Understanding the options for your Accounting

Modified on Fri, 12 Jan at 9:08 AM

Actionstep offers a number of ways that you can handle your bookkeeping. In this article, we will discuss the methods that are available, what each means and any considerations you need to make.

 

Integrate, Use Actionstep or handle your Accounts Manually 

 

When setting up a system for the first time you will be presented with different option depending on which Actionstep plan you have. 

For Actionstep Express and Actionstep Practice Pro you will be given the options:

  • Integrate with QuickBooks Online
  • Integrate with Xero 
  • Use Billing and Trust Accounting only (no accounting)

For Actionstep Practice Pro + Accounting, you will be given the options:

  • Integrate with QuickBooks Online
  • Integrate with Xero 
  • Use Actionstep's Accounting

This gives you four options which we will summarise below.


Actionstep Practice Pro + Accounting is the only plan in which you can use Actionstep Accounting. It also comes with other configuration options for the integration with QuickBooks Online and Xero that are not available on our other plans.

 

 

 

WARNING

 

It is important to note that once you choose an accounting option with Actionstep, it is not possible to choose another Accounting system unless you are on our Practice Pro + Accounting plan. Even then, the General Ledger will be strongly shaped by your original choice. 

 

 

Integrate with QuickBooks Online

QuickBooks is the leading small business accounting solution in the US and is available for all Actionstep users. Like the Xero integration, by integrating your Actionstep with QuickBooks Online, Actionstep will ensure that any billing or trust accounting transaction that you post in Actionstep, will be posted to your QuickBooks Online account. The integration will mean that any transaction done in Actionstep is pushed to QuickBooks Online but it does not mean that any transaction done in QuickBooks will update your records in Actionstep. 

 

Integrate with Xero

Xero is the fastest growing online accounting software company in the world and offers a seamless online experience designed to make accounting understandable. Like the QuickBooks Online integration by integrating your Actionstep with QuickBooks Online, Actionstep will ensure that any bill, credit note, bill payment or trust accounting transaction that you post in Actionstep, will be posted to your Xero account. The integration will mean that any transaction done in Actionstep is pushed to Xero but it does not mean that any transaction done in Xero will update your records in Actionstep. 


Do not link your Actionstep system with a Xero trial. There will be unavoidable issues with moving to a live Xero system once you are linked to any other.


 

Actionstep Accounting

Actionstep offers its own General Ledger based accounting solution. Benefits of using Actionstep accounting include divisional accounting, multi-currency accounting, General retainers and Accounting reports based on matters and participants in your system.

 

Billing and Trust Accounting Only (no accounting)

This option is for any user who does not want to use an Actionstep integration partner or Actionstep for their accounting. It is for users who want to use another accounting system or want to do their accounting manually. Users are still able to process their billing and trust accounting in Actionstep but will have to manually re-enter information to account for items financially. 

 

Understanding Accounting Options with Express and Practice Pro

In Express and Practice Pro you will only be able to create transactions that are related to Billing your clients and your trust accounting.

When items are marked with a 'No' in the table below, it could mean that you cannot create that item in Actionstep at all or it might mean that creating it in Actionstep does not record the transaction on your general ledger. See the explanation contained within each box.

 

 

QuickBooks Online (QBO) Integration

 

Xero Integration

 

Actionstep Accounting

 

Billing and Trust Accounting Only

(No Accounting)

Client Billing

Posting a client bill to your accounting

Yes

Processed in Actionstep, posted to QBO

Yes

Processed in Actionstep, posted to Xero

Actionstep Accounting is not available with this plan

Yes

Processed in Actionstep but not posted to any General Ledger

Paying a client bill

Yes

Processed in Actionstep, posted to QBO

Yes

Processed in Actionstep, posted to Xero

Actionstep Accounting is not available with this plan

Yes

Processed in Actionstep but not posted to any General Ledger

Creating a credit note

Yes

Processed in Actionstep, posted to QBO

Yes

Processed in Actionstep, posted to Xero

Actionstep Accounting is not available with this plan

Yes

Processed in Actionstep but not posted to any General Ledger

Applying a credit note to an invoice

Yes

Processed in Actionstep, posted to QBO

Yes

Processed in Actionstep, posted to Xero

Actionstep Accounting is not available with this plan

Yes

Processed in Actionstep but not posted to any General Ledger

Refunding an outstanding credit note back to the client

No

Not available with a QBO integration

No

Not available with a Xero integration

Actionstep Accounting is not available with this plan

Yes

Processed in Actionstep but not posted to any General Ledger

General Retainers

Regionally specific

No

Not available with a QBO integration

No

Not available with a Xero integration

Actionstep Accounting is not available with this plan

Yes

Processed in Actionstep but not posted to any General Ledger

Trust Accounting

Receipts, Payments, Journals and Transfers

Yes

Processed in Actionstep, posted to QBO

Yes

Processed in Actionstep, posted to Xero

Actionstep Accounting is not available with this plan

Yes

Processed in Actionstep but not posted to any General Ledger

Interest 

Yes

Processed in Actionstep, posted to QBO

Yes

Processed in Actionstep, posted to Xero

Actionstep Accounting is not available with this plan

Yes

Processed in Actionstep but not posted to any General Ledger

Invoice Payments

Yes

Processed in Actionstep, posted to QBO

Yes

Processed in Actionstep, posted to Xero

Actionstep Accounting is not available with this plan

Yes

Processed in Actionstep but not posted to any General Ledger

Statutory Deposits 

Regionally specific

Yes

Processed in Actionstep, posted to QBO

Yes

Processed in Actionstep, posted to Xero

Actionstep Accounting is not available with this plan

Yes

Processed in Actionstep but not posted to any General Ledger

Advanced funds transactions

Regionally specific

Yes

Processed in Actionstep, posted to QBO

Yes

Processed in Actionstep, posted to Xero

Actionstep Accounting is not available with this plan

Yes

Processed in Actionstep but not posted to any General Ledger

Trust Bank Reconciliations

No

Bank reconciliations for trust accounts should be completed in Actionstep and are not pushed to QBO

No

Bank reconciliations for trust accounts should be completed in Actionstep and are not pushed to Xero

Actionstep Accounting is not available with this plan

Yes

Processed in Actionstep but not posted to any General Ledger

 

Understanding Accounting Options with Practice Pro + Accounting

Unlike Express and Practice Pro, you have a lot more options for what you can do with accounting in Practice Pro + Accounting. 

 When items are marked with a 'No' in the table below, it could mean that you cannot create that item in Actionstep at all or it might mean that creating it in Actionstep does not record the transaction on your general ledger. See the explanation contained within each box.

 

QuickBooks Online (QBO) Integration

 

Xero Integration

 

Actionstep Accounting

 

Billing and Trust Accounting Only

(No Accounting)

Client Billing

Posting a client bill to your accounting

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

Yes

Actionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Paying a client bill

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Creating a credit note

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Applying a credit note to an invoice

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Refunding an outstanding credit note back to the client

No

Not available with a QBO integration

No

Not available with a Xero integration

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Refund an overpayment from a client

No

Not available with a QBO integration

No

Not available with a Xero integration 

Yes Actionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan 

General Retainers

Regionally specific

No

Not available with a QBO integration

No

Not available with a Xero integration

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Trust Accounting

Trust Receipts, Payments, Journals and Transfers

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Interest 

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Invoice Payments

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Statutory Deposits 

Regionally specific

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Advanced funds transactions

Regionally specific

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Trust Bank Reconciliations

Yes

Bank reconciliations for trust accounts should be completed in Actionstep and are NOT pushed to QBO

Yes

Bank reconciliations for trust accounts should be completed in Actionstep and are NOT pushed to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Vendor / Supplier transactions

Posting a vendor / supplier invoice to your accounting

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Paying a vendor / supplier invoice

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Creating a vendor / supplier credit invoice

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Applying a vendor / supplier credit invoice to a vendor / supplier invoice

Yes

Processed in Actionstep, optional to post billing transactions to QBO

Yes

Processed in Actionstep, optional to post billing transactions to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Purchase Orders

No

These can be created in Actionstep but will not be posted to QBO

No

These can be created in Actionstep but will not be posted to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Purchase Credit Orders

No

These can be created in Actionstep but will not be posted to QBO 

No

These can be created in Actionstep but will not be posted to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Pre-entered vendor 

No

These can be created in Actionstep but will not be posted to QBO 

No

These can be created in Actionstep but will not be posted to Xero 

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Banking Transactions

A bank deposit

When not linked to a client payment

No

These can be created in Actionstep but will not be posted to QBO

No

These can be created in Actionstep but will not be posted to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

A bank withdrawal

When not linked to a vendor payment

No

These can be created in Actionstep but will not be posted to QBO

No

These can be created in Actionstep but will not be posted to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Bank to bank transfer

No

These can be created in Actionstep but will not be posted to QBO

No

These can be created in Actionstep but will not be posted to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Electronic Batching of payments

Regional specific

No

These can be created in Actionstep but will not be posted to QBO

No

These can be created in Actionstep but will not be posted to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Bank reconciliations

No

These can be created in Actionstep but will not be posted to QBO

No

These can be created in Actionstep but will not be posted to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Printed Checks

No

These can be created in Actionstep, the transaction will post to QBO (depending on if it is for a vendor invoice or a banking withdrawal - see above) but the Check will be printed in Actionstep

No

These can be created in Actionstep, the transaction will post to Xerodepending if it is for a vendor invoice or a banking withdrawal (see above) but the Check will be printed in Actionstep

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Deposit Slips

No

These can be created in Actionstep, the transaction in the deposit slip will post to QBO (depending on if it is for a vendor invoice or a banking withdrawal - see above) but the Check will be printed in Actionstep

No

These can be created in Actionstep, the transaction in the deposit slip will post to Xero (depending on if it is for a vendor invoice or a banking withdrawal - see above) but the Check will be printed in Actionstep

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Bank feeds

Where transactions entered into your bank account is feed into your accounting to create or reconcile the transactions

Partial

While the bank feed will work in QBO, any transaction created through the Bank feed will not be processed in Actionstep

Partial

While the bank feed will work in Xero, any transaction created through the Bank feed will not be processed in Actionstep

 No Actionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Other Accounting functions

General Journals

No

These can be created in Actionstep but will not be posted to QBO

No

These can be created in Actionstep but will not be posted to Xero

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Sales Tax Returns

No

These can be created in Actionstep but will not be posted to QBO

No

These can be created in Actionstep but will not be posted to Xer

YesActionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Divisions

Divisions allow you to have multiple orgnaisations operating from one instance of Actionstep

No

Actionstep's division's function is not designed to work with a QBO integration 

No

Actionstep's division's function is not designed to work with a Xero integration 

 Yes Actionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Accounting reports based on Matter or Participant

No

You will still be able to pull these reports in Actionstep, but the matter and participant types required will not be pushed through to QBO for you to run similar reports there

No 

You will still be able to pull these reports in Actionstep, but the matter and participant types required will not be pushed through to Xero for you to run similar reports there

Yes  Actionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Multi-Currency Accounting

Yes  

No 

Yes   Actionstep Billing and Trust Accounting Only (no Accounting) is not available with this plan

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select at least one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article