Payments
From close-out to the books: QuickBooks, Xero and Schedule C
If you close out every day, month-end is a download, not a project. The Accounting page turns your bills and payments into reports and one journal entry a month, with a suggested account, Schedule C line, QuickBooks type and Xero account for each line. Here is how it fits together. This is not tax advice.
Month-end is the sum of closed days
Books go wrong in small ways that add up: a bill left open, a drawer that did not match, a refund dated in the wrong month. A daily close-out catches each of those the day it happens, when the person who knows why is still in the building.
The export has three layers. The close-out records each day as counted. The Accounting reports gather any period from your real bills and payments. The journal puts the period into your accountant’s software as one entry a month.
What the daily close-out feeds
At the end of the day, owners and managers count the drawer against the day’s payments and record why it is off, if it is. For the full routine, including walk-outs, see unpaid bills and the end-of-day close-out.
Those days become the reports an accountant asks for: Daily sales (every day’s bills, net sales, tax, tips, deposits and gift cards used, cash, card and refunds), Payment methods, Sales tax by location and rate, Tips by team member, Transactions, and the Cash drawer close-outs as counted. The page also checks that bills equal the payments behind them and that Stripe matches, before you lock the period.
The chart: lines, accounts and mappings
The Chart of accounts report lists each line of your summary and the account it is booked to. Each line carries a suggested Schedule C line (a dash for balance-sheet accounts), a QuickBooks Online detail type and a Xero account. The mappings are suggestions: an accountant can map them to your own chart on import.
Schedule C is the profit-or-loss form for sole proprietors and single-member LLCs. If your business files differently, ignore that column. The report’s notes flag lines your accountant may map another way, such as product commission paid to employees.
The shop’s chart: suggested accounts for each line
| Sales (services, add-ons, products) | Revenue | 4000 | 1 | Service/Fee Income | Sales (200) |
|---|---|---|---|---|---|
| Member and friend referral discounts | Contra-revenue | 4900 | 2 | Discounts/Refunds Given | Sales (200), as a negative |
| Promotional store credit used | Contra-revenue | 4930 | 2 | Discounts/Refunds Given | Sales (200), as a negative |
| No-show fees, packages, memberships, table bills | Revenue | 4100 | 1 | Other Primary Income | Other Revenue (260) |
| Booth rent | Revenue | 4200 | 1 | Other Primary Income | Other Revenue (260) |
| Refunds | Contra-revenue | 4910 | 2 | Discounts/Refunds Given | Sales (200), as a negative |
| Chargebacks | Contra-revenue | 4920 | 2 | Discounts/Refunds Given | Sales (200), as a negative |
| Card processing fees (Stripe) | Expense | 6000 | 10 | Bank Charges & Fees | Bank Fees (404) |
| NextUp Walk-in card fee | Expense | 6010 | 10 | Bank Charges & Fees | Bank Fees (404) |
| NextUp Walk-in subscription | Expense | 6100 | 18 | Software & Apps | Subscriptions (485) |
| Product commission | Expense | 6500 | 10 | Commissions & Fees | General Expenses (429) |
| Sales tax collected | Liability | 2200 | — | Sales Tax Payable | Sales Tax (820) |
| Tips collected | Liability | 2300 | — | Other Current Liabilities | Current Liability |
| Deposits held (taken less used) | Liability | 2400 | — | Other Current Liabilities | Current Liability |
| Paid toward bills not yet paid in full | Liability | 2410 | — | Other Current Liabilities | Current Liability |
| Gift cards sold less redeemed | Liability | 2500 | — | Other Current Liabilities | Current Liability |
| Store credit (paid by customers) | Liability | 2520 | — | Other Current Liabilities | Current Liability |
| Owed to booth renters for store credit | Liability | 2530 | — | Other Current Liabilities | Current Liability |
| Cash taken | Asset | 1000 | — | Cash on hand | Bank |
From the Chart of accounts report. Mappings are suggestions for your accountant to adjust, not tax advice. The card clearing line that balances each month’s entry and a Stripe Connect fees line are not listed.
See how a month becomes one entry
The exported journal is one entry a month, numbered like BK-2026-09, with columns for date, journal number, account code, account, description, debit and credit. Sales, tax and tips are credits; discounts, refunds, fees and cash are debits; a card clearing line balances the two sides.
Enter a month’s figures to see the shape. The real entry comes from your bills, not from totals typed in.
How a month becomes one journal entry
Enter a month’s figures. The balancing line shows how the card clearing account falls out of the rest, the way the exported journal does it.
- Sales tax payable
- $1,215 owed to the state
- Tips payable
- $2,400 owed to the team
- Cash taken
- $6,289
- Card clearing (balancing line)
- $14,295
Hover or tab to a column for the numbers.
| Amount | |
|---|---|
| Sales (Cr) | $18,000 |
| Sales tax (Cr) | $1,214.5 |
| Tips (Cr) | $2,400 |
| Discounts (Dr) | $400 |
| Refunds (Dr) | $250 |
| Card fees (Dr) | $380 |
| Cash (Dr) | $6,289.4 |
| Card clearing (Dr) | $14,295.2 |
Example arithmetic from your inputs, simplified: the real entry comes from your bills and adds lines for deposits, gift cards, store credit and booth rent when you use them.
Credits are sales, tax and tips; debits are discounts, refunds, fees, cash and the clearing line, so both sides total the same. Tax is worked out on sales less discounts and refunds.
Why some money is not income
A good chart keeps money that is not yours out of sales. Sales tax collected is owed to the state. Tips collected are owed to the team. A deposit is held for a booking, a gift card or store credit is owed until it is spent, and a renter’s share of store credit is owed to the renter. Each is a liability line, and each moves to sales only when the service is delivered.
Promotional store credit used is a discount, not a payment. Refunds and chargebacks reduce sales in their own lines instead of disappearing into them. That separation is what lets an accountant tie the books to your bank and your Stripe payouts.
Card fees appear twice: Stripe’s processing fee and NextUp Walk-in’s card fee are each their own expense line. NextUp Walk-in’s card fee is 0.5% of card payments, never on tips, at most $1 a payment, on top of Stripe’s processing fee.
How NextUp Walk-in handles the export
The Accounting page is on every plan. Pick a month, quarter, year or your own dates, choose one location or all, and download a complete PDF report, a complete Excel workbook, or a full package with every report as a PDF, workbook and CSV. Gift card, store credit, booth rent and close-out reports appear when you use those features.
Journal entries. Download the journal CSV and import it into QuickBooks or Xero. The Chart of accounts report shows which account each line lands in.
Checks and locks. The page checks that bills tie to payments, that what you sent to Stripe arrived, and that gift card and store credit balances reconcile. An owner can then lock the books through a finished day, so cash tips and close-outs on or before it cannot change. Reopening needs a reason and is recorded.
Payments. Card payments are processed by Stripe on your own Stripe account; the reports record them, and NextUp Walk-in does not hold your money.
Where to read more
See accounting reports, split bills and close-out, gift cards, store credit, barbershops, pricing. For the weekly view, see the weekly numbers worth reading.
Questions
Can I import the journal into QuickBooks or Xero?
Yes. The Accounting page downloads the journal as a CSV, one entry a month, ready to import into either. Your accountant can map the suggested accounts to your own chart.
Is the Schedule C column tax advice?
No. It is a suggested line for each account, so your accountant has a starting point. Schedule C applies to sole proprietors and single-member LLCs, and your accountant decides what fits your return.
Which plan has the Accounting page?
Every plan. The gift card, store credit, booth rent and close-out reports appear when you use those features.
Can anyone change a month after it has been closed?
Not once an owner has locked the books through that day. Reopening needs a reason and is recorded.