This guide covers implementation, configuration, daily use and troubleshooting for Small Business Management – Accounting Pro.
Small Business Accounting Pro Implementation Guide
This guide explains how to deploy Accounting Pro for one company on one WordPress site. It covers the Free-to-Pro upgrade, licensing, roles, setup health, full ledger configuration, bank imports, recurring billing, customer portal, document/email delivery, integrations and production acceptance testing.
1. Define the Pro scope correctly
Pro is the advanced single-company edition. It includes the operational workflow from Free and adds automation, multi-currency, bank-feed CSV imports, reconciliation, recurring billing, reminders, customer portal, advanced reports, full ledger controls, accountant handover and guided onboarding. It does not provide multiple companies, sales channels or remote marketplace API keys; those belong to Enterprise.
Do not use Pro to keep the books of several legal entities by changing Company Settings back and forth. Use Enterprise when records, numbering, tax, bank data, users or reports must remain separated by company.
2. Requirements, backups and licence identity
| Item | Value / guidance |
|---|---|
| WordPress | 6.0 or later according to the package metadata; use a currently supported WordPress release. |
| PHP | 8.1 or later. |
| Product Code | small-business-accounting-pro |
| Nomad Product ID | nsbs_prod_76d31b7087eea5cb96bec089300ac300 |
| Licence management | Small Business Management Hub → Licences, with standalone fallback where supported. |
| Backup | Database and uploads before installation, upgrade, import, bulk posting or year-end close. |
3. Upgrade from Free without activation failure
Upgrade Free 1.0.22 to Pro 1.2.34
- Back up the database and uploads and export key Free records.
- Leave Free active; do not delete its data.
- Upload the Pro ZIP through Plugins → Add New → Upload Plugin.
- Activate Pro. The current Pro bootstrap resolves the Free conflict before shared ANA constants or Pro-only licence files load.
- Refresh WordPress administration once so pending setup completes.
- Confirm Free is inactive and Pro is the only active Accounting edition.
- Open Hub → Licences and activate Accounting Pro.
- Open Accounting → Setup Health and resolve every critical item.
Pro activates without a fatal error, retains compatible Free records and displays the advanced grouped menus.
4. Roles and least-privilege access
| Role | Use | Restrictions / control |
|---|---|---|
| Administrator / Accounting Manager | Implementation, settings, ledger structure, automation and review | Use individual accounts and strong authentication. |
| Accounting user | Daily customers, documents, payments and expenses | Do not grant structural settings unless required. |
| Accounting Agent | External accountant or bookkeeper | Restricted to approved accounting/reporting pages; no licensing, gateways, company banking, CRM automation or destructive automation controls. |
Prepare users
- Create individual WordPress users.
- Assign the minimum Accounting role needed.
- Sign in as each role in a private browser.
- Verify allowed screens and confirm restricted WordPress areas are not visible.
- Document who may post journals, lock periods, close a year and manage bank rules.
Each user can perform assigned duties without unnecessary access to commercial or WordPress administration settings.
5. Use Setup Health and guided walkthroughs
Pro includes Setup Health, Release Readiness QA, Demo Data & Sample Company and guided First Invoice, First Bank Import and First VAT Return walkthroughs. Use these instead of improvising a live implementation.
Run the onboarding sequence
- Complete Company Settings, Invoice Settings, Branding, Email and Currency Settings.
- Open Setup Health and correct invoice, ledger and VAT readiness issues.
- Install sample data on a non-production or staging site if staff need training.
- Complete the First Invoice Walkthrough.
- Complete the First Bank Import Walkthrough using a sample CSV.
- Complete the First VAT Return Walkthrough.
- Run Release Readiness QA and save/export the result.
The configuration has been tested through the same workflows users will operate after go-live.
Add this image immediately after completing or explaining the preceding section.
- Screen to capture: Accounting Pro → Setup Health or Release Readiness QA.
- Required state: Show both a passed control and one intentionally incomplete control with its explanation.
- Must include: Status badge, failed-item explanation, recommended action and recheck control.
- Redact or avoid: Licence key and email/API credentials.
- Suggested caption: Setup Health explains what is ready and what must be corrected before production use.
Editor note: replace this complete placeholder with a responsive image and keep the suggested caption as the figure caption.
6. Company, document and email configuration
Configure the same core settings as Free, then review Pro-specific document templates, transactional email routing and customer portal behaviour. The company name should be the sender identity for accounting email. If Small Business Transactional Email is installed, Pro can route through it and fall back immediately to wp_mail() when configured to do so.
| Field or setting | What it controls | Practical guidance |
|---|---|---|
| Document template | Layout for invoices and statements. | Select from the built-in templates and preview long descriptions, discounts and totals. |
| Transactional Email route | Preferred delivery layer. | Test the provider and the immediate fallback; avoid duplicate queued sends. |
| Public document URL | Secure customer view. | Use HTTPS and exclude tokenised documents from destructive caching. |
| Currency settings | Base and enabled transaction currencies. | Choose base currency before live multi-currency transactions. |
| Exchange rates | Rate used to calculate base values. | Record source and date; do not overwrite historical reasoning casually. |
7. Chart of Accounts and account mapping
The Chart of Accounts is the ledger structure. Account Mapping tells Pro which ledger account to use for operating events such as receivables, sales, tax, bank, expenses and payables. A transaction workflow can appear correct operationally while remaining unposted or misclassified in the ledger if mappings are incomplete.
Configure the ledger foundation
- Open Ledger & Compliance → Chart of Accounts.
- Review the seeded asset, liability, equity, income and expense accounts.
- Add or rename accounts only under an approved accounting design.
- Open Account Mapping and map required control accounts.
- Map operational income and expense categories where applicable.
- Open Ledger QA and resolve missing mappings or unposted source transactions.
- Post a controlled test invoice, payment and expense and inspect the journal result.
Trial Balance debits equal credits and the test transactions appear in the intended accounts.
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- Screen to capture: Use an annotated composite of Account Mapping and Ledger QA.
- Required state: Show required control accounts mapped and one sample posting exception.
- Must include: Receivables, revenue, tax, bank and expense mappings plus exception details.
- Redact or avoid: No redaction required when using a demo Chart of Accounts.
- Suggested caption: Account Mapping determines where operational transactions post; Ledger QA identifies exceptions.
Editor note: replace this complete placeholder with a responsive image and keep the suggested caption as the figure caption.
8. Opening balances and migration
Use the Import / Migration Wizard for controlled CSV imports of customers, products, suppliers, opening balances, invoices, expenses, bank transactions and journal entries. Preview every batch before commit and use the batch undo feature only within the supported conditions. Do not import the same opening balances through both migration and manual journals.
Import a controlled batch
- Download the template for the record type.
- Prepare a small test CSV using the documented columns.
- Upload and preview the file.
- Correct rejected or ambiguous rows before commit.
- Commit the batch and note the batch identifier.
- Verify record counts, totals and ledger impact.
- Use batch undo only if the entire batch must be reversed and no later dependency makes that unsafe.
Imported records match the source file, totals reconcile and there are no duplicate opening balances.
9. Recurring billing and statements
Subscriptions define the recurring obligation. Billing Runs generate invoices that are due. Payment Reminders and Automated Statements communicate with customers. These are separate stages so an administrator can control generation, review and delivery.
Configure one monthly subscription
- Create or select the customer and recurring product.
- Open Subscriptions and create the monthly schedule.
- Set start date, next billing date, amount, tax and document settings.
- Save and verify the schedule before enabling live generation.
- Run Billing Runs in a controlled test period.
- Review the generated invoice before testing reminder or statement automation.
One invoice is generated for the due cycle, with no duplicate invoice on a repeated safe run.
10. Bank imports, rules and reconciliation
Bank Feeds import CSV statement rows. Categorisation Rules can suggest classifications based on description keywords. Matching links a bank transaction to an invoice, expense or supplier bill. Bank Reconciliation confirms that the accounting bank balance agrees with the bank statement for a period.
Configure bank import safely
- Export a CSV from the bank and keep the original unchanged.
- Open Bank Feeds and upload a small test period.
- Map date, description, amount, debit/credit and reference columns.
- Review imported rows for duplicates and sign direction.
- Match a receipt to an invoice and an outgoing payment to an expense or supplier bill.
- Create a categorisation rule only after confirming the description pattern is reliable.
- Open Bank Reconciliation and reconcile to the statement closing balance.
Imported bank rows are unique, matched transactions are linked correctly and the reconciliation difference is zero.
Add this image immediately after completing or explaining the preceding section.
- Screen to capture: Bank Feed CSV Import Wizard before committing the import.
- Required state: Use a small sample CSV with date, description, reference, debit, credit and balance columns.
- Must include: Column mapping, account selection, date format and preview rows.
- Redact or avoid: Real account number, bank balance and transaction references.
- Suggested caption: Map and preview the bank file before committing any rows.
Editor note: replace this complete placeholder with a responsive image and keep the suggested caption as the figure caption.
11. Customer portal
The customer portal lets approved customers view their accounting documents and account information through branded front-end access. Portal access must be enabled intentionally. Test user identity, document ownership, statement downloads and billing queries with a non-administrator customer account.
Test portal access
- Create a test customer linked to a test WordPress user.
- Enable portal access from the Customer Portal administration screen.
- Sign out and log in as the customer.
- Confirm only that customer’s quotes, invoices, payments and statements are visible.
- Submit a billing query and verify the administrator workflow.
- Disable access and confirm the customer can no longer open the portal.
Customer data is isolated and portal enable/disable controls work as expected.
Add this image immediately after completing or explaining the preceding section.
- Screen to capture: Use an annotated composite of the administrator portal mapping and the customer front-end portal.
- Required state: Show one customer linked to one user with only that customer’s documents visible.
- Must include: User/customer link, invoice list, statement access and document download action.
- Redact or avoid: Login credentials, public tokens and unrelated customer records.
- Suggested caption: The customer portal must expose only the documents assigned to the authenticated customer.
Editor note: replace this complete placeholder with a responsive image and keep the suggested caption as the figure caption.
12. Payment gateways are connector add-ons
Pro exposes payment-gateway integration points, but gateway processing belongs to separately installed connector plugins. Do not store unverified gateway callbacks as payments. A connector should verify the provider event, use a unique transaction reference and rely on payment idempotency safeguards.
13. CRM, Inventory and Transactional Email integration
| Integration | Purpose | Implementation test |
|---|---|---|
| CRM | Sync or automate customer/accounting events when Nomad CRM is installed. | Create a test event and verify the expected CRM list/tag or timeline result. |
| Inventory | Use physical product classifications and stock hooks. | Invoice a controlled physical item and verify the inventory workflow once. |
| Transactional Email | Provider delivery, logs and tracking. | Send test quote, invoice, statement and reminder; verify fallback and no duplicate delivery. |
14. Period locking, audit trail and year-end
Period locking prevents ordinary changes after a period is reviewed. The audit trail records important actions. Year End Reporting carries approved closing information into the next year. These are governance controls; assign responsibility and require review before use.
Close a financial year safely
- Complete bank reconciliations and supplier/customer reviews.
- Resolve Ledger QA exceptions and confirm Trial Balance equality.
- Review Profit & Loss, Balance Sheet, VAT and ageing reports.
- Export the Accountant Handover Pack and obtain approval.
- Record approved opening capital or balance adjustments where required.
- Use Year End Reporting to close the year.
- Verify the carried-forward balance and lock the completed period.
The new financial year opens with approved carry-forward values and the prior period is protected.
15. Production acceptance test
Pro acceptance test
- Free-to-Pro activation path tested or clean Pro installation tested.
- Licence active and protected update check functional.
- Roles and Accounting Agent restrictions verified.
- Company, document, email, currency and templates verified.
- Quote → invoice → payment → statement completed.
- Expense and recurring expense tested.
- Subscription and billing run tested without duplicates.
- Bank import, match and reconciliation completed.
- Chart of Accounts, mapping, Ledger QA, Trial Balance and Balance Sheet reviewed.
- Customer portal isolation tested.
- VAT Return Pack, reports, exports and Accountant Handover Pack opened.
- Backup and restore procedure documented.
16. Implementation troubleshooting
| Symptom | Likely cause | What to do |
|---|---|---|
| Fatal while activating over Free | Old Pro build or stale/damaged plugin folder | Use Pro 1.2.34 or later, replace the old folder and inspect the debug log. |
| Licence shows inactive | Hub identity, domain, key or server connection problem | Confirm Product Code/Product ID, installation ID, domain and licensing server route. |
| Ledger does not reflect operational transaction | Missing mapping or source transaction not posted | Run Ledger QA and inspect posting preview. |
| Bank import duplicates rows | The same statement was imported without a unique check or mapping changed | Stop, inspect import batch and use the supported undo/review process. |
| Recurring run creates unexpected invoices | Schedule dates or duplicate run control not reviewed | Disable the subscription, inspect next billing date and test in staging. |
| Customer sees another account | Incorrect user/customer link | Disable portal access immediately and correct the identity mapping. |
17. Pro screen and control reference
| Area | Key screens | Implementation responsibility |
|---|---|---|
| Customer Hub | Customers, Statements, Payment Follow-up, Customer Portal | Customer identity, receivables procedures and portal access. |
| Products & Accounts | Products, Categories, Income Accounts, Expense Accounts | Master-data design, tax, pricing and mapping. |
| Ledger & Compliance | Chart, Mapping, Ledger QA, Journals, GL, Trial Balance, Balance Sheet, Reconciliation, Credits, Supplier Bills, VAT Pack, Period Lock | Accountant-approved ledger structure and governance. |
| Invoice & Get Paid | Quotes, Invoices, Payments, Progress Invoicing, Gateways | Sales approval, billing, receipt and connector controls. |
| Recurring Billing | Subscriptions, Billing Runs, Reminders, Automated Statements | Schedule ownership, review and communication. |
| Expenses & Banking | Expenses, Receipt Capture, Bank Feeds, Rules | Evidence, bank file handling and classification controls. |
| Reporting | Analytics, Ageing, P&L, Year End, Budget, VAT, Export, Import Wizard | Reporting periods, review and migration controls. |
| Settings & Automation | Company, Setup Health, QA, Demo, Walkthroughs, Documents, Email, Currency, CRM, Licence, Agent, Logs | System configuration and restricted administration. |
18. Posting design: operational event to ledger
| Event | Expected high-level posting | Implementation check |
|---|---|---|
| Sales invoice | Accounts Receivable debit; Sales/Income and tax liability credits. | Correct receivable, income and tax mappings. |
| Customer receipt | Bank/Cash debit; Accounts Receivable credit. | Correct payment account and invoice linkage. |
| Paid expense | Expense/input-tax debit; Bank/Cash credit. | Expense mapping and tax treatment. |
| Supplier bill | Expense/asset and input-tax debit; Accounts Payable credit. | Payables control account and supplier balance. |
| Supplier payment | Accounts Payable debit; Bank/Cash credit. | Bill link and bank account. |
| Credit note | Reduces receivable and reverses approved income/tax effect. | Reason, amount and original invoice relation. |
19. Separation of duties
| Activity | Preparer | Reviewer/approver |
|---|---|---|
| Customer/product master changes | Accounting user or manager | Accounting Manager for material pricing/tax changes. |
| Manual journal | Bookkeeper/accountant | Accounting Manager or authorised owner. |
| Bank rule creation | Bookkeeper | Manager after sample testing. |
| Payment gateway configuration | Administrator | Owner/finance lead plus technical verification. |
| Period lock/reopen | Accounting Manager | Owner/accountant according to policy. |
| Financial-year close | Accountant/manager | Authorised owner or governance approver. |
| Licence and update | Administrator | System owner. |
20. Email and automation test matrix
| Message/event | Test data | Pass condition |
|---|---|---|
| Quote | Test customer with controlled inbox | One email, correct company identity, secure link works. |
| Invoice | Unpaid test invoice | Correct template, amount, due date and banking details. |
| Gateway-paid invoice | Verified test transaction | One payment, one invoice email, no duplicate callback result. |
| Payment reminder | One deliberately overdue test invoice | Only eligible invoice included; wording and link correct. |
| Automated statement | Customer with invoice and payment activity | Correct period, balance and document template. |
| Transactional Email failure | Temporarily unavailable provider in staging | Immediate configured fallback sends once; no later duplicate queue. |
21. Performance and data-volume considerations
Bank imports, reports and customer histories can become large. Use sensible date filters, import bank files in controlled periods, avoid repeated full-history exports during busy hours and keep the WordPress database maintained. Caching should never return another user’s private accounting page or public token document. Exclude sensitive dynamic endpoints from page caching while retaining object/database performance controls where tested.
22. Disaster recovery objectives
- Define how much accounting data the business can afford to lose (recovery point objective).
- Define how long the business can operate without the system (recovery time objective).
- Schedule backups frequently enough to meet the first objective.
- Maintain a documented restore procedure and credentials to meet the second.
- After restore, verify company settings, latest invoice/payment, bank imports, uploads, licence and cron schedules.
23. Upgrade acceptance after every Pro release
Post-update smoke test
- Plugin activates and only Pro edition is active.
- Licence and update status remain valid.
- All grouped menus and contextual navigation load.
- Existing customers, products and recent documents open.
- One draft quote/invoice calculates correctly.
- One report and one ledger screen load for a known period.
- Bank feed and subscription pages load without running live jobs.
- Customer portal and public document links still work.
- PHP/WordPress logs contain no new fatal errors.