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Accountant Guide

As an Accountant, your focus is on income recording, expense approval, invoicing, and financial reporting.

Expense approvals​

Drivers and operations staff submit expenses against trips. Your job is to review and approve them.

  1. Go to Expenses
  2. Filter by Status: Pending
  3. Review each expense — check the receipt image if attached
  4. Click Approve or Reject
    • If rejecting, enter a reason — the submitter will see this

Approved expenses flow into the cost calculation for the job.

Creating invoices​

Invoices are generated from completed or in-progress jobs:

  1. Go to Jobs → open the relevant job
  2. Click Create Invoice
  3. Add or edit line items
  4. Set the currency (TZS, USD, EUR, GBP, ZAR, ZMW)
  5. Apply the correct VAT treatment:
    • VAT Exclusive — tax added on top of the net amount
    • VAT Inclusive — tax extracted from the gross amount
  6. Add payment details (bank name, account number)
  7. Add any notes or terms
  8. Save as Draft to review, then change to Sent when issued

PDF export: Click the print/download icon on any invoice to generate a branded PDF suitable for emailing to clients.

VAT on Tanzania invoices​

Tanzania standard VAT rate is 18%. The system applies this automatically based on your tenant settings. Confirm the rate is correct in Settings → General.

Key VAT rules for Tanzania freight:

  • International freight (export haulage) is generally zero-rated — set VAT to 0% for those invoices
  • Local delivery services are subject to standard 18% VAT
  • Clearing service fees are subject to 18% VAT
caution

This documentation provides general guidance only. Always consult a qualified tax advisor for your specific VAT obligations.

Multi-currency​

The platform supports multiple currencies on invoices and expenses. Exchange rates are entered manually per transaction — always record the rate at the time of the transaction for accurate reporting.

Supported currencies: TZS, USD, EUR, GBP, ZAR, ZMW.

Clearing declarations (view only)​

Accountants have view access to clearing declarations. This lets you see the invoice value, currency, and duty payment status for each declaration — useful for reconciling clearing costs with the related job.

Tips​

  • Review the Reports section for income vs expense summaries per job or date range
  • Use the Invoices table to track which invoices are Sent, Paid, or Overdue
  • Cross-reference trip expenses against the related job income to calculate profitability