# Money: payment methods, receipts, Box Cash, ledger and expenses

> How money moves in NegoBill: payment methods point at ledger accounts, receipts and vouchers are documents that can be voided but never edited, Box Cash counts each cash drawer against the book, expenses post from a paid-from account, and the double-entry ledger is written by the app, never by hand. Web.

- Product: NegoBill V5 (https://negobill.com) · Module: LEDGER
- Platforms: web app (app.negobill.com), Android app, iOS app
- Plans: Box Cash and Expenses on every plan; Ledger & payments from Plus
- Permissions: Ledger & payments: LEDGER:view, LEDGER:settle; Box Cash: BOXCASH:view, BOXCASH:count, BOXCASH:move; Expenses: EXPENSE:create, EXPENSE:list
- How-to guides: https://negobill.com/help/record-a-payment, https://negobill.com/help/count-the-cash-box, https://negobill.com/help/record-an-expense, https://negobill.com/help/pay-a-supplier
- Updated: 2026-09-26 · Page: https://negobill.com/manual/money · Markdown: https://negobill.com/manual/money.md

## Where it is

- **Web:** Money → Box Cash, Ledger (one account or the whole store, journal, statements, accounts), Expenses. Settings → Payment methods and Settings → Counters.
- **Android and iOS:** Box Cash and Expenses on Home and All Tools; payments are recorded on the sale and on the contact.

## Plan and permission

Box Cash and Expenses are in Starter. The ledger, supplier payments, refunds and vouchers need Plus. Staff permissions per group as above; Reset wallet balance and Buying price & profit are separate keys.

## Concepts

- **Accounts:** cash boxes, banks, UPI, wallets, expense categories, the system accounts (sales, GST, stock, customer and supplier balances). "Add account", never "add bank".
- **Payment methods:** Cash, UPI, Bank transfer, Card by default; each points at an account; more can be added; a method can be switched off (hidden from every pay surface, kept in history).
- **Documents:** Receipt (money received), Payment Voucher (money paid), Refund, Cash / Bank Move, Expense, Opening Balance. Each has its own number series. A document is voided by a reversing entry, never edited.
- **Journal:** every sale, receipt, change, purchase, expense and write-off posts entries in the order it happened; every entry names the documents it came from; the whole-store ledger proves assets = liabilities + equity.

## Actions

**Record a payment received:** on a sale (Record payment in the preview, Charge on the phone) or on the contact: amount, method, allocation to bills oldest-first, note. Part payments allowed; a receipt can settle several bills.

**Pay a supplier / refund a customer:** Ledger → the contact → Pay / Refund: a Payment Voucher or Refund against purchase bills or dues.

**Received cash / Paid cash:** money beyond the bills stays on the contact (an advance, a payable) and can be voided.

**Box Cash:** each cash box's day book from the ledger: opening, in, out, expected now; **Count** records the physical count as evidence (readings kept, the picked one compared); cash over or short is a figure. Cash in / cash out needs a counterpart account. Every plan.

**Expenses:** Expenses → Add: title (learned suggestions), category (a new one can be made in place), amount, paid from (cash box first), day, note; cancel by reversal; the day list totals. On the phones the same form under Expenses.

**Cash / Bank move:** move money between accounts (drawer to bank).

## Rules

- Money is never edited: every correction is a new document that reverses the old one.
- Change is gross tender plus where it went; waived change never prints; SALE_CHANGE is its own entry type.
- Recharge wallets are an approximate mirror of the operator: top-ups owe the agent's company, the operator owns the deduction.
- Expense categories and money accounts come from the Expenses module's own routes, so Starter shops see them without the ledger.

## Limits

No limit on accounts or methods. Cash counts are evidence, not transactions, and never change a balance.