is wrong.  For the month where it becomes wrong, check each line against the bank statement.

If you need to move your Cashbook data from one computer to another (e.g. from an old computer to a new computer, or from an old treasurer to a new treasurer, etc.), you can backup then restore your data onto another computer, as follows:-

1. Click "File" then "Backup Cashbook Data" to make a backup of your data on your current computer (we recommend using a USB flash drive or external hard drive)
2. Download and install the software onto the new computer
3. Connect your backup device to the new computer and start Cashbook Complete
4. Choose "Restore" (if prompted), otherwise choose "Restore From Backup" from the "File" menu - and browse to your backup device to select/open the Cashbook file you want to restore

Restoring from a backup in this way means that both your data and registration are reinstated to the new computer you're working on, so there is no need for unlock codes.

If you're restoring a registered file, then it will remain registered on the new machine.  If you're restoring an unregistered file (on a trial basis), then it will continue to remain on a trial on the new machine.

Please don't start a new Cashbook file from scratch after re-installing the software on the new computer.  You must restore your data from a backup as outlined above in order to preserve your registration.  Starting a new Cashbook file means the new one needs to be registered (purchased) separately to your original one.

Restoring from a normal backup

If you have hardware trouble or your data becomes corrupt, you can restore your backup to get up and running again, as follows:-

1. If Cashbook isn't installed, you first need to download and install it again.
2. Connect or insert the device containing your most recent backup.
3. Start Cashbook Complete, then open the "File" menu and select "Restore From Backup".
4. Click "Browse" and locate the backup copy of your data file.
5. Select the data file and click "Open" to begin restoring it.

After the steps above, the software should say the restore was completed successfully.

If your normal backup is unavailable

Try the following recovery options in order.  An older copy of your Cashbook file is better than having no copy at all.

1. Try an automated backup – Look in "Documents\Cashbook Data\Automated Backups" for files ending in ".bk1", ".bk2" or ".bk3".  The ".bk1" file is normally the newest.  Follow the automated-backup restoration instructions rather than altering the original backup file.
2. Check OneDrive – If your Documents folder is stored in OneDrive, sign in to OneDrive and look in "Recent" for your Cashbook file.  A OneDrive Cashbook folder normally has a path similar to "C:\Users\YourName\OneDrive\Documents\Cashbook Data".  Download the best available copy before trying to open it.
3. Google Drive or DropBox – In a similar manner, if you used Google Drive or DropBox they you can restore from that.
4. Recover the file from your old computer – Even if the old computer no longer starts, a computer repair technician may be able to remove or access its drive and copy the "Documents\Cashbook Data" or "OneDrive\Documents\Cashbook Data" folder onto a USB drive.
5. Ask someone who received the file – If you previously sent the Cashbook file to your accountant, bookkeeper or another person, ask them to send their copy back to you.

Note

A registration code does not contain or restore your accounting data.  The registration is stored in the Cashbook data file, so restoring a registered file also restores its registration.  A file backed up during its trial period will still be a trial file when restored.

If you are not comfortable copying or renaming files, ask a computer technician to help you.

Automated Backups are copies that Cashbook Complete makes periodically.  They are a secondary form of backup and do not replace the normal backups you should make yourself.

If possible, first try to restore a backup that you made yourself.  If that is not possible, follow the next answer to restore an automated backup.

Cashbook Complete automatically keeps backups of your data files (called "Automated Backups") in case you ever need to restore a backup and you cannot restore your own backup for some reason.  If you have a recent backup that you've made yourself, we recommend trying to restore that first.

The automated backups are found in your "Cashbook Data" folder.  For example: "Documents\Cashbook Data\Automated Backups"

The newest backup has a .bk1 extension and the oldest has a .bk3 extension.  There may also be .OLD files there, which can vary in age.

You can double click on the .bk1, bk2 or .bk3 files or any of the old .cb files to inspect its contents.

Restoring an Automated Backup:-

Before renaming any files, make sure that Windows is showing file extensions:

• Windows 11: In File Explorer, select View > Show > "File name extensions".
• Windows 10: In File Explorer, open the View tab and tick "File name extensions".

1. Make sure Cashbook is not running/open, and then rename the Cashbook file you are replacing to something like "YourCompany_OLD.cb".
2. Go to the "Automated Backups" folder
3. Copy the automated backup file you want to use (e.g. "YourCompany.bk1")
4. Navigate back to the "Cashbook Data" folder and paste the file in there
5. Right-click on the pasted file and choose "Rename"
6. Change the file extension back to .cb (e.g. Rename "YourCompany.bk1" to "YourCompany.cb")
7. Double-click the file you renamed to open it

You may need a techie type person to give you a hand.

If you need additional help, please contact support.

Firstly, you need to have Dropbox, Google Drive or OneDrive installed on your computer.  Then when you do your backup you can specifiy the destination.

Note:  If you want to access your data from other computers in other locations, then see the steps on our Dropbox page.

Please follow these steps to back up your data to a USB (flash drive, external hard drive, etc.) drive:-

1. Insert a USB drive into the USB port on your computer
2. In Cashbook Complete, click on the "File" menu (top left of the screen)
   Choose "Backup Cashbook Data"
3. Click the small 'magnifying glass' icon next to the "Backup Folder" box
4. Browse through the list of drives/devices and select your USB drive.  Tip: Windows will usually identify your USB drive as a "Removable Disk" - e.g. Removable Disk (F:\)
5. When you have selected your USB Drive, click "OK"
6. Click the "Backup" button

When the backup has finished, you will see a message that the "Backup was completed successfully".  When you are ready to remove your USB drive, it is recommended that you eject it safely to avoid data loss.

Backups and other copies are deliberately opened as read-only to prevent you from accidentally updating the wrong file.  To edit your master file, start the Cashbook using the "Cashbook Complete" desktop icon (and if neccessary then use "Open" to select the file from your configured Data File Folder).

If your master file is stored somewhere other than "Documents\Cashbook Data", open the Setup Wizard and set the Data File Folder to its actual location.

All master Cashbook files should be kept in the configured Data File Folder.  Keeping copies in several locations can result in different copies being updated because people believe they are editing the same file when they are not.  This is a common reason why recently entered data appears to have disappeared.

If the file you want to use is your master file, move it into the configured Data File Folder or change the Data File Folder in the Setup Wizard.

You can create a PDF invoice, quote or report in Cashbook and then attach it to a message in your own email app:

1. Print preview the invoice, quote or report.
2. Right-click the preview and select "Export as PDF", or click the "Export" icon on the toolbar.
3. Wait for Cashbook to create the PDF and display the confirmation screen.
4. Click "Open folder".
5. The folder containing the new PDF will open with the file highlighted.
6. Create a new message in your email app.
7. Drag the PDF onto the email message, or use your email app's attachment option to select it.

The Cashbook stores them in the "PDF" folder inside your "Data File Folder" (eg. "Documents\Cashbook Data\PDF\YourOrganisation").

For Gmail or Google Workspace, select Gmail / Google Workspace (OAuth).  For Outlook.com, Hotmail, Live, Microsoft 365 or Exchange Online, select Microsoft Outlook / Hotmail / Microsoft 365 (OAuth).

These are the preferred methods because your provider securely authorises Cashbook without Cashbook storing your email password.

Use SMTP Server only when your provider or system administrator has supplied compatible outgoing-mail settings and an OAuth choice does not apply.  Outlook Application and Thunderbird are deprecated compatibility options.

If you only send an occasional invoice, statement or report, it may be simplest to save it as a PDF and send it manually.

To choose a method, open the "Invoicing" menu at the very top of Cashbook and select "Email Setup".

Use OAuth when available: For Gmail or Google Workspace, select Gmail / Google Workspace (OAuth).  For Outlook.com, Hotmail, Live, Microsoft 365 or Exchange Online, select Microsoft Outlook / Hotmail / Microsoft 365 (OAuth).  These methods let your provider authorise Cashbook without Cashbook storing your email password.

Choose SMTP Server only when your email provider, hosting company or system administrator has supplied compatible outgoing-mail settings and an OAuth choice does not apply.  Ask for the SMTP server name, username, password or app password, security type, port, and confirmation that authenticated SMTP is enabled for the account.

1. Open the Invoicing menu and select Email Setup.
2. For Emailing Method, select SMTP Server.
3. Enter Your Email Address and the supplied SMTP Server.
4. Click Advanced and enter the supplied username, password or app password, security type and port.
5. Save the settings and send a test email to an address you can check.

Use the exact security type and port specified by your provider.  Provider requirements can change, so do not substitute settings from another provider.

Xtra (New Zealand): See the Xtra Email Setup instructions.

If sending fails, recheck every supplied setting, ask whether SMTP access or an app password must be enabled, and check whether firewall or security software is blocking the connection.  Contact the email provider for server, password and account configuration problems.

SMTP2GO is suitable if you have an email address on a domain that you own, such as "accounts@yourbusiness.co.nz".  It is not suitable for sending from an "@gmail.com", "@outlook.com", "@hotmail.com" or similar public email address.

1. Create an account at SMTP2GO using an email address on your own domain.
2. In SMTP2GO, add your domain under "Verified Senders" and add the DNS records supplied by SMTP2GO.  Ask your IT professional or domain provider to do this if necessary.
3. In SMTP2GO, create an SMTP user and note the username and password it provides.
4. In Cashbook, open the "Invoicing" menu at the very top and select "Email Setup".
5. For "Emailing Method", select "SMTP Server".
6. Enter your email address as the "Return Email Address" and, if required, as "Copy Sent Emails To".
7. Enter "mail.smtp2go.com" as the "SMTP Server".
8. Click "Advanced" and enter your SMTP2GO username and password, select TLS security and enter port 587.

SMTP2GO sends the email on behalf of your domain.  It does not connect to a Gmail or Outlook.com mailbox, receive messages or place outgoing messages in that mailbox's Sent folder.

1. Download and install the latest version of Cashbook.
2. Download and install Thunderbird, which is a free email program.
3. Configure Thunderbird with your email account.
4. In Cashbook, open the "Invoicing" menu at the very top and select "Email Setup".
5. For "Emailing Method", select "Thunderbird".
6. Make sure the email address in Cashbook is the same as the address configured in Thunderbird.

Cashbook will then create the email in Thunderbird for Thunderbird to send.

Cashbook can send through the classic desktop version of Outlook as follows:-

1. Configure classic Outlook with your email account and check that it can send and receive emails.
2. In Cashbook, open the "Invoicing" menu at the very top and select "Email Setup".
3. For "Emailing Method", select "Outlook".
4. Make sure the email address in Cashbook is the same as the address configured in Outlook.

Important: Microsoft is phasing out the facility in classic Outlook that allows other programs such as Cashbook to use it for sending emails.  The replacement "new Outlook" does not provide Cashbook with the same connection.  Outlook may therefore stop being a suitable method as Microsoft completes this change.

For a longer-term solution, use SMTP2GO or Thunderbird.  You can also save the document as a PDF and send it manually.

You can use your own email app to send a Cashbook file to your accountant or anyone else as follows:-

1. Open your normal email app (Outlook, Thunderbird, etc.)
2. Compose a new email
3. Click the attachment icon
4. Browse to your "Documents" folder, then the "Cashbook Data" folder
5. You should find your .CB data file there, ready to attach
6. Complete the email message then send when you're ready

Using your mouse, right-click on one of the lines on your invoice and choose "Insert Line" or "Delete Line".  Alternatively, you can click on the "Edit" menu (at the very top of the screen) and choose either "Insert Line" or "Delete Line".

Watch a video tutorial on navigating the software.

To convert a quote/estimate into an invoice, click on the "Invoicing" menu (at the very top of the screen) and choose "Create Invoice from Quote / Estimate".

An invoice status changes to "Outstanding" when it's printed or emailed, but sometimes you may not want to do that.  To make an invoice "Outstanding" – without printing/emailing it – first do a print preview of the invoice, then click on the "File" menu (top left of the screen) and choose "Print".  When the printer options appear, click "Cancel".  The status of the invoice will change to "Outstanding".

On the "Cashbook" screen, there is a "Line Details" section at the very bottom which relates to the line (transaction) that you are currently on.  To allocate a payment to an invoice, select the invoice number to which it pertains from the "INV" dropdown box in the "Line Details" section (at the very bottom of the screen).

Watch a video tutorial on Invoice Payments.

There are two ways to handle one payment for multiple invoices:-

1. Create a split transaction in the cashbook with one line for each invoice that needs to be receipted, and then allocate each of those lines to the appropriate invoice using the "INV" dropdown box at the bottom of the screen.
2. Enter the payment into the Payments Received screen in such a manner that the correct amount is allocated to each invoice and the total of these amounts is equal to the payment you received.  That is, the payment must be manually split up into as many payments as there are invoices to receipt.  When using "Payments Received", click the "Help" button for more information.

Watch a video tutorial on the Cashbook and/or Invoice Payments.

On the "Cashbook" screen, there is a "Line Details" section at the bottom which relates to the line (transaction) that you are currently on.  To allocate a payment to a project, select the project to which it pertains from the "Project" dropdown box in the "Line Details" section (at the very bottom of the screen).

Watch a video tutorial on the Cashbook.

Use the appropriate Footer Text option under the Invoicing menu at the very top of the Cashbook window.

Create or edit the customer in Contacts and enter the name and address there.  Return to the invoice and select that contact.  This is particularly important where tax rules require the purchaser's details to appear on the invoice.

MYOB and Xero are more comprehensive, but in our opinion they are also more difficult to use.  Their monthly subscriptions can make them expensive over time.  Customers who switch to Cashbook Complete often find its simplicity refreshing.  The main differences are ease of use and affordability.

You can customise your letterhead setup and create your own reports, but you cannot customise it beyond that.

Watch a video tutorial on the Letterhead Setup or the Report Writer.

Cashbook Complete is designed for small businesses and organisations that want straightforward accounting software without unnecessary complexity or ongoing subscription costs.  Unlike many accounting packages, each edition requires only one payment and includes lifetime registration.  We keep the price affordable by aiming for high volume rather than a high price.

See the Pricing page for a comparison of the three Cashbook editions.

Yes, you can import your bank statements into Cashbook.  The imported data will be merged with the data that is already in the Cashbook.  You will need to download your bank statement as a QIF file from your bank's website.  For more information, search in the software's Help for "Importing a Bank Statement".

If you're unsure how to download transactions/statements for your bank specifically, please see Downloading Bank Statements.

Prefer to see a video tutorial?  See Importing a Bank Statement.

It's not possible to import transactional data or accounting data from other programs into Cashbook.  However, you can import:-

• Bank statements (QIF files)
• Contacts from a spreadsheet
• Products/services (inventory) from a spreadsheet

For more details on the above options, search in the software's Help for either "Bank Statements", "Importing Contacts" or "Importing Products".

Start with the Video Tutorials, then install Cashbook and use the free 90-day trial with your own data.  Most questions become much clearer once you have worked through the Setup Wizard and entered or imported some transactions.

Cashbook Complete has a lifetime registration rather than a monthly or annual subscription.  You make one payment to register your Cashbook data file, and it is a lifetime registration.

Each organisation needs its own registration.  A registration is issued for that organisation's Cashbook data file and cannot be shared with another organisation.

See the Pricing page for the available editions and prices.

No.  After completing the order form and clicking Place Order, select "Pay with Debit or Credit Card" near the bottom of the PayPal page.  You can then pay by card without logging in to a PayPal account.

Yes.  A registered data file remains registered for life and future Cashbook version updates are included.  The registration is stored in that data file, not tied to one particular computer.  When you transfer to another computer, the registration will automatically be transferred as well.

Yes.  The registration is stored in your Cashbook data file rather than on the computer.  When you transfer the data file to another computer, its registration is transferred automatically as well.

See How do I transfer Cashbook to another computer? for the complete instructions.

No.  We don't allow registrations to be transferred from one organisation to another.  We've had problems in the past where people told us they were transferring their registration to another organisation, but then continued to use both Cashbooks.  For that reason, each organisation requires its own registration.

When you register, you should get a confirmation email from us, usually within 15 minutes.  If you don't receive an email within 15 minutes, please check your spam/junk folder.  Please also make sure that you are checking the same email box that you used to register.  If after 1 hour you still haven't received your registration email, please contact support and provide us with your "Organisation Name", "Email Address" or PayPal "Transaction Number".

No.  It's not possible to re-use an existing code to register another data file (even if you've set up the new cashbook data file with the same organisation name you had when you purchased) because each data file needs to be registered (purchased) separately.  However, additional registrations are available for just half-price.  Please contact support if you need to get a half-price registration.

The are a couple of situations where an unlock code may not work.  They are:-

1. If the name you've used in your cashbook file is different to the name you provided on the order form when purchasing; or
2. If you're trying to re-use a code that's already been used previously

If the name you give us when purchasing doesn't match the name you've entered in the software, then the code may not work.  If you are having trouble with your code, please contact support.

Please also note that it's not possible to re-use an existing code to register another data file (even if it uses the same organisation name) because each data file needs to be registered (purchased) separately.  Additional registrations are available for half-price.  Please contact us directly if you need to get a half-price registration.

The registration is on a data file basis.  This allows you to access the data file from multiple computers on a network, share your data file with your accountant, or use your data file at multiple locations (such as home and office).  This method doesn't require you to register the software for each computer or lock you into any yearly fees.  If you need to restore from a backup, your registration details will also be restored.

If you set up several data files for several organisations, then each one will need to be registered separately.  Once you have registered one cashbook, then all subsequent ones are half price.  You should not create a new data file at the end of a financial year.  Please contact us directly to get a half-price registration.

You don't need a new code to change your company name.  If the name change relates to the same business/entity, and you need to make a trivial change to your company name (e.g. adding "Ltd", or a minor spelling correction), then you can simply click "File" then "Setup Wizard" and change the "Organisation Name" on the "General Setup" screen.  If the name change is more significant than that and/or you're unsure about how this might affect your registration, please contact support.

If you want to change the name because you want to account for a different entity, then you'll need to start a new Cashbook file for that purpose.  To do that, click on the "New" icon (at the top left of the screen in the software).  Any new file you start will need to be registered separately for half price.  Contact support for more details about this.

To check the registration status of your cashbook file, click on the "Help" menu (at the very top of the screen) and select "About".  The "About" screen will indicate whether your file is registered or not but if you have any concerns regarding your registration, please contact support.

Yes, if you're using Home, you can upgrade to Lite or Complete, or if you're using Lite, you can upgrade to Complete.  To upgrade your registration, please contact support for details.  When you get in touch, please let us know the organisation name that you originally used when you purchased your registration.

You've either forgotten to type in the registration code we sent you, or else you've created a new cashbook file.  The registration works on a per data file basis, which means any new file(s) need to be purchased (registered) separately.  It could also be because you registered Cashbook Lite, but are now using the features of Cashbook Complete.  If that's the case, the software will be prompting you to "upgrade from Lite to Complete".  If you need to upgrade from Lite to Complete, please contact support for details.

No.  Our registration works on a per data file basis which means it's your data that's registered – not the software.  This allows you to access the data file from multiple computers on a network, share your data file with your accountant, or use your data file at multiple locations (such as home and office).

This method doesn't require you to register the software for each computer or lock you into any yearly fees.  If you need to restore from a backup, your registration details will also be restored.  However, if you need to set up a new data file for some other purpose, then the new file will need to be registered separately.  Once you have registered one Cashbook, then all subsequent ones are half price.  Please contact us directly to get a half-price registration.

We're confident that you'll find Cashbook Complete to be the best choice for your business or organisation, and that's why we offer you a Double Satisfaction Guarantee.  Our guarantee entitles you to a full refund within 30 days if you're not completely satisfied.  Please note that if you get a refund your registration will also be removed.

No.  You won't lose your data, but you won't be able to access it until you have registered.  As soon as you've registered, you'll have access to all your data again.

All the data you enter during the trial period is retained (even if you happen to let the trial period expire).  Once you finally register, you'll be able to carry on using the data you've already entered.

Yes.  Each organisation needs its own data file and registration, although one organisation can have several bank accounts in the same file.  Additional registrations for an existing customer are available at a reduced price; contact us for details.

You may have opened or created a different data file.  To go back to your registered file, click "Open" at the top left and select your original file.  You can check the registration status of any file by choosing "Help" and then "About".

Yes you can but it can be problematic when not used properly.

Cashbook can work with a free file sharing service called Dropbox (we don't recommend Google Drive or OneDrive because they can take hours to synchronise the data).  Dropbox allows you to keep your Cashbook data in the cloud, meaning you can access your data from any computer in any location.  The DropBox software needs to be downloaded and installed on each computer.

Cashbook Complete can be installed on a network, and can be used by more than one person at a time.  By having it on a File Server, you could also take advantage of the servers regular backups.  To install it on a network, you need to:-

1. Install the software on each computer as though it is going to work locally
2. Copy your Cashbook data file (eg.  MyCompany.CB) to a folder on your file server
3. Select "Open Cashbook" from the "File" menu, and enter the folder where the cashbook(s) resides
4. Go into the Setup Wizard (second page) and change the "Data File Folder" to the same path

Please note that if you have an unreliable network, your data file may become corrupted.  For this reason, it's best to have a hard-wired network, not a wifi network.

If you are unable to configure a network, you could also use Dropbox as an alternative.

No.  You can email a copy for someone to view, but changes made independently in two copies cannot be merged.  There should always be one clearly identified master file.

A reliable local-area network is preferable, ideally using wired connections.  A cloud-synchronised folder can be used between locations, but everyone must wait for synchronisation before opening the file and after closing it.  Never open the same cloud copy on two computers at once.

No.  SharePoint, OneDrive and Google Drive are not suitable for a working Cashbook data file because they take too long to synchronise.  Use a reliable local-area network, or follow the cautions on the Dropbox page if the file must move between locations.

Cashbook Complete uses a straightforward "keep it simple" approach, so most people can learn it without formal training.  Our video tutorials provide a good introduction for new users.

For a comparison of pricing/features between each edition, please refer to the Pricing page.

You can use standard Windows keyboard shortcuts when entering data plus some additional ones as outlined below:-

• Copy – Press CTRL and C at the same time
• Paste – Press CTRL and V at the same time
• Cut – Press CTRL and X at the same time
• Select all – Press CTRL and A at the same time
• Undo – Press CTRL and Z at the same time
• Insert the current date – Press CTRL and ; at the same time
• Duplicate data from the field above – Press CTRL and " at the same time
• Quickly change the date – Press the + or - key to increment/decrement the date

No.  Your data file will be upgraded to the latest version and your data will remain intact.

Technically, as a registered user, you are entitled to three free support queries.  In reality however, we don't count the number of queries that you make — but if you email us too frequently, then we'll start counting.  We consider that is more than fair.  If you do need more than three free support queries, then additional support can be purchased for $25 for another 15 minutes of our time.  Free support is provided subject to our Fair Use Policy.

If you're an accountant, there's no cost for you to work on your clients' Cashbook data files.

In the software, choose "New Cashbook" from the "File" menu or click the "New" button (near the top left of the screen).

When you create a new data file, you'll be guided through the Setup Wizard to get it set up.  At some point during that setup process, you'll be able to select whether you want the "Home", "Lite" or "Complete" edition.  The new file you create will not interfere with any existing cashbook file(s) you have.

When you start a new cashbook file, it will need to be registered individually because our registration works on a per data file basis.  If you're already a registered user, then a new registration is only half price.  Please contact support to get a half-price registration.

Note:  Whenever Cashbook Complete is started, it will open the most recently used data file by default.  To select another data file, select "Open Cashbook" from the "File" menu or click the "Open" button (near the top left of the screen).

The version number is shown on the lower-right of the "Main Menu" screen as well as the "About" and "Support" screens.  You can find the latest version of the software here.  If you need to upgrade, upgrades are free.

To change the print margins for an invoice, quote, report, etc., you need to:-

1. Print preview the item you want to print
2. Click on the "File" menu (top left of the screen) and choose "Print"
3. When the printer options appear, click the "Setup..." button
4. Change the margins on the "Print Options" tab then click "OK"

Note: Every time the software is re-installed or updated the margins may be reset back to their defaults, so it may be worth writing them down if they are important.

To change your currency settings or number formatting in Cashbook, you need to:-

1. Click on the "File" menu (at the very top left of the screen) and choose "Setup Wizard"
2. On the "General Setup" screen, click the small magnifying glass icon next to the "Number Format" box
3. Choose the currency and number settings you want to use, then click "OK"

If you click the "Print" button on the toolbar or use the "CTRL" + "P" keyboard shortcut, the print job will go straight to your default printer.  Therefore, to print something using a different printer, you need to:-

1. Print preview the item you want to print
2. Click on the "File" menu (top left of the screen) and choose "Print"
3. When the printer options appear, select the printer you want to use from the "Printers" list

To convert anything (invoices, quotes, reports, etc.) into a PDF file, you can do that as follows:-

1. Print preview the invoice, quote, report, etc. that you want to convert
2. Right-click on the item you're previewing and choose "Export as PDF" (or click the "Export PDF" icon on the top toolbar)
3. A PDF file will be created instantly, and the next screen you'll see is a confirmation screen allowing you to:-
   • Open the PDF – Click on the .PDF file name to view the PDF
   • View all PDFs – Click the "Open folder" link to find this and any other PDF document you've created previously *

Once this is done, you can optionally drag and drop the PDF onto a blank email message in your own email app to include it as an attachment.  This is useful if you can't email an invoice from Cashbook the normal way for any reason.

Note that PDFs are stored in a folder called "PDF" in your "Data File Folder", for example:  "Documents\Cashbook Data\PDF\YourOrganisation"

To become a dealer, you must have purchased at least one Cashbook at the full price and must be very familiar with how the software works.  Please contact us if you're interested in becoming a dealer or need more information.

Cashbook Complete supports Windows 10 and Windows 11.  We recommend installing the latest version of Cashbook.

Cashbook Complete is a Windows program and does not run directly on macOS.  It may be possible to run it on a Mac using Windows in a virtual machine, but we do not provide support for setting this up.

Yes.  Cashbook Complete includes a Products & Services module which allows you to manage inventory.

Watch a video tutorial on Products & Services.

No.  Updates can be downloaded for free from our website.

Yes.  Cashbook Complete can work on any tablet that runs a full version of Windows, such as a Microsoft Surface.  However, it will not work on Apple iOS (e.g. iPad) or Android (e.g. GalaxyTab) based tablets.  For more details, please see the System Requirements page.

No.  Cashbook Complete is a desktop accounting program, so it needs to be installed on a computer or tablet with a full Windows operating system.  It's not possible to run Cashbook Complete on a mobile or smartphone device.  For more details, see the System Requirements page.

Cashbook Complete has been designed for Windows only.  We have heard from some customers that it is possible to get it working on Linux, but it would require a computer technician to configure Linux to support Cashbook Complete.  If you do this, please note that we are unable to provide support to Linux users.

Yes.  You can export data from cashbook into Excel (or any spreadsheet program) using the Report Writer.  To do this, you need to:-

1. Open a report in the Report Writer and configure it to suit your requirements
2. Click the "Sheet" (Spreadsheet View) icon on the toolbar to view the report as a spreadsheet
3. Select all the data using "CTRL" + "A" on your keyboard, then copy it using "CTRL" + "C"
4. Now you can go to Excel and paste the data into a spreadsheet to edit further or save in an Excel format

Watch a video tutorial on the Report Writer.

No.  Cashbook Complete doesn't include any payroll options.

No.  Cashbook Complete doesn't have a purchase order facility at this stage.

Close Cashbook, then open Windows Settings > System > Display.  Under Scale, try 125% or 150%, then sign out of Windows and sign back in.  This changes the size of text and applications throughout Windows.

Use the menu bar at the very top of the Cashbook window.  The Main Screen contains the most commonly used options; the top menus contain the complete set of commands.

Cashbook has an extensive built-in Help system, and most screens have a Help button.  If you are unsure what to do on a screen, click its Help button first.

Yes.  First make a clearly named archive copy of the complete file, then choose "Purge Old Data" from the File menu.  Keep the archive copy somewhere safe in case you need to refer to the older transactions.

Use the Report Writer.  The Video Tutorials page includes an overview that explains how to select fields, filter the data and lay out a report.

Go to the Download page and open "See Changes" to review what has changed.  Registered users can install updates without paying again.

Cashbook is not a multi-currency general ledger.  A practical approach is to use a separate Cashbook file for each currency so each file agrees with its bank account.  Your accountant can deal with exchange-rate adjustments at year end.