Cashbook overview
The cash book start page shows the total balance, income and expenses of the month, entries not yet reconciled and the ten latest entries.
Chöre > Chor > Kassenbuch > Übersicht
Cashbook & Finance
Bookkeeping, accounts, transactions, donations, banking integration, compliance, GoBD
Übersicht & Setup
Chart of accounts (set up SKR template)
Set up the SKR 49 or SKR 42 chart of accounts so entries get an SKR account. The DATEV export and the assignment to the Anlage EÜR need this.
Chöre > Chor > Kassenbuch > Einstellungen > Kontenplan
Manage entry categories
Categories sort income and expenses, such as membership fees, donations or room rent. Theatilo comes with 17 built-in ones, and you can add your own.
Chöre > Chor > Kassenbuch > Einstellungen > Kategorien
Konten
Cashbook accounts overview
Under Accounts you see all bank accounts and cash boxes of your choir with current balance, opening balance and the status of a connected bank.
Chöre > Chor > Kassenbuch > Konten
Create bank account or cash box
Add a bank account or a cash box with an opening balance to the cash book. With the banking add-on you can then connect bank accounts to your bank.
Chöre > Chor > Kassenbuch > Konten > Konto anlegen
Edit or deactivate account
Change the name, IBAN, bank or notes of an account. Accounts you no longer need can be deactivated. Their entries are kept in the cash book.
Chöre > Chor > Kassenbuch > Konten > ··· > Bearbeiten
Recalculate balance
Theatilo recalculates each account balance from the opening balance and entries on every visit. This helps you find the cause if it does not match the bank.
Chöre > Chor > Kassenbuch > Konten
Banking-Anbindung
Manage bank connections
Every bank account in the cash book has its own Bank connection page. There you see the status, last fetch, access expiry and the balance check.
Chöre > Chor > Kassenbuch > Konten > ··· > Bankverbindung
Select IBAN during bank connection
After logging in to your bank, you choose which IBAN is connected to the account in the cash book. Only then does the bank connection become active.
Chöre > Chor > Kassenbuch > Konten > ··· > Bankverbindung > Konto auswählen
Connect bank account via PSD2
Connect a bank account in the cash book to your bank. Theatilo then fetches the transactions every night and puts them under Bank reconciliation for you.
Chöre > Chor > Kassenbuch > Konten > ··· > Bank verbinden
Renew bank connection
Access to the bank is valid for 180 days. With “Renew access” you confirm it again at your bank so that Theatilo can keep fetching transactions.
Chöre > Chor > Kassenbuch > Konten > ··· > Bankverbindung > Zugriff erneuern
Synchronize bank account
Theatilo fetches the transactions of connected bank accounts every night. With “Fetch transactions” or “Sync now” you get new transactions right away.
Chöre > Chor > Kassenbuch > Bank-Abgleich > Umsätze abrufen
Disconnect bank connection
Disconnect an account from the bank. Theatilo then stops fetching transactions, while transactions already booked and all entries are kept as they are.
Chöre > Chor > Kassenbuch > Konten > ··· > Bankverbindung > Verbindung trennen
Buchungen
Show and filter entries
The entry list shows all entries of the choir. Search, filter by type, category, status, account or period, and choose the columns you need.
Chöre > Chor > Kassenbuch > Buchungen
Create new entry
Record income or an expense with account, amount, date and description. Attach receipts right away; Theatilo can read details from the receipt.
Chöre > Chor > Kassenbuch > Neue Buchung
Open, edit or cancel entry
Open an entry, add further details within the first 24 hours, mark it as reconciled or cancel it with a reason. Deleting entries is not possible.
Chöre > Chor > Kassenbuch > Buchungen > Buchung
Upload receipt to entry
Attach invoices, receipts and till slips as PDF, JPG or PNG to an entry, either when you create it or later on. Each file can be up to 10 MB.
Chöre > Chor > Kassenbuch > Buchungen > Buchung > Belege
Receipt recognition (OCR and e-invoice)
Upload a receipt when you create an entry. Theatilo reads e-invoices and scanned receipts and pre-fills the amount, date and other fields for you.
Chöre > Chor > Kassenbuch > Neue Buchung > Beleg
Reconcile bank entries (Bank reconciliation)
Under Bank reconciliation you confirm transactions Theatilo fetched from the bank, merge them with your own entries or reject duplicates.
Chöre > Chor > Kassenbuch > Bank-Abgleich
Bank-Buchungen abgleichen (Bank-Abgleich)
Create donation receipt
Create a donation receipt under § 10b EStG as a PDF for a donation entry. Theatilo takes the donor’s name and address from the entry for you.
Chöre > Chor > Kassenbuch > Buchungen > Buchung > Zuwendungsbestätigung
Donation settings
Store the club name, address, tax number, tax office and exemption notice. Theatilo adds these details to every donation receipt it creates for you.
Chöre > Chor > Kassenbuch > Einstellungen > Spendenbescheinigungen
Invoices — Overview
Under Invoices your choir issues its own invoices, for example to organisers or sponsors: with templates, sequential numbers and e-invoices.
Chöre > Chor > Kassenbuch > Rechnungen
Create invoice
Create an invoice with recipient, line items and template. The live preview appears on the right. Save it as a draft or finalize it straight away.
Chöre > Chor > Kassenbuch > Rechnungen > Neue Rechnung
Open invoice and view PDF
The invoice page shows the stored PDF or the draft preview, along with the status, dates, line items, totals and the linked entries in the cash book.
Chöre > Chor > Kassenbuch > Rechnungen > Rechnung
Edit invoice draft
As long as an invoice is a draft, you change the recipient, line items, texts and template in the editor. Final invoices open in the editor read-only.
Chöre > Chor > Kassenbuch > Rechnungen > Rechnung > Bearbeiten
Delete invoice draft
Drafts you no longer need are deleted for good. Final invoices cannot be deleted; instead they are cancelled with a credit note for the full amount.
Chöre > Chor > Kassenbuch > Rechnungen > Rechnung > ··· > Entwurf löschen
Finalize invoice
When you finalize, the invoice gets its number, and the PDF and any e-invoice are created and stored. After that, the invoice can no longer be changed.
Chöre > Chor > Kassenbuch > Rechnungen > Rechnung > Finalisieren
Cancel invoice (credit note)
You cancel a final invoice with a credit note for the full amount. The credit note gets its own number, and the original invoice is kept unchanged.
Chöre > Chor > Kassenbuch > Rechnungen > Rechnung > ··· > Stornieren
Manage invoice templates
Templates set the look, logo and texts of your invoices. Each language can have a default template, which is suggested for new invoices automatically.
Chöre > Chor > Kassenbuch > Einstellungen > Rechnungen > Vorlagen
Number sequence for invoices
Decide what invoice numbers look like and when the counter starts over. Theatilo shows you the next number before you save your changes.
Chöre > Chor > Kassenbuch > Einstellungen > Rechnungen > Nummernkreis
Seller data and tax mode
Store the tax mode, currency, payment terms, e-invoice format, club details, bank details and footer text. Theatilo uses them for every new invoice.
Chöre > Chor > Kassenbuch > Einstellungen > Rechnungen > Steuer & Verkäufer
Berichte & Compliance
Analyses and reports
Via Export you create a transaction list, annual report, statement of assets, cash audit report, Anlage EÜR and DATEV export for any period.
Chöre > Chor > Kassenbuch > Exportieren
Export for tax advisors and auditors
For your tax advisor, cash audit or tax office, export the DATEV file, transaction list, Anlage EÜR and audit log via Export in the cash book.
Chöre > Chor > Kassenbuch > Exportieren
Period closure / year-end closing
Close a period such as a financial year. After that, entries in it can neither be changed nor cancelled. The closing is final and cannot be undone.
Chöre > Chor > Kassenbuch > Einstellungen > GoBD-Abschluss
Compliance and audit log
The audit log records who created, changed or cancelled entries and receipts and when, with old and new values. You can export it as a CSV file.
Chöre > Chor > Kassenbuch > Einstellungen > Audit-Logs
Import entries from CSV
Take over entries from a CSV or Excel file, for example from an old cash book. You map the columns and see a preview before the import starts.
Chöre > Chor > Kassenbuch > Einstellungen > Buchungen importieren