ZoxyBooks - Free Accounting Software for Small Business

Application User Guides

Table of Contents

Login & Registration

Creating an Account

To use ZoxyBooks, you'll need to create an account. The registration process is straightforward and secure.

Registration Requirements

  • Full Name
  • Valid email address (this will be your login credential)
  • Strong password that includes:
    • At least 8 characters
    • At least one uppercase letter
    • At least one lowercase letter
    • At least one number
    • At least one special character (!@#$%^&*)

Tip: Choose an email address you regularly use, as it will be needed for account recovery and important notifications.

Logging In

Once registered, you can access your account using your email and password.

Login Process

  1. Visit the login page
  2. Enter your registered email address
  3. Enter your password
  4. Click "Sign In"

Security Note: For your protection, your account will be temporarily locked after 5 failed login attempts. Wait 30 minutes or use the password reset option to regain access.

Password Recovery

If you forget your password, you can easily reset it using the password recovery process.

Reset Process

  1. Click "Forgot Password?" on the login page
  2. Enter your registered email address
  3. Check your email for the reset link
  4. Click the link and create a new password
  5. Log in with your new password

Note: Password reset links expire after 60 minutes for security. Request a new link if needed.

Account Security

We take your account security seriously. Here are some important security features and recommendations:

  • All passwords are securely encrypted
  • Automatic account lockout after multiple failed attempts
  • Secure session management
  • Regular security audits
  • Password change tracking

Security Best Practices

  • Use a unique password for your ZoxyBooks account
  • Change your password periodically
  • Never share your login credentials
  • Always log out when using shared computers
  • Keep your email account secure

File Storage

How Your Data is Stored

The application stores your financial data locally in your browser's storage system. While this provides quick access and privacy, it's important to understand that this data can be lost in certain situations.

Important Notice

Browser storage can be cleared by:

  • Browser cleanup utilities
  • Clearing browser cache/data
  • Browser privacy settings
  • System cleanup tools

Recommended Backup Practice

To prevent data loss, we strongly recommend regularly saving backup files using the File Management feature:

  1. Go to Import/Export → File Management
  2. Select all data components you want to backup
  3. Click "Save Selected Data"
  4. Store the generated .zoxy file in a secure location on your computer and on an external device sach as a flash drive

Best Practice: Create a backup at least monthly, or after making significant changes to your financial records. Store backup files in multiple locations for added security.

Display Transactions

Overview

The Display Transactions feature allows you to view, filter, manage, and analyze your financial transactions within the accounting program.

Viewing Transactions

  1. Navigate to the "Transactions" page in the accounting program.
  2. The page will display a table with all the recorded transactions.
  3. Each row includes:
    • Date: The date of the transaction
    • Bank Account: The bank account associated with the transaction
    • Amount: The amount of the transaction
    • Memo: Additional notes or description
    • Other Account: The corresponding account involved
    • Tax Code: The tax code assigned to the transaction
  4. Sort transactions by clicking on column headers.

Filtering Transactions

  1. On the "Transactions" page, locate the filter options at the top of the table.
  2. Filter transactions by:
    • Account ID: Enter the desired account ID
    • Start Date: Select a start date
    • End Date: Select an end date
  3. Click the "Filter" button to apply selected filters.
  4. The table updates to show matching transactions.

Address Book

Overview

The Address Book is a web-based application that allows you to manage your personal or professional address book. You can add, edit, delete, import, and export address entries with ease.

Key Features

  • Add new addresses
  • Edit existing addresses
  • Delete addresses
  • Search through your address book
  • Import addresses from CSV files
  • Export addresses to CSV files

How to Use

Adding a New Address

  1. Click the "Add Address" button
  2. Fill in the address details:
    • Name (required)
    • Company (optional)
    • Address (optional)
    • Phone (optional)
    • Email (optional)
  3. Click "Save" to add the address to your address book

Reports

Account Totals Report

The Account Totals report provides a comprehensive view of your financial accounts, showing totals grouped by account categories. This report helps you analyze your financial position and track account balances over specific periods.

Report Features

  • Filter transactions by date range
  • Choose between total amount or net amount views
  • View hierarchical account groupings
  • Access detailed transaction records for each account
  • Export data to CSV format

Using the Report

  1. Set Date Range:
    • Enter a start date to filter from
    • Enter an end date to filter to
    • Use "Show All" to view the entire date range
  2. Select Amount Type:
    • "Amount" - Shows total amounts including tax
    • "Amount Net" - Shows amounts excluding tax
  3. View Report Data:
    • Accounts are grouped by their primary category (Asset, Liability, etc.)
    • Each group shows individual account balances and a group total
    • Click the eye icon next to any account to view detailed transactions

File Management

Overview

The File Management feature allows you to save, restore, and manage your application data. This includes backing up your data and restoring it when needed, ensuring your information is always safe and accessible.

Save Data

Back up your selected data components to a file.

Available Data Components:
  • Addresses - Contact information and address book entries
  • Transactions - Financial transaction records with optional date filtering
  • Accounts - Chart of accounts and account structures
  • Tax Codes - Tax rates and configurations
  • Account Types - Account classification definitions
  • Settings - Application preferences and configurations
How to Save Data:
  1. Select the data components you wish to backup
  2. For transactions:
    • Optionally specify a start date to only include transactions from that date forward
    • If no date is specified, all transactions will be included
  3. Click "Save Selected Data"
  4. A file named "{company_name}_data_backup_YYYY-MM-DD.zoxy" will be downloaded
  5. Store this file in a safe location

Tip: Use the transaction date filter to create focused backups containing only specific time periods. This is particularly useful for creating smaller backup files or isolating specific financial periods.

Restore Data

Restore previously saved data from a backup file.

Restoration Process:
  1. Select which components you want to restore
  2. Click "Restore Selected Data"
  3. Choose your backup file (.zoxy format)
  4. Confirm the restoration

Note: Restoring data will overwrite existing data for the selected components. Make sure to backup current data if needed before restoration.

Delete All Data

Remove all data from the application.

Deletion Process:
  1. Click the "Delete All Data" button
  2. Confirm the deletion request
  3. A final backup file will be automatically downloaded
  4. All data will be removed from the application

Warning: This action cannot be undone. A backup file will be created automatically before deletion, but make sure to save it in a safe location.

File Format

The application uses the following specifications for data files:

  • File Extension: .zoxy
  • Format: JSON
  • Naming Convention: {company_name}_data_backup_YYYY-MM-DD.zoxy
  • Content: Selected data components in structured JSON format

QIF Import

What is QIF Import?

QIF (Quicken Interchange Format) Import allows you to easily transfer financial transactions from other financial software or bank statements into our application.

Step-by-Step Import Process

  1. Select Account: Choose the appropriate account from the picklist
  2. Choose Date Format: Select between US (MM/DD/YYYY) or UK (DD/MM/YYYY) formats
  3. Upload QIF File: Select a .QIF file from your computer
  4. Review Imported Transactions: Check transaction details and delete if needed
  5. Save Transactions: Add to records after checking for duplicates

Delete QIF Import Times

What is the Delete QIF Import Times Feature?

The Delete QIF Import Times feature allows you to manage and remove previous QIF file imports. This helps you clean up your transaction history and remove unwanted or duplicate imports.

Feature Overview

  • View all QIF import sessions
  • Delete specific imports
  • Clean up transaction history

Import MYOB

MYOB Data Import

Import transactions and accounts from MYOB OA (TXT) or MYE files into the system.

Features

  • Import account structures with their types and descriptions
  • Import detailed transaction records
  • Automatic tax code detection (GST)
  • Preview imported data before confirmation

Supported Account Types

  • 1: Asset
  • 2: Liability
  • 3: Equity
  • 4: Income
  • 5: Cost of Sales
  • 6: Expense
  • 8: Other Income
  • 9: Other Expense

Tax Codes

What is the Tax Code Editor?

The Tax Code Editor allows you to manage and maintain a list of tax codes used in your financial tracking. You can add, edit, and delete tax codes with their corresponding tax percentages.

Key Features

  • View existing tax codes
  • Add new tax codes
  • Edit existing tax codes
  • Delete tax codes

Accounts

Account Management

Manage your chart of accounts, including creating, editing, and organizing your account structure.

Features

  • Create new accounts
  • Edit account details
  • Organize account hierarchy
  • Assign account types
  • Set default tax codes

Account Types

Managing Account Types

Configure and manage the different types of accounts used in your accounting system.

Available Account Types

  • Assets
  • Liabilities
  • Equity
  • Income
  • Expenses
  • Other Classifications

Settings

Application Settings

Configure your application preferences and system settings.

Available Settings

  • User Preferences
  • Display Options
  • Date Formats
  • Currency Settings
  • System Configurations