Ask why, get the reason
"Why is profit down?" Maya compares the periods, names the two or three lines that moved most and says what drove them — fuel, a price rise, a slow-paying customer.
Financial reports
The reports an owner needs, in plain words
Profit, cash, who owes you and what you owe — kept current as your team works, explained by Maya when a figure moves, and ready to share with your accountant in one click.
Sample company dashboard: profit, cash forecast and money owed to you. Maple Street Home & Kitchen · Columbus, Ohio · 14 staff · wholesale & retail. Demo company: A fictional company with made-up figures, so you can see how the reports work.
Try the reports on a sample company
Pick a report, a period and a currency. Click a line marked ↗ to see the documents behind it, or ask Maya why a figure looks the way it does.
Profit and loss
Did we make money this period, and where did it go?
| Profit and loss | Amount | % of sales |
|---|---|---|
| $39,836 | 100.0% | |
| Cost of goods sold | -$27,885 | -70.0% |
| Gross profit | $11,951 | 30.0% |
| Salaries and wages | -$3,984 | -10.0% |
| Rent and utilities | -$1,410 | -3.5% |
| -$1,131 | -2.8% | |
| Marketing | -$443 | -1.1% |
| Other expenses | -$500 | -1.3% |
| Operating profit | $4,483 | 11.3% |
| Interest | -$311 | -0.8% |
| Profit before tax | $4,172 | 10.5% |
Lines marked ↗ open the documents behind them.
Balance sheet
What do we own, what do we owe, and what is left for the owner?
| Balance sheet | Amount |
|---|---|
| What you own | |
| Cash and bank | $19,262 |
| $25,574 | |
| Stock | $35,082 |
| Vans and equipment | $21,721 |
| Total you own | $101,639 |
| What you owe | |
| Owed to suppliers | $16,230 |
| VAT and taxes due | $1,754 |
| Bank loan | $12,295 |
| Total you owe | $30,279 |
| Owner's equity | $71,361 |
| Total owed and equity | $101,640 |
Lines marked ↗ open the documents behind them.
Cash flow
Profit was good — so why didn't the bank balance rise as much?
| Cash flow | Amount |
|---|---|
| Profit before tax | $4,172 |
| Add back depreciation | $361 |
| -$1,525 | |
| More stock on the shelves | -$984 |
| Suppliers paid a little later | $779 |
| Cash from day-to-day trading | $2,803 |
| New equipment | -$1,230 |
| Loan repayments | -$492 |
| Change in cash | $1,081 |
Lines marked ↗ open the documents behind them.
Owed to you
Who owes us money, and how late is it?
| Owed to you | Amount |
|---|---|
| Not yet due | $15,082 |
| $5,656 | |
| $2,803 | |
| $1,213 | |
| $820 | |
| Total owed to you | $25,574 |
Lines marked ↗ open the documents behind them.
You owe
Which bills are due, and is anything overdue?
| You owe | Amount |
|---|---|
| Not yet due | $10,820 |
| $3,361 | |
| $1,525 | |
| $525 | |
| Total you owe | $16,231 |
Lines marked ↗ open the documents behind them.
Budget vs actual
Are we on plan — and which lines are off?
| Budget vs actual | Budget | Actual | Difference |
|---|---|---|---|
| Sales | $40,984 | $39,836 | -$1,148 |
| Cost of goods sold | -$28,279 | -$27,885 | $393 |
| Salaries and wages | -$3,852 | -$3,984 | -$131 |
| Rent and utilities | -$1,410 | -$1,410 | $0 |
| -$984 | -$1,131 | -$148 | |
| Marketing | -$656 | -$443 | $213 |
| Other expenses | -$492 | -$500 | -$8 |
| Operating profit | $5,311 | $4,483 | -$829 |
Lines marked ↗ open the documents behind them.
VAT summary
How much VAT do we owe for the period, and from which sales and purchases?
| VAT summary | Value | VAT |
|---|---|---|
| $34,426 | $5,164 | |
| Zero-rated and exempt sales | $5,410 | $0 |
| $22,730 | -$3,410 | |
| VAT payable | $1,754 |
Lines marked ↗ open the documents behind them.
Trial balanceFor your accountant
Do debits equal credits, account by account, before the statements are prepared?
| Trial balance | Debit | Credit |
|---|---|---|
| Cash and bank | $19,262 | |
| Accounts receivable | $25,574 | |
| Inventory | $35,082 | |
| Vans and equipment | $21,721 | |
| Accounts payable | $16,230 | |
| VAT payable | $1,754 | |
| Bank loan | $12,295 | |
| Owner's equity (opening) | $67,189 | |
| Sales | $39,836 | |
| Cost of goods sold | $27,885 | |
| Operating expenses | $7,467 | |
| Interest expense | $311 | |
| Total | $137,302 | $137,304 |
Financial ratios
How healthy is the business compared with the previous period?
| Financial ratios | This period | Previous period |
|---|---|---|
| Gross margin | 30.0% | 29.2% |
| Net margin | 10.5% | 9.6% |
| Quick ratio | 2.5× | 2.2× |
| Days to get paid | 19 days | 17 days |
| Days to pay suppliers | 17 days | 21 days |
| Days of stock | 38 days | 35 days |
| Debt to equity | 0.17× | 0.19× |
Cash forecastPrediction
Will we have enough cash over the next 13 weeks?
| Cash forecast | Amount |
|---|---|
| Cash today | $19,262 |
| $113,934 | |
| Expected out: suppliers, payroll, bills | -$108,607 |
| Likely cash in 13 weeks | $24,589 |
| Lowest point (week 7) | $5,000 |
Lines marked ↗ open the documents behind them.
Late-payment riskPrediction
Which customers are likely to pay late, and by how much?
| Late-payment risk | Open amount | Likely days late | Chance of paying late |
|---|---|---|---|
| $3,377 | 21 days | 64% | |
| Karim Wholesale | $2,344 | 9 days | 38% |
| $1,623 | 34 days | 71% | |
| Padma Kitchen Store | $1,262 | 4 days | 18% |
| Nodi Traders | $754 | 0 days | 7% |
Lines marked ↗ open the documents behind them.
Currencies are converted at fixed illustrative rates, not live exchange rates.
Reports that explain themselves
Every report has Maya beside it. She reads the same figures you see and answers in plain words.
Every figure opens its documents
Click any line to see the invoices, bills and bank lines behind it, then open the original document — the photo of the bill, the signed delivery note.
Plain words for owners, full detail for accountants
Owners see "Owed to you" and "You owe". Accountants switch to account codes, the trial balance and the ledger, from the same books.
Always up to date
There is no report run and no spreadsheet to refresh. Reports read the books as they are right now.
Books post as you work
An invoice sent, a bill approved, a payroll confirmed — each one is recorded the moment it happens, so this morning's profit already includes yesterday's sales.
Bank matched every day
The Bookkeeper agent matches bank lines to invoices and bills each day, so cash and "Owed to you" agree with the bank, not with last month's reconciliation.
Month-end without the scramble
Because the work is done daily, closing the month is a review. Once you publish it, the month's reports are fixed and any later change is a visible correction.
By department, project or cost centre
Profit and loss, balance sheet, cash flow and trial balance can each be limited to one department, project or cost centre — the same report, for the part of the business you are looking at.
Share with your accountant
Your accountant gets the detail they need without asking you for a spreadsheet.
Export to PDF and Excel
Download any report as a formatted PDF for the bank or the board, or as an Excel file with every line for your accountant to work in.
Invite your accountant
Give your accountant their own sign-in with read-only access to the books, or let them prepare adjustments for you to approve.
A monthly pack, on schedule
Send profit and loss, balance sheet and cash flow to the people you choose on the first working day of each month, by email or as a link in WhatsApp.
Predictions, clearly labelled
Forward-looking reports are marked as predictions. Forecasts are estimates — shown as ranges, with the reasons behind them.
Cash forecast
Thirteen weeks ahead, built from the invoices you are owed, the bills you will pay, payroll and how your customers actually pay — with the tight weeks called out early.
Late-payment risk
Which open invoices are likely to be paid late, and by roughly how many days, so you chase the right customers first instead of everyone at once.
Honest about accuracy
Each forecast shows how close it has been for your business. With too little history, it says so and falls back to simple rules until there is enough.
The viewer uses one fictional sample company with illustrative figures — not a customer and not live data. Forecasts are estimates. Which reports are included depends on your plan; we confirm it in your demo.
Revenue reconciled by channel
Counter, online shop, marketplaces and delivery apps pay you net of fees and refunds. DeepERP matches each payout to the orders behind it and lists what does not agree.
Channels and payouts
Each sales channel is a source — a till, a marketplace, a delivery app, a payment provider. Payouts are imported or read from the bank and matched to the orders they settle.
Exceptions, listed
A payout that is short, a refund taken twice, an order with no payout — each becomes an exception with the documents behind it and a proposed fix for you to approve.
Month sign-off
Open, reviewed, signed off. Once a month is signed off its figures are fixed; reopening it is a visible, recorded step.
- Sales imported from each channel
- Payouts matched to orders, fees and refunds
- Exceptions proposed with their documents
- You review and sign off the month
Bank reconciliation works the same way for every account: lines matched daily with the reason for each match, rules you can read, and only the unplaced lines coming to you.
Bring last month's numbers to a demo
Share a bank statement and a few bills. We'll show you the reports your business would see, and how Maya explains them.