Getting Started with LedgerFlow
Welcome to LedgerFlow. This chapter covers the foundational architecture of the platform, user account creation, OTP verification, and selecting your subscription tier.
Platform Overview & Architecture
LedgerFlow unifies double-entry accounting, customer billing, expense tracking, bank feeds, and executive reporting into a single cohesive system. Unlike fragmented tools that require complex third-party connectors, every transaction in LedgerFlow flows naturally into your balanced General Ledger in real time.
End-to-End Financial Operations Pipeline
Create Account & Org
Fast self-serve signup with enterprise MFA and multi-organization support.
Every invoice, payment, and expense in LedgerFlow automatically generates balanced debit and credit entries. You can never create an out-of-balance transaction.
Create Your Account & Verify OTP
Follow these 4 simple steps to establish your master account and configure your initial organization workspace:
Sign Up & Enter Email
Navigate to Onboarding and enter your legal name, corporate work email, and strong password.
Verify Security OTP
Enter the 6-digit cryptographic passcode sent to your inbox within 10 minutes.
Create Organization
Specify your company name, Tax ID / EIN, and preferred operating currency.
Select Tier
Choose Starter, Professional, or Enterprise with instant 14-day zero-risk trial.
Passwords are salted and hashed with Argon2id. One-time passcodes (OTPs) use SHA-256 with strict rate-limiting to prevent brute-force attacks.
Subscription Plans & Gated Features
LedgerFlow offers 3 tailored subscription tiers designed to scale as your business grows:
- • 2 User Seats
- • 100 Invoices / Month
- • General Ledger & CoA
- • Expense Tracking
- • 10 User Seats
- • 1,000 Invoices / Month
- • Bank Feed & Reconciliation
- • Inventory & Projects
- • 100 User Seats
- • 10,000 Invoices / Month
- • AI Copilot & Multi-Branch
- • Custom Domain & Payroll
Your First 15 Minutes with LedgerFlow
Complete these essential onboarding milestones to master your financial workspace.
Provide company legal name, Tax ID / EIN, and industry vertical.
Activate Starter, Professional, or Enterprise with a 14-day trial.
Set operating currency (USD, EUR, GBP) and fiscal start month.
Create a customer profile with credit terms and billing address.
Add inventory items, unit selling prices, and default tax rates.
Generate an invoice with automated vector PDF and payment link.
Record full or partial settlement and observe instant GL posting.
Upload a digital receipt and categorize it to Operating Expenses (6010).
Business Setup & Organization Configuration
Configure your company legal profile, default tax rates, invoice numbering rules, and team member permissions.
Configuring Business Profile & Branding
Your business details (legal name, address, Tax ID/EIN, monogram) automatically appear on customer invoices, payment receipts, and tax filings.
Users & Role-Based Permissions (RBAC Matrix)
LedgerFlow provides 6 distinct security roles to safeguard financial data:
| Role | Invoicing | General Ledger | Banking Sync | Reports | Billing |
|---|---|---|---|---|---|
| Owner | Full | Full | Full | Full | Full |
| Admin | Full | Full | Full | Full | Read Only |
| Accountant | Full | Full | Full | Full | None |
| Finance Manager | Full | Read Only | Full | Full | None |
| Employee | Draft Only | None | None | None | None |
| Auditor / Viewer | Read Only | Read Only | Read Only | Read Only | None |
Customers, Invoicing & Collections
Step-by-step instructions for managing client accounts, creating commercial invoices, dispatching emails, and recording payments.
Customer Management & Accounts Receivable
The Customer Directory acts as your central CRM and Accounts Receivable hub. Each customer profile maintains a real-time audit ledger of all billed amounts, payments, and open balances.
Open Customers Workspace
Click 'Customers' in the sidebar to review your accounts receivable roster.
Add Client & Credit Limit
Set payment terms (Net 30) and assign credit ceilings to protect cash flow.
Creating Your First Invoice (12-Step Walkthrough)
Invoices can be created in seconds using the full-page builder or the universal '⌘K' quick create modal:
Select Customer & Date
Pick the billing recipient and set invoice issue and due dates.
Add Line Items & Quantities
Select catalog products or type custom consulting services with unit costs.
Apply Taxes & Discounts
Apply automated sales tax (8.25%) or custom volume percentage discounts.
Preview & Send
Inspect the vector preview and click 'Send Invoice' to deliver the email & PDF.
Invoice Status Lifecycle State Machine
Invoice Lifecycle Status Explorer
Click any status badge below to inspect its operational meaning, accounting journal impact, and permitted workflow actions.
The invoice is being composed and has not yet been finalized or delivered to the customer.
No General Ledger impact. Accounts Receivable has not been debited yet.
Recording Payments & Auto-Posting
When customer payments are received (via Stripe, ACH wire, check, or cash), click 'Record Payment' to instantly post balanced entries to your General Ledger:
Expenses & Bank Reconciliation
Capture operating expenditure, digitize receipts via smart OCR, and balance your bank accounts with 1-click matching.
Expense Categorization & OCR Receipt Scan
Capture receipts on the fly. LedgerFlow automatically extracts vendor names, transaction dates, and line item amounts.
Upload Receipt Image
Drop PNG, JPG, or PDF receipts into the expense drawer.
Assign Account & Deductibility
Categorize into Software (6010), Hosting (5020), or Marketing (6030).
Bank Feeds & 1-Click Statement Reconciliation
Connect your operating checking or credit card accounts. LedgerFlow matches external statement transactions against internal ledger entries to verify cash positions.
Transactions matching within $0.00 variance and 5 calendar days are highlighted in emerald with a 1-click 'Confirm Match' action.
Double-Entry Accounting & Financial Reports
Learn the core accounting engine, Chart of Accounts structure (1000s-6000s), and generate GAAP-compliant financial statements.
The Double-Entry Equation & Chart of Accounts
In LedgerFlow, every financial movement satisfies the golden equation:
Double-Entry Mathematical Balance Simulator
Recognizing subscription revenue with immediate cash collection into checking account.
| Account Code | Account Name | Debit (DR) | Credit (CR) |
|---|---|---|---|
| 1010 | Operating Cash & Checking | $1,500.00 | — |
| 4010 | Software & SaaS Revenue | — | $1,500.00 |
| Total Balanced General Ledger Posting | $1,500.00 | $1,500.00 | |
Executive Reports & Analytics
Export real-time financial statements with 1-click drill-down capability:
Tracks revenue, gross profit margin, operating expenses, and net profit over any date range.
Provides a complete snapshot of everything your company owns (Assets) and owes (Liabilities).
Categorizes outstanding invoices into 0-30, 31-60, 61-90, and 90+ day overdue buckets.
Verifies that all debit balances equal all credit balances across all active Chart of Accounts.
Troubleshooting & FAQ
Fast diagnostic solutions to common questions, email delivery troubleshooting, and accounting support.
Common Diagnostic Solutions
Frequently Asked Questions
Yes. LedgerFlow is built from the ground up on standard double-entry accounting principles with balanced general ledgers, immutable audit logs, and standard Chart of Accounts classifications that adhere to GAAP and IFRS guidelines.
Absolutely. You can invite external accountants with the specialized 'Accountant' role. They will have access to your General Ledger, Journal Entries, Reconciliation, and Financial Reports without having access to your billing settings.
You get full, unrestricted access to all features in your chosen tier for 14 days without entering a credit card. If you decide not to subscribe at the end of the trial, your data remains safely accessible in read-only mode.
Yes. Every table and financial statement (General Ledger, P&L, Balance Sheet, Invoices, Customers, Bank Transactions) can be exported to standard CSV or printed as vector PDFs at any time.
All user passwords are encrypted using Argon2id with unique salt hashes. All network traffic is encrypted via TLS 1.3, and database records utilize AES-256 encryption at rest with strict multi-tenant isolation.