Accountant rules
The app enforces exactly this table. Your accountant owns every rule in it; we implement them and keep the audit trail. Nothing here is tax advice.
Version 3Draft · pending accountant sign-offCaptured in working sessions with your accountant before the bookkeeper retires · rules change in this table, not in code
| What the crew taps | Books treatment | Where it posts | Evidence rule |
|---|---|---|---|
Building something new Capitalise | Accumulates on the job as WIP; capitalised to the asset register on completion; depreciates over the effective life your accountant sets. | 1450 Work in progress → 1500 Fixed assets | Receipt always required |
Experimental / test work R&D candidate | Held out of the asset and out of ordinary expense; exported with evidence for your R&D adviser to assess. Never claimed automatically. | 5400 R&D candidate costs (held separately) | Receipt + project ID always required |
Fixing / maintaining Expense | Expensed to the P&L in the period, coded to the site. | 6100 Repairs & maintenance | Receipt required over $150 |
Part moved from warehouse Reclass | Moves value from stock onto the job. Not a purchase, no cash movement, cannot inflate CapEx. | Dr job cost / Cr 1400 Inventory | Pick note auto-generated |
Site utilities & recurring Opex | Auto-coded by supplier once the supplier has earned auto-post. | 6400 Site utilities | Weel receipt inherited |
Auto-post, earned per supplier
a supplier only posts without a human once its coding has proven right
AGL Energy
100% coding accuracy over 40 bills
Pirtek
96% · capital-vs-expense judgement
Brown Brothers
93% · repair vs build parts
New suppliers
until coding proves right
Set with your accountant, before she retires
- · What counts as capitalisable vs repair, in her words, encoded here.
- · Effective life and depreciation method per asset class.
- · Receipt materiality thresholds (the $150 expense floor above).
- · Inventory cost basis for warehouse moves.
- · What the R&D adviser needs captured for a defensible claim.
We make everything BAS-ready in Xero. We are not a registered tax or BAS agent; your accountant reviews and lodges, and nothing statutory ever auto-submits.