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Books

Books is Ciyora's accounting app for small and growing US companies. It keeps a double-entry ledger in USD with a US GAAP chart of accounts, issues invoices with sales tax, records bills and payments, reconciles bank accounts and prepares sales tax and Form 1099 reports. Because it shares a platform with People, payroll and expense claims post to the ledger automatically.

Who uses it​

  • Finance admins own settings, approvals, period locks and the complete books.
  • Accountants post journals, invoices and bills, reconcile banks and prepare reports.
  • Bookkeepers enter day-to-day transactions, optionally limited to some legal entities or locations.
  • External CPAs review the books, leave review notes and switch between client companies from one console.
  • Viewers read reports without changing anything.

Before you start​

  • Create your company and switch Books on. See the Quick start.
  • Collect each legal entity's EIN, the states where you have sales tax nexus and their permit numbers, and your bank accounts.
  • Prepare opening balances: a trial balance as at your start date, open customer and vendor items, inventory and fixed assets.
  • If you are moving from QuickBooks, export your lists and transactions as IIF or QuickBooks Online CSV.
  • Decide who will hold the finance admin, accountant and bookkeeper roles, and choose your fiscal year.

Set up​

  1. Review the chart of accounts. Books starts with a US GAAP chart. Add sub-accounts and rename accounts as needed, and set the fiscal year your company uses.
  2. Set up sales tax. Add each state where you collect sales tax, with its permit number and filing frequency. Rates by state, county and city are applied from the ship-to or store address.
  3. Load masters. Import customers, vendors and items from CSV or QuickBooks, with tax-exempt status, Form W-9 details for vendors and product tax codes.
  4. Enter opening balances. Use the opening balances wizard for the trial balance and open receivables and payables.
  5. Connect banks. Add bank, cash and card accounts, then import a first statement and set up bank rules.
  6. Set controls. Choose approval thresholds for journals, invoices, purchase orders and bills, credit control mode and the period lock date.
  7. Invite your team and CPA. Assign roles, limit bookkeepers to legal entities or locations if needed, and invite your external CPA.
  8. Link payroll. If People is on, review the mapping of earnings, deductions and taxes to ledger accounts.

Key workflows​

Invoice and collect​

  1. Create an estimate or sales order, then convert it into an invoice. Sales tax is calculated from the ship-to address, with exemption certificates applied for exempt customers.
  2. Send the invoice. Customers can view it, see their statement and pay by card or ACH in the customer portal.
  3. Record the payment and apply it to open invoices.
  4. Follow up overdue invoices with scheduled reminders and the aged receivables report.

Record purchases and pay vendors​

  1. Raise a purchase order, record the goods receipt and enter the bill. Books checks the three-way match.
  2. Forward scanned bills to the bill inbox; OCR suggests the vendor and amounts for review.
  3. Request a Form W-9 from new vendors and mark those that will receive a Form 1099.
  4. Pay vendors singly or in a batch and generate a NACHA file for ACH vendor payments.

Reconcile the bank​

  • Import a statement from CSV, Excel or PDF. Bank rules categorise routine lines and Books suggests matches for the rest.
  • Confirm matches, create entries for unmatched lines and keep the check register up to date.

Sales tax and Forms 1099​

  1. Each filing period, review the sales tax liability report by state, county and city and file with each state.
  2. Watch nexus tracking, which totals sales and transactions per state against each state's economic nexus threshold.
  3. At year end, produce Form 1099-NEC and Form 1099-MISC data for eligible vendors from payments recorded in Books.

Close the month​

  • Run recurring journals, depreciation and foreign-currency revaluation.
  • Review the income statement, balance sheet and trial balance, then set the period lock date.

United States specifics​

Books supports multiple legal entities per company, sales tax by state, county and city with nexus tracking per state and a sales tax liability report, exemption certificates, Form W-9 collection and Form 1099-NEC and 1099-MISC reporting, ACH vendor payments through NACHA files, US GAAP financial statements and a fiscal year chosen by the company. Changes to posted records are audited field by field, and closed periods are locked.

Works with other apps​

  • People: payroll, tax deposits, expense claims and final pay post journals.
  • CRM: accounts share customers, and accepted quotes become sales orders or invoices.
  • Projects: project invoices carry the project for profitability reports.
  • Procurement: purchase orders, receipts and bills are Books documents.
  • Company Compliance: financial statements feed state annual reports and franchise tax filings.
  • Analytics: ledger actuals feed dashboards, and approved budgets come back to Books.

Next steps​