Virtual CFO

Read-only link for your accountant

Anyone with this link sees the dashboard but cannot edit. Regenerate it to revoke the old one.

🌐 Countries & FX

Set this company's base (local) currency. Country instances keep their books in local currency; the dashboard's ฿ THB toggle translates them for the group using the monthly rates below. Consolidation across countries is done outside the app for now.

Base currency Balance-sheet translation

Monthly FX rates — local → THB

How many THB per 1 unit of local currency. Average is used for the P&L. For the balance sheet, monetary items use different rates per accounting practice: Buying rate for assets and Selling rate for liabilities. Leave Buying/Selling equal if you use a single closing rate.

Add month

Month	Average · P&L	Buying · assets	Selling · liabilities

❓ User guide

A quick guide to the everyday workflows. Each company keeps its own separate books, users and data. Use the EN / ไทย switch in the top bar to change the interface language.

1 · Signing in & the dashboard

Each person logs in with their own email & password. Your role decides what you can see (owner sees everything; finance, HR, sales, etc. see their own areas).
The Dashboard shows Revenue, Expenses, Net profit and Assets, a chart, and cards for money To receive, To pay and To reimburse. Click any of those cards to jump to the matching list.
Period bar (All · YTD · Quarter · Month · Year · Custom) scopes the tiles, chart and categories to a time range. Balances (receivables/payables) always show the current position.

2 · Adding a transaction

Click + Add invoice. Pick the type — Revenue, Expense, Asset, Liability or Equity.
Fill counterparty, date, category, net amount and VAT %. Optionally tag Business unit, Channel and Store, and attach the source document (PDF/photo).
With AI turned on, drop a PDF and the details are filled for you. Record part-payment or a deposit right on the form.
In the Transactions list you can filter, group (Year → Month, by Category, Channel, Store…), edit ✏️, record payments, and export to CSV/Excel.

3 · Importing historical revenue & expenses

⚙ menu → 🏬 Import revenue or 🧾 Import expenses. Download the Excel/CSV template, fill one row per month (by store/channel/category), upload, preview, then Import. Or type rows straight into the grid.
Each row becomes a transaction dated the month-end, so it flows into the dashboard, statements and VAT.

4 · Reconcile bank & Payment run

⇄ Reconcile: upload a bank statement; the app suggests matches to your invoices/bills (by amount, name and month). Confirm to mark them reconciled; small fee differences can be auto-posted.
💸 Payment run: batch the bills that are due (weekly for urgent, monthly for recurring), based on each vendor's credit terms, and export a bank transfer file. Processed bills are then reconciled by the bank statement.

5 · Expense reports (staff reimbursement)

💳 Expense Report: anyone can file the money they paid on the company's behalf — receipts and all → submit → an approver approves → accounting reimburses & books it. To-do badges show what's waiting on you.
Add one line per receipt. Each line carries its own Category (cost element), BU and Cost center — all picked from your existing lists — plus its own currency & rate. Blank BU lines fall back to the report's default profit center.
When accounting reimburses, every line posts as its own expense entry with that line's cost element, BU and cost center — so a single trip that mixes travel, meals and taxis splits correctly across the P&L and profit centers instead of landing in one lump.

6 · Issue documents & payroll

🧾 Issue: create quotations, tax invoices and receipts (a quotation can convert to an invoice). Issue the official 50 ทวิ withholding certificate for vendors/employees. Edit the company logo, contacts and document messages here.
👥 Payroll: run monthly payroll with SSO and PND1 tax, fixed + variable allowances and bonuses; download payslips and the PND1 return.

7 · Statements, Scorecard, Profitability & Budget

📊 Statements: management or statutory P&L plus a balance sheet (continues from your opening balances). Multi-currency companies get a ฿ THB toggle (P&L at average rate, balance sheet at closing).
📈 Scorecard: Actual vs Budget vs Last-year, by profit center / channel / store, with cost elements grouped under your Level-1 groups.
🏆 Profitability: margin by channel, expandable to each store (contribution or fully-loaded).
🎯 Budget: enter yearly budgets by category and profit center.

8 · Setup (owner / finance)

🗂 Structure: define cost-element groups (Level 1 → Level 2), group business units under parents, and group stores under channels; reorder with ▲▼. Rename any dimension safely (it cascades everywhere).
🌐 Countries & FX: set this company's base currency and enter monthly FX rates to THB (feeds the ฿ THB toggle).
☁️ Google Drive: connect this company's Drive to mirror uploaded documents into Company / Year / Month.
👤 Team: add members, set roles, reset passwords, mark approvers, and view the activity log. Share link gives your accountant a read-only view.
Roles & access: pick a preset role (Owner, Finance, Treasury, Accounts Payable, Accounts Receivable, HR, Sales, Management, Accountant, Viewer…) or open the role editor to fine-tune access per module (— / View / Edit) and save it as a new custom role. Owners can adjust any preset; the Owner role itself stays locked to full access. Everyone keeps Expense report access so they can reclaim what they paid out of pocket.
Segregation of duties is built in: Accounts Payable records bills but can't release cash, Treasury runs payments but can't create bills, and Accounts Receivable owns the money-in side — so recording and paying never sit with one person.

Multiple companies (and country entities) each run separately — open them from the My Companies portal. Questions your team hits repeatedly? Tell us and we'll add them here.

Import

⬇ Excel template ⬇ CSV template

Team & access

Each member sees only the modules their role allows. Passwords are set by each person and never visible to anyone else.

➕ Add a team member

Name Email Role Sales BU (scopes a Sales account to one profit center) Temporary password (they can change it later)

Name	Email	Role	Scope BU	Approver	Status	Last sign-in

Role cheat-sheet — Owner: everything · Management (function head): sees everything, owns the budget · Finance & Accounting (full): records & runs payments (small entities) · Accounts Payable: records vendor bills, cannot pay · Accounts Receivable: issues customer invoices & tracks collections · Treasury / Payments: runs payments & bank rec, cannot record bills · Operations: enter & reconcile spend · HR: payroll · Sales: issue documents · External Accountant: read-only. Everyone can file their own expense report. Adjust or add roles below.

💡 Segregation of duties: for a control, give one person Accounts Payable and a different person Treasury / Payments — so whoever records a bill can't also release the cash.

🔐 Roles & permissions — customise or create

Tick what each role can do. You can adjust a built-in role, or make your own (e.g. "Regional Controller"). Everyone can always file their own expense report. The Owner role can't be limited.

Role Display name

🕘 Activity log (who changed what)

When	Who	Action	On

Expense reports

Report	Submitted by	Status	Total	Date

Report title Default profit center (fallback for blank lines)

Date	Category (cost element)	BU	Cost center	Description	Amount	Currency	Rate→THB	THB	Receipt

Note (optional)

Issue a document

🏛 Company details & logo (appears on every document)

No logo

Company name Tool name (subtitle under the company name) Tax ID Signatory Address Contact name Contact phone Contact email Closing message (shown on every document, e.g. "Thank you for your business!") Footer line (bottom of every document — leave blank to auto-use the contact line)

Customer name Customer Tax ID

Customer address

Date VAT rate Default WHT for new lines

Unit prices include VAT (VAT extracted from the price — untick if VAT is added on top)

Description	Qty	Unit price	WHT	Amount

Set WHT per line — goods usually 0%, services 3%. Mixed goods/services on one invoice are fine.

Notes / message on this document (optional — e.g. payment terms, bank details, delivery note)

The 50 ทวิ certificate is the copy you hand to the vendor or employee you withheld tax from. (The ภ.ง.ด. schedule you file with the Revenue Department is under Reports.)

Month

🗂 Reporting structure

Set up your business units, cost centers, P&L cost groups, and how the AI-recognized categories and units roll up (Level 1 → Level 2). Everything here shapes the management statements & segmental drill-down.

🏢 Business units (profit centers)

🏷 Cost centers

Default allocation → profit centers (a cost booked to a cost center — with no profit center of its own — is spread to the branches by these %. Set the split once here, not on every invoice.)

🧱 Cost groups — P&L tiers (gross profit / EBITDA)

Each group sits in a tier: Direct (above gross profit — COGS/cost of service), Operating (→ EBITDA), or Finance (below EBIT — interest). Depreciation is added automatically between EBITDA and EBIT.

🗂 Hierarchy — Level 1 ↔ Level 2 drill-down

Pick a group from the dropdown or type a new one. Cost elements = the categories the AI recognized; leave blank to keep an item at the top level.

Level-1 groups (rename here updates every item under the group)

Cost-element groups

Profit-center parents

Group cost elements

Each cost element sits under a Level-1 group for the drill-down. Use its dropdown — pick a group, choose ＋ New group…, or leave it at the top level. Items are shown under their group so you can see the structure.

Group business units under a parent

Group stores under a channel (hierarchy: profit center → channel → store)

Assign each store to a sales channel (Retail, E-commerce…). The scorecard & profitability views roll stores up to their channel. Use ▲▼ to set the channel order.

✏️ Rename a name — safely (updates all transactions)

Renaming here cascades: every transaction, employee, allocation, and recurring template using the old name is updated to the new one — nothing is left orphaned. (To just add or remove names, use the boxes above.)

What Current name New name

Sign in

Welcome — create the owner account

⠿ Income vs Expenses

⠿ Tax position (THB)

⠿ Revenue by profit center

⠿ Revenue by channel

⠿ Revenue by store

⠿ Expenses by category

⠿ Asset register

Transactions

Budget

Scorecard — Actual vs Budget vs Last year

Profitability — margin by channel & store