Financial accounting in Torgsoft is a built-in system for controlling a store's money using a simple income-and-expense model, without accounting entries. Every sale, supplier payment, expense or owner withdrawal is recorded under its own financial analysis category, and the software automatically calculates revenue, cost, profit and cash balances.
This page is for store owners and sole proprietors who make sales every day but cannot accurately answer how much the business earned during the month, where the money went and why the cash register is empty despite good revenue. Keeping records in a notebook or Excel does not provide these answers: data is entered manually, cost is not calculated, and small expenses are lost.
As a result, the owner sees four key figures in the software: profit for the period by each retail location, cash flow by expense category, debts in both directions — customer debts and amounts owed to suppliers — as well as the total value of the business, including money tied up in inventory. Acquiring fees and bank charges are deducted automatically, so the balances in the software match the bank statement. None of this requires accounting education, a separate financial service or daily work with spreadsheets.
Financial accounting for sole proprietors and stores in Torgsoft
Revenue, cost and profit are calculated automatically from every checkout sale. Expenses, debts and owner withdrawals are recorded under clear categories, with actual cash balances matching the bank down to the last cent.
What the owner sees every day
Monthly profit
Revenue, cost of goods sold and net result — separately for each store or business area in the Analysis — Period report.
Where the money went
Rent, salaries, advertising, bank fees — every expense under its own financial analysis category, with details by branch.
Money in inventory
The value of all inventory at cost — the amount that explains why there is profit but no available money in the cash register.
Debts in both directions
Which customers owe money for goods sold on deferred payment terms, how much you owe and to whom — in Payment — Partner Balance.
Balances matching the bank
Acquiring fees and commissions are deducted automatically, so the account balance in the software matches the bank statement.
Owner's money
Personal expenses are recorded under the «Dividends» category — showing how much was withdrawn from the business and whether it exceeds profit.
Four figures entrepreneurs confuse most often
Torgsoft separates these figures into different reports, so the formula «there is profit, but there is no money» is no longer a mystery: the business result, actual cash flow and the amount tied up in inventory are all visible.
How it works: financial analysis categories
Every movement of money in the software is linked to a financial analysis category. System categories work automatically: money from sales is recorded under «Sales Revenue», payments for goods under «Supplier Settlements», and the bank percentage on card payments under «Acquiring». The owner records custom expenses — rent, utilities, advertising — using a financial document and creates a category tree with any required level of detail.
If a category is marked as an expense, its amounts are automatically deducted from sales revenue when net profit is calculated. This prevents «invisible» expenses from remaining hidden, and complete income and expense accounting is built automatically from daily transactions.
Practical advice from the support team. Record the owner's personal expenses under a separate «Dividends» category — using an expense cash order in which you are specified as the counterparty. If necessary, divide the category into subcategories: car, housing, education. This makes it clear whether withdrawals exceed actual profit — otherwise, the business begins consuming its working capital.
Before and after implementing financial accounting
Without accounting
Revenue is known «from the cash register», while profit is based on intuition. Small expenses and fees are not recorded anywhere, debts exist in memory and messaging apps, and the question «where is the money?» has no answer at the end of the month.
With accounting in Torgsoft
Monthly profit is in the report, expenses are grouped by category, debts are shown in the partner balance, and the account balance matches the bank. The question «where is the money?» has an exact answer with figures.
Four questions from the owner — four reports
Weekly control of a store's money comes down to four reports: Analysis — Period answers whether the business is profitable; Balance by financial analysis categories shows where the money went; Statement for the period reconciles cash flow with the bank by day; Partner Balance shows debts in both directions. Each takes only a few minutes.
The fifth report answers the main question. Business Value Analysis combines the cost of all remaining inventory, cash in the registers, non-cash funds in accounts, equipment value and the final partner balance into one picture. This is the actual capitalisation of the business today: it shows how much money is tied up in inventory and how much is freely available. Trends are displayed in charts, while the entrepreneur's daily balance shows the status across all retail locations.
See the figures for your own store
Install the demo version, receive goods into inventory and process the first sales — at the end of the month, Torgsoft will show the actual profit, expense structure and value of your business.
Financial accounting features in Torgsoft
Scenarios by niche
Clothing store with consignment goods
Some collections are received from the supplier on consignment. The FIFO report shows exactly how much has been sold and how much must be paid — without manually reconciling invoices.
Sales through dropshippers
Goods are shipped to the intermediary without payment. The software tracks the debt, calculates the earnings percentage and closes invoices as payments are received.
A network of two locations
Each store is a separate accounting centre. Analysis — Period shows the profit of each location separately, making it clear which one actually earns money.
Example
A hypothetical shoe store: the monthly report shows a profit, but there is no available money in the cash register. Business Value Analysis shows the breakdown: 68% of the funds are goods in inventory at cost, 22% are money in cash registers and accounts, and 10% are customer debts from deferred payments. The profit has not disappeared — it is invested in the new collection. The decision can now be made consciously: sell off last season's inventory and reduce the next purchase instead of taking out an urgent loan.
Which options and versions it works with
The core of financial accounting — categories, financial documents, reports, debts, cash collection, cost — works in the basic software. Additional options cover specific tasks:
- Bank Statements | 1-year licence — automatic import of statements from Privat24 and monobank for quick recording of fees and reconciliation of cashless payments;
- Software cash register | 1-year licence — fiscalisation of sales without a separate cash register device;
- Staff Payroll and Motivation — staff expenses are calculated transparently: rates, KPIs, bonuses;
- Torgsoft mobile application — revenue, inventory and retail network status on the owner's smartphone.
Financial accounting is available both in the desktop Torgsoft Ultra version with a one-time licence payment and in the cloud-based Torgsoft Online. The desktop version provides accounting within the store without an internet connection. The licence overview will help compare the options.
Financial accounting is part of comprehensive store automation: inventory accounting, checkout, customer database and money operate within one system, so there is no need to reconcile them separately.
Frequently asked questions about financial accounting
How should business expenses and the owner's personal spending be recorded?
All movements of money are classified using financial analysis categories: create your own category tree — «Rent», «Utilities», «Payroll», «Dividends». An expense is entered using a financial document with the relevant category specified; expense categories are automatically deducted from revenue when net profit is calculated. Record personal spending under a separate «Dividends» category — this keeps business and personal money separate and shows whether withdrawals exceed actual profit.
How can supplier debts and goods on consignment be controlled?
In Payment — Partner Balance, the goods-and-money balance for each supplier is visible: the value of goods received and the amount already paid; the debt can be repaid using an expense order directly from this window. For goods on consignment, there is an «Analysis of sales of goods on consignment» report: using FIFO, it calculates how much of the supplier's goods has already been sold to customers and determines the exact amount payable for the sold quantity.
Why does the revenue in the daily cash report not match the inventory report?
The daily cash report is generated only from financial documents under the system category «Sales Revenue». If another category was selected by mistake when recording payment for a sale, the sale appears in the inventory reports but is not included as revenue in the cash report. Returns are another reason for discrepancies: in some reports, their amount is deducted from revenue, while in others it is shown in a separate column. Check the categories of financial documents for the day — the discrepancy can be found quickly.
How should acquiring and bank fees be recorded so that balances match the bank?
The acquiring percentage is set in the settlement account settings — with every cashless payment, the software automatically calculates the fee, deducts it and assigns it to the «Acquiring» category. Monthly account service charges are entered manually using a financial document under the «Bank Fee» category or imported automatically using the Bank Statements option from Privat24 and monobank. When recorded regularly, the balance in the software matches the bank statement down to the last cent.
Why is cost calculated incorrectly and how can it be corrected?
Cost is calculated using one of two selected methods: «Latest purchase price» or «By delivery batches» (FIFO). Typical causes of errors are selling goods into negative inventory before receiving them, backdated documents and a missing purchase price in the receipt document. To correct this, open Analysis — Period and click the cost recalculation button — the software will rebuild the chronology of inventory movement and correct the figures.
The reports show profit, but there is no available money. Where is it?
Open Business Value Analysis. The report adds together the cost of all remaining inventory, cash in the network's registers, funds in settlement accounts and the final partner balance. This shows the actual capitalisation of the business and, most importantly, how much money is tied up in inventory. Most often, the answer is there: profit has been converted into inventory. The entrepreneur's daily balance shows this picture across all retail locations.
How should records be kept when working with dropshippers and dealers?
For the model «goods shipped without payment, intermediary sells them and pays after deducting their commission», the software includes the «Intermediary» function. An intermediary profile is created, and sales through them are specified when issuing an invoice or processing a sale. The software simultaneously tracks their debt for shipped goods, calculates the earnings percentage from sales and applies payments to the relevant outgoing invoices.
Is accounting education required to work with financial accounting?
No. Accounting is based on a simple income-and-expense model without accounting entries. Revenue and cost are calculated automatically from sales, and only expenses such as rent need to be entered manually — this takes a few minutes a week. Management accounting for the owner does not replace tax reporting, which follows its own rules.
How is financial accounting in Torgsoft different from online money accounting services?
Payment accounting services see only the movement of funds across accounts. Torgsoft links money with inventory and the checkout: the software knows the cost of every item, the value of inventory, profit by product and location, and works with a scanner, payment terminal and cash register. In addition, the desktop version is purchased once, without a monthly subscription.
How much does the software cost and how can it be tested?
The price depends on the selected licence and format — desktop or cloud; current prices are provided in the licence overview. You can test it free of charge: the 30-day demo version includes full functionality, installation takes about ten minutes, and the technical support service helps with configuration seven days a week.
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