InEx Ledger
IL Guide

Operating manual

How to use InEx Ledger

This page is the long-form guide for the app. Use it to set up a business, enter transactions, attach receipts, keep mileage organized, hand off clean exports to a CPA, and understand where the bookkeeping stops and tax judgment starts.

Go to transactions Export records

Fast path

  1. Pick the correct region and province/state.
  2. Fill in the business profile.
  3. Add accounts and categories.
  4. Enter income and expense transactions.
  5. Attach receipts and note anything unusual.
  6. Mark edge cases: FX, split use, capital items, and tax recoverability.
  7. Export CSV/PDF for your CPA at tax time.

Start here

1. Quick start

  1. Choose the correct region first. Set the business to the country where the books should live. This controls labels, tax hints, and export wording.
  2. Set the business profile. Confirm the name, business type, tax ID, fiscal year start, and address so exports match the records a CPA expects.
  3. Add the bank and card accounts you actually use. Keep personal and business accounts separate. If money moves from a personal account, still record the transaction.
  4. Build a small category list. Start with the categories you use most often. Too many categories create noise. Too few create bad exports.
  5. Enter each transaction with a receipt when possible. The receipt is what lets a CPA verify the record instead of guessing later.
  6. Review edge-case fields when needed. Use the advanced details for currency, tax treatment, split-use items, and indirect taxes.
  7. Export before tax time. Use CSV for data review and PDF for a cleaner handoff.
Keep one rule in mind: if you would want a CPA to see it later, attach it now.

Foundation

2. Set up your business correctly

Business profile

Open Settings and complete the business profile first. That information flows into exports, receipts, CPA handoff pages, and PDF reports. If the business name or tax ID is wrong, everything downstream looks wrong too.

  • Use the legal business name, not a nickname.
  • Choose the real entity type.
  • Set the fiscal year start if your year is not January 1.
  • Store the business address exactly as you want it to appear on exports.

Accounts and categories

Accounts are where the money lives. Categories are what the money means. Keep them separate. A card or bank account should not be used as a category, and a category should not be used as a bank account.

  • Use one account per bank or credit card.
  • Use categories for the business purpose of the transaction.
  • Keep category names simple and stable.
  • Do not create duplicate categories just because wording changes.
U.S. users should keep U.S. business labels in the profile and ignore Canadian tax labels when they are hidden.
Canadian users should keep province and tax-profile fields accurate so exports stay aligned with T2125 and related records.
Quebec users should also keep any required French-language presentation and province-specific documents in sync with the business records.

Daily bookkeeping

3. Enter transactions the right way

Income vs expense

Income increases the business total. Expenses reduce the business total if they are legitimate business expenses. The app stores the amount as a positive number and applies the sign in the math, so you should not enter negative values to "flip" a transaction.

  • Use Income when money came in for the business.
  • Use Expense when money went out for the business.
  • Pick the account that actually received or paid the money.
  • Pick the category that explains the business purpose.

What to fill in

Date
Use the real transaction date, not the date you feel like sorting it into later.
Description
Write enough detail that someone else can recognize the transaction later.
Account
Select the bank or card used for the transaction.
Category
Select the business purpose or income type.
Receipt attachment
Attach a receipt, invoice, statement, or other proof whenever one exists.
Cleared
Mark it once it matches the bank or card statement.

Advanced / CPA details

The advanced drawer is where edge cases live. Use it when the transaction is not plain domestic operating income or expense.

  • Currency: record the source currency if it is not the business currency.
  • Source amount: record the original amount before conversion.
  • Exchange rate / date: record how the app should normalize the value.
  • Converted amount: use the final business-currency amount.
  • Tax treatment: flag capital items, split-use items, or non-deductible items.
  • Personal-use %: show the non-business portion when a cost is shared.
  • Indirect tax amount: capture GST/HST/QST or sales tax when relevant.
  • Review status and notes: leave a trail for a CPA or future cleanup.

Evidence

4. Receipts: how to keep them useful

A receipt is not just a picture. It is the support for the transaction. The best receipt record is legible, dated, matched to one transaction, and easy to export later.

  • Upload the receipt as close to the transaction as possible.
  • Use the receipt note field for anything a CPA would need to know later.
  • If one receipt covers more than one business purpose, explain the split in the review notes.
  • If the receipt is missing, write a note immediately while the context is still fresh.
  • Keep receipts from vendors, payment confirmations, and statements when they are the only proof available.
Best practice: if you would not hand the document to a CPA with no explanation, do not leave the notes blank.

Distance tracking

5. Mileage

Mileage is only useful if the trip is documented well. Record the date, distance, purpose, and where the trip started and ended. The app supports both miles and kilometers, and it should match the region and settings you use.

  • Record business trips only.
  • Do not guess the distance after the fact if you can avoid it.
  • Keep a short purpose note that explains why the trip was business-related.
  • Use the same unit consistently so the export stays clean.
Mileage does not need to be perfect prose. It does need enough information that the trip can be defended later.

Tax handoff

6. Exports and CPA handoff

Exports are the handoff layer. The goal is not to calculate every tax result inside the app. The goal is to make the records clean enough that a CPA can work faster and with fewer questions.

CSV export

  • Use CSV when you want the raw data for review or import into another system.
  • Choose the correct business scope before exporting.
  • Filter the date range so you are not handing over more data than needed.
  • Include the edge-case columns when you want a CPA to review weird items quickly.

PDF export

  • Use PDF when you want a cleaner summary for a human to read first.
  • Give your CPA the summary pages plus the CSV if they want to inspect the underlying rows.
  • Check the summary before sending it. If the summary looks wrong, fix the source records first.
Export scope matters. Active-business exports use only the current business. All-business exports combine every business you can access.
If the export does not look right, inspect the filters first. Most export mistakes are scope mistakes, not math mistakes.

Collaboration

7. CPA access

CPA access is explicit. You invite a person, choose the scope, and then track the status in Settings. The app separates active access from recent invitations and revoked access so you can tell who still has visibility right now.

  • Use one-business access when the CPA is handling a single entity.
  • Use all-business access only when they truly need your full portfolio.
  • Review the current-access list before tax season so you know who can still see the books.
  • Revoke access when the work is done.
  • Keep audit activity when you need to prove who saw what and when.
Revoked CPA access stays visible for 30 days in the current workflow, which gives you a short audit window without keeping stale access forever.

Control

8. Security and account control

  • Turn MFA on and leave it on unless you have a very specific reason not to.
  • Sign out when you are done on a shared machine.
  • Use a unique password and change it if you suspect the account has been exposed.
  • Keep separate businesses separate. Do not force all activity into one company just to make it easier.
  • Delete a business only when the records truly belong together and you no longer need it.
  • Delete your data only when you understand what will be removed.
  • Use the account deletion flow only when you want the account gone, not as a shortcut for cleanup.
  • Review session and security pages if you suspect another device is still signed in.

Region-specific guidance

9. Keep the advice region-locked

The app should only show guidance for the region you are actually using. That keeps U.S. users from seeing Canadian reminders and keeps Canadian users from seeing U.S. labels that do not apply.

United States: use U.S. labels, U.S. entities, and U.S. export language. Ignore Canadian GST/HST/QST guidance unless you actually operate in Canada.
Canada: use your province, GST/HST/QST fields, and Canadian export language. Keep your records clean enough for a T2125 handoff.
Quebec: keep province-specific settings, French presentation, and local recordkeeping expectations aligned before you hand the file to a CPA.

Fixes

10. Troubleshooting and common mistakes

  • If totals look wrong, check the date filter and business scope first.
  • If a transaction is marked for review, it usually means the app saw an edge case and wants a human to confirm it.
  • If a receipt is missing, attach the best replacement proof and leave a note.
  • If an amount is in the wrong currency, correct the source currency and exchange rate before exporting.
  • If a category seems off, fix the category before you send the export to a CPA.
  • If the page is showing the wrong language or region, change it in Settings and refresh the browser.
  • If exports do not match the table, confirm whether you exported the active business or all businesses.
  • If mileage is wrong, fix the date and unit first, then update the note.

Boundary

11. What InEx Ledger does not do

InEx Ledger is a bookkeeping and export app. It keeps records organized, preserves evidence, and gives a CPA clean source data. It is not trying to replace tax judgment or file a return for you.

  • It does not replace a CPA for final tax treatment.
  • It does not promise that every transaction is deductible.
  • It does not turn a messy receipt into a perfect tax position by itself.
  • It does not remove the need to review capital items, personal-use splits, or indirect tax details.
The app succeeds when it makes the books cleaner, the receipts easier to verify, and the CPA export shorter to review.