OneB
Finance

To the launch plan Why accounting items are critical

Quick start

How to start working in OneB Finance so that reports are immediately useful

OneB Finance is not just a cash flow journal. It is a system where accounts, payments, counterparties, projects, taxes, and accounting items add up to a single financial picture. Key thought: if the data is entered correctly at the input, at the output you get reports you can trust.

1. Structure first

Create accounts, basic accounting items, counterparties, and projects. Without this, financial analytics will be distorted.

2. Then money movement

Connect banks, import statements, check payments, distribute them by items, projects, and counterparties.

3. Only then reports

P&L, Cash Flow, payment history, and financial indicators are useful when the system sees not just amounts, but the meaning of each operation.

1

How OneB Finance works overall

The system reads from left to right: where the money is → what happened to it → how it affected the business.

Accounts

Bank accounts, cash registers, cards, other storage places for funds.

Payments

Receipts, expenses, commissions, taxes, transfers.

Allocation

Items, projects, counterparties, documents, tags, comments.

Reports

Cash Flow, P&L, payment history, budgeting, financial indicators.

Main logic

The system does not just store transactions. It tries to answer three questions: where the money is now, where it came from or where it went, and what this means for business profitability.

Account: This is the source or destination of funds: bank, cash, card.

Payment: This is a specific movement of money: receipt, expense, or transfer.

Accounting item: Explains what kind of money it is: sales, rent, salary, taxes.

Project / counterparty: Adds managerial context: which business area or who accounts for the income or expense.

2

How to create an account

An account in OneB Finance is not an invoice, but a financial container: bank, cash register, card, or another source of funds.

When to create an account: immediately after launching the system, before importing statements and before mass-entering payments. Accounts form the basis of balances and cash flow.

Bank accountCash registerCardCurrency account

Practical rule

Give accounts names that are immediately readable by the team: for example, "Sole proprietor UAH - Monobank", "LLC USD - PrivatBank", "Office cash", "Marketing corporate card".

Typical mistake

Trying to import statements without an already created account. In OneB Finance this is impossible, because each statement is always linked to a specific account.

3

Synchronization with banks and uploading statements

The essence is simple: the bank provides raw cash flow, OneB Finance converts it into managed payments and analytics.

How it works

The system can synchronize with Monobank, PrivatBank, and A-Bank without third-party applications. But the logic is unchanged: first, an account must exist in OneB Finance, and synchronization or statement import is connected to it. Without an account, import is not performed.

Auto-sync

Suitable if you want daily automatic statement updates and minimal manual work. The best option for ongoing operational accounting.

Manual import of statements

Suitable if you need to upload history, reconcile past periods, or handle a bank for which direct connection is not used.

Scenario	What to do	Purpose
Daily accounting	Connect the bank directly	Automatic statement updates and less manual work
Historical period	Create an account, upload statements	Quick filling of the system with past data without losing the link to the source of funds
Non-standard format	Create or use an import template	Fewer errors with repeated uploads

Important

Synchronization with the bank does not replace financial logic. It only brings cash flow. After that, payments still need to be distributed by content: items, projects, counterparties, documents, and types of operations.

4

Mechanics of working with payments, operations, receivables and payables

This is where finance stops being just a bank statement and becomes management data.

What is a payment

A receipt, expense, or transfer between your own accounts. On a payment card, not only the number matters but also the context: commission, tax, project, counterparty, document, change history.

What a good payment card gives you

Transparency, quick editing, cleaner analytics, and less chaos when financial data is reviewed by a manager or accountant.

There are two different entities in OneB Finance:

Operation — is a planned or economic event: income or expense that forms accounts receivable or payable.

Payment — is the actual movement of money. One operation can contain a single payment, several partial payments, or none at all yet.

Operation = plan / obligation

An income operation means someone has to pay you. An expense operation means you have to pay. This is the level at which receivables and payables are born.

Payment = fact of execution

When money actually came in or went out, the system records a payment. It closes the operation in full or in part. This is why partial payments can be correctly tracked and the outstanding balance can be seen.

Strong managerial approach

Don't limit yourself to just the amount and date. For each important payment, try to answer the questions: is this income or expense, for what exactly, in which direction, from whom or to whom, and is it not an internal transfer between your own accounts.

5

What reports there are and what they give

A report is not just a table. It is an answer to a specific business question.

Report	What it shows	When it is especially useful
Cash Flow	Actual cash movement: how much came in, how much went out, where cash gaps arise	When you need to control liquidity and solvency
P&L	Profit and expenses as a business result, not just bank movement	When you need to assess whether the business is really earning
Payment history	Full list of transactions, filters, action history, change audit	For reconciliation, team verification, error finding
Budgeting	Comparison of plan and fact by month, quarter, year, or absolute budget	When you need to manage deviations and planned limits
Financial indicators	Automated metrics of profitability, ROI, and operational efficiency	When the owner needs a concise but accurate business picture

Cash Flow

Answers the question: "Do we have enough money physically?". This is a report on cash movement over time.

P&L

Answers the question: "Is the business earning?". Here, not only the payment is important, but also the content of operations and their correct classification.

6

Why correct accounting items and chart are critically important

This is one of the most important parts of the setup. It is the accounting items that turn raw amounts into a managerial financial model.

The essence without embellishment

If the types of items and their chart are configured incorrectly, the reports will look beautiful but tell lies. An error at the item level further ruins P&L, financial indicators, and the balance sheet.

What is in the system

In OneB Finance, an item has not only a name, but also a type, a parent category, and a place in the chart of accounting items. It is the chart that determines how data is aggregated into blocks of income, expenses, assets, liabilities, and equity.

Situation	How it's wrong	How it's right	What it gives
Investment or owner contribution	Show as income	Record as capital contribution / equity	Profit will not be artificially inflated, and the balance sheet will show the real capital structure
Purchase for product	Put into general operating expenses	Put into cost of goods sold	Gross profit and margin will be calculated correctly
Payment system commission	Add to the general "Other expenses" item	Record separately as acquiring commission or bank commission	You will see real net income by sales channels
Loan or credit	Show as regular income	Record under liabilities in the chart	Balance sheet and debt burden will be displayed correctly
Taxes	Mix with administrative expenses	Highlight separately	It is easier to read the expense structure and indicators are formed more correctly
Internal movement between own accounts	Record as income and expense	Record as a transfer	There will be no inflated turnover and false income

7

Recommended launch plan

The simplest order that reduces the number of mistakes at the start.

STEP 1

Bank accounts, cash registers, cards. Give them clear names. If there is an opening balance — add it.

STEP 2

Set up basic income and expense accounting items, don't make them too general.

STEP 3

Add the main counterparties, projects, and groups if needed.

STEP 4

Create accounts, and only then connect banks or upload historical statements for each required account.

STEP 5

Check imported payments and distribute them by content: items, projects, counterparties.

STEP 6

Fix internal money movements via the transfer mechanism, not income/expense.

STEP 7

Only after that open P&L, Cash Flow, budgets, and financial indicators.

Final principle

OneB Finance provides the greatest value not when you simply collect all payments in one place, but when every important payment has the correct content. This is what transforms the system into a business management tool, not just an archive of transactions.