Nothing records itself. Every route in gives you something to look at, you save a draft, and only your approval makes it count.
It is worth understanding before you record anything.
The two states
| Status | What it means |
|---|---|
| Draft | saved and visible, but changing nothing |
| Posted | approved by you; it counts in totals, reports and tax estimates |
You will also see approved. Same thing as posted.
The journey
Where drafts come from
| Source | What you get | Does it record anything? |
|---|---|---|
| Payment inbox | NeroPay payments to confirm | no — you enter the real gross and VAT |
| Bank feeds | movements to match | no — importing is not recording |
| Receipts & Bills | a scanned document with a form filled in | no — you check it and save a draft |
| Bookkeeping | a blank income, bill or journal form | no — it saves as a draft |
| Payroll | a calculated pay record | no — the calculator makes a draft |
What counts
- The three totals on Overview
- Every report on Reports
- The bookkeeping profit behind the Corporation Tax estimate
All three read posted entries only. If a figure looks low, it is usually drafts waiting for approval. The Overview counts them for you.
Before you approve
| Check | Why |
|---|---|
| Is it already in the books? | one sale can arrive as a payment, a bank deposit and an invoice |
| Is the amount the real gross? | what NeroPay received is not always the full sale |
| Is the VAT right, and can you prove it? | what counts is the VAT on the document |
| Is it income at all? | transfers, loans and owner money are not sales |
| Is the category right? | reports are only as good as the categories under them |
⚠️ Warning: A transfer between your own accounts, a card settlement, a loan repayment and owner drawings are not sales or expenses. Recording them as such inflates your income and your costs.
Where approvals are recorded
Approvals and access events go in Activity & audit with the date, the action, who did it and the detail. Documents and credentials are not in that log.
If you approve something by mistake
Fix it with another entry rather than pretending it never happened. A reversal cancels an earlier entry. A journal can move an amount between accounts. If the period is locked in Settings, entries inside it can no longer change.
Frequently asked questions
Where do I approve an entry?
On the Bookkeeping screen. Filter by Status: Draft to list what is waiting, then work down.
Do drafts expire?
No. They sit there until you approve or remove them, which is why the Overview counts them.
My profit and loss is empty but I can see entries. Why?
They are almost certainly still drafts. Filter Bookkeeping by Draft to check, then approve the ones that are right.
Does approving pay anyone or send anything?
No. Approving an entry only affects your records. No money moves, and approval on its own sends nothing to HMRC.
Who can approve?
Whoever the account owner has given bookkeeping access to. An outside practice can prepare drafts but cannot approve them.
This article explains how NeroBooks works. It is general information about the software, not accounting, tax or financial advice. Nero Panda Ltd, trading as NeroPay, is not a tax agent, accountancy firm or financial adviser.
Still need help? Contact us at support@neropay.app or create a ticket.