Transactions

Transactions are the core of Gee Ledger. Every financial event — whether it’s a sale, an expense, or a payment — is recorded as a transaction.

Creating a Transaction

Open Income or Expenses under Day-to-day in the sidebar
Click New, then Blank Income (or pick a template)
Fill in the details:
- Client or Supplier — who it is for (optional)
- Date — when it happened, today by default
- Line items — what was sold or bought
Click Create

What Comes First, and What Folds Away

The form leads with the two things you are actually entering — who it is for and what was sold — and puts everything else behind More details:

Location — where it happened (defaults to your first location)
Due Date — when payment is expected
Channel — the sales channel
Category — how to classify it
Currency — if it is not your business currency
Discount — a document-level discount
Reference No. — invoice or receipt number
Line prices — whether line prices include tax or exclude it
Note — anything else

More details opens itself whenever it holds something set or something missing — a template’s channel, a location that has not defaulted — so you are never blocked by a field you cannot see. An exchange rate, which a foreign-currency document cannot be saved without, always stays in view.

Three Ways to Enter an Amount

Mode	Use it for
Items	Goods sold or bought, with quantity and unit price
Services	Time-based or service charges, with hours and a rate
Amount only	A bill with no breakdown — a retainer, a deposit, a lump sum

Amount only records the figure and nothing else: there is no product to attribute it to and no unit price for the item history. Use Items if you want either.

Line Items

Click Add line to open the line panel. Each line can carry:

Product — picked from a grid of your catalog, or typed by hand
Variant — which form of that product, asked one axis at a time
Quantity and unit — pieces, kilograms, litres, hours
Unit price
Tax rate and Discount — set on the line itself, not only in the grid
Note and attachments

The transaction total is calculated automatically from line items.

Picking a product copies its name and price onto the line. Editing the catalog afterwards never changes a document already written — the line says what it said at the time. See Products for the grid, search and variants.

Editing a Transaction

Click any transaction in the list to open its detail page. From there you can:

Edit any field
Add or remove line items
Attach files — up to 5 on Free, 10 on Pro
View the activity history

Reading the List

Each row leads with who it was for, then summarises what was on the document — so two deliveries from the same supplier in the same week can be told apart without opening either.

Lines are gathered under the product they are a form of, and a form of more than one axis nests again:

Riverside Wholesale                          −$195.00
Sep 6, 2026
Ground Coffee
  1kg
    Dark                                             3
    Light                                            1
  250g
    Dark                                             2
Cocoa powder, bulk                               2 kg

The quantity sits in a column of its own. On a wider screen each line also shows its unit price; on a phone that column is dropped so the item names get the width, since the document total is already on the row.

Documents longer than fifty lines show the first fifty and a count of the rest.

Which Date the List Reads By

A list is ordered by document date — the date on the document, not the moment it was typed. Something entered today for last week appears in last week, and an invoice dated next month sits at the top however late it was entered. That is what a date on a document is for.

It does mean the thing you just created is not always at the top. Billing a project writes a document dated today, so if you have anything post-dated it lands below that. Switch the sort to Recently added to read by when things were entered instead:

Sort	Reads by
Document date (default)	The date on the document
Recently added	When it was entered

The choice stays in the address bar, so a reload or a bookmark keeps it.

Filtering and Searching

The transaction list supports filtering by:

Date range — View transactions within a specific period
Type — Income, expense, or all
Category, location, channel — Narrow down results
Party — View all transactions with a specific client or supplier
Search — Find transactions by note, reference number, or party name

Transaction Statuses

Transactions with invoice tracking enabled go through a lifecycle:

Status	Meaning
Draft	Not yet finalized
Sent	Invoice delivered to client
Viewed	Client has viewed the invoice
Paid	Payment received
Overdue	Past the due date
Cancelled	Voided

See Invoicing & Receipts for more details.

Printing and Emailing

Print — Generate a printable invoice or receipt from any transaction
Email — Send invoices directly to clients via email (5 per month on Free, 300 on Pro)

Credit Notes

Issue a partial or full refund against an income transaction:

Open the income transaction
Scroll to the Credit Notes card
Click Issue Credit Note
Enter the amount (up to the remaining creditable balance), date, and optional note
The credit note is created as a linked transaction with an auto-generated number (e.g., CN-0001)

Credit notes:

Reduce the party’s balance in statements
Show as negative amounts in the transaction list
Are subtracted from income totals on the dashboard
Can be printed as a “CREDIT NOTE” document

Overdue Reminders

Automatically email clients when invoices are past their due date.

Go to Settings → Documents → Overdue Reminders
Enable reminders and select day offsets (e.g., 1, 3, 7 days after due)
Reminders are sent automatically at 1:00 AM UTC daily

Overdue reminders require a Pro plan and count toward your monthly email limit.