BILLY simplifies the management of your cash register, i.e. cash payments. This helps you comply with tax regulations and integrate your data directly into your accounts ✅
💡 A bank deposit is not enough to declare income received in cash. You are required to keep a daily record of cash transactions in a cash book.
As soon as you receive cash income
You can add an entry to your cash book simply by tapping the "+" button and then clicking "Cash receipt".
You then reach the entry screen:
1️⃣ Date
In this first field, you must enter the date of the day the service was provided. For daily entries, today's date is suggested by default 🗓️
Two entry methods are available:
You record each service separately. This is the preferred method for full transparency.
You group all services from the same day on a single line. This method is accepted if you have another reliable way to prove how your time was spent — for example, a practice management tool linked to your diary, or an Inami attestation booklet.
In all cases, you must make at least one entry per day. It is not possible to group several days into a single cash receipt.
📖 The legal requirement is to record at least one receipt per day. It is not possible to group multiple days into a single receipt.
2️⃣ Amount
Enter the amount received. If you are grouping several consultations, enter the total amount. If you provide services subject to VAT, enter the amount incl. VAT.
⚠️ As soon as you receive a payment of more than €250, you must record it separately. If you group several services per day, you will need to create a specific entry for that transaction.
3️⃣ Transaction type
With BILLY, you manage not only your income but also the total amount of cash you hold 📊 Your cash balance must be monitored because it is linked to your professional activity, just like the balance of your professional bank account.
It is therefore necessary to keep a record of all your cash inflows as well as how you use that cash — whether by depositing it at the bank or using it for personal purposes.
Paying a supplier directly in cash is not currently supported in BILLY.
If this applies to you, contact us via the in-app chat 💬
Three types of transactions can be recorded:
Cash receipt – Service: Choose this option to record a service paid in cash (not covered by an invoice). This will create an entry in your income book and a transaction in your cash book. (To learn more about the difference between an income book and a cash book, click here.)
Withdrawal to bank: A bank deposit of cash must be recorded in your cash book. It must match exactly the amount that will appear in your bank account. (In your bank journal, this transaction will not be treated as income but as a cash deposit.)
Private withdrawal: When you keep the cash for personal use, record it using this option. It is best to keep two clearly separate "pots". Avoid using your professional cash register directly for personal expenses.
Cash receipt – Income with invoice: Choose this option if you have issued an invoice and your client paid it in cash.
Example:
I receive a €50 cash payment for a service and then deposit that amount directly at the bank. I need to record two transactions in my cash register:
First, I record a cash receipt of €50 to log the incoming money. In my cash journal, a positive movement of €50 is recorded. My cash balance increases by €50. At the same time, income of €50 is recorded in my income book.
Then I record a bank deposit of €50. This deposit reduces my cash balance by €50. This transaction is not treated as income.
4️⃣ VAT
If you are a mixed VAT taxpayer (for example, exempt for the majority of your services and under the small business scheme for a small portion), you will need to select the VAT regime that applies to the service.
If you only have one type of VAT status, the selection will be applied automatically.
5️⃣ Comment
To annotate your transactions ✍️ you can add a free-text comment. It will be linked to the transaction and visible from your income management view.
You can enter the name of your patient/client, the number of services if you are grouping them, or the related Inami attestation number.
💡 You can edit or delete a transaction until the end of the week in which you entered it. This gives you time to correct any mistakes. After that date, the transaction will be locked 🔒
Finding the right category
Example cash transaction | Category |
I receive a cash payment from a patient | Cash receipt |
I pay a personal expense with cash (from the register) | Private withdrawal |
I take cash from the register to deposit at the bank | Bank deposit |
I withdraw cash from my professional bank account to top up my register | Not currently available — avoid this type of transaction; use a float funded with personal cash instead |
I pay a supplier with cash from the register | Not currently available — avoid this type of transaction |
Any questions? Write to us in the chat at the bottom right of your app 🙂
See you soon 😄