BILLY simplifies the management of your cash register, i.e. cash payments. This way, you comply with tax legislation and integrate your data directly into your accounts ✅

👉🏻 When do you need to keep a cash register?

💡 A bank deposit is not sufficient to declare your cash income. 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 a receipt to your cash book simply by clicking the "+" button and then clicking "Cash receipt".

You will then access the entry screen:

1️⃣ Date

In this first field, you must enter the date of the day the service was provided. For daily entry, we suggest today's date 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 tolerated if you have another reliable way to prove your schedule. This could be a professional software linked to your diary or an Inami certificate book.

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 several days into a single receipt.

2️⃣ Amount

Enter the amount received. When grouping several consultations, enter the total amount. If you provide VAT-liable services, enter the amount including 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 therefore need to create a specific entry for this 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 as it is linked to your professional activity, similarly to 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 them, whether by depositing them at the bank or for personal use.

Direct cash payment to a supplier is not currently supported in BILLY.
If you encounter this situation, contact us via the in-app chat 💬

Three types of transactions can be recorded:

Cash receipt – Service: Choose this option to record a service received in cash (which has not been the subject of an invoice). This transaction will create an entry in your receipt book and a movement in your cash book. (To learn more about the difference between a receipt book and a cash book, click here)
Withdrawal to bank: A cash deposit at the bank must be recorded in your cash book. There must be an exact match with the amount that will appear on your bank account. (In your bank journal, this transaction will not be considered as income but as a cash deposit.)
Private withdrawal: When you keep cash for personal use, record it with this option. It is preferable to keep two clearly separate "wallets". 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 payment of €50 in cash, then deposit that amount directly at the bank. I must record two transactions in my cash register:

I first record a cash receipt of €50 to record an inflow of 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 receipt book.
I then record a bank deposit of €50. This deposit reduces my cash balance by €50. This transaction is not considered as income.

4️⃣ VAT

If you have a mixed VAT status (exempt for most of your services and under the franchise scheme for a small portion, for example), you will need to select the VAT regime applicable to the service.

If you have only one type of VAT status, the choice will be applied automatically.

5️⃣ Comment

To annotate your transactions ✍️ you can add a free comment. This will be associated with the transaction and visible from your income management.

You can enter the name of your patient/client, the number of services if you are grouping them, or the related Inami certificate 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 errors. 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 the professional bank account to top up my cash register	Currently unavailable – avoid this type of transaction, use a petty cash fund with personal cash instead
I pay a supplier with cash from the register	Currently unavailable – avoid this type of transaction