Record Income in Simple Tracking

Record business money in without assigning it to a bank account.

Applies to

Bookkeeping setup: Simple Tracking
Roles: Workspace Owner; Accountant with transaction-edit permission
Business structure: Sole Proprietor

Steps

Open Income.
Select Add Income.
Enter the Date.
In the first line, choose the Income Category (shown with its account number), optionally enter a line Note, and enter its tax-inclusive

Received CAD amount. Review Tax and the applicable GST/HST and PST components; selecting a Category suggests its saved default Tax treatment. Until you choose Tax, and for non-taxable choices such as Exempt, Out of Scope, or Zero Rated, Tax Amount CAD shows a disabled 0.00 field.

If one receipt belongs in more than one Income Category, select Add Line.

Enter each amount and tax treatment separately. The total beneath the lines is one Income transaction, not several receipts.

For an Income reduction or chargeback, use negative amounts in the original

Income Categories. All lines in a manual transaction must have the same sign.

Optionally enter a transaction-level Bank Memo, then add Tags or a supporting

file. In the Attachments area, select Attach File or drop supported files into the dashed box; added files appear in the list below it. Open Tags to select one or more existing tags. The most recently used tags appear first. Select Add new tag when the tag you need does not exist.

Select Save Income.

Before entering any information, you may select the square × button, press Escape, or select the shaded area beside the form to close it. After you change a field or add an attachment, xBoox asks whether to Keep editing or Discard changes before closing the unsaved Income. While xBoox saves, the form cannot be closed.

The transaction appears in Income and applicable reports. Simple Tracking does not ask for Deposit To and saves no deposit account. Income history loads the complete saved history before applying its local filters, sort, and pagination. When you save a backdated Income, xBoox moves to the page containing it and briefly highlights the saved row. If the current filters exclude it, xBoox confirms that the Income was saved but is hidden by those filters.

For a Custom Range, xBoox waits until you leave the From and To date controls or press Enter before applying the completed dates. Typing part of a date does not refresh the list.

Important rules

Use Income for ordinary money received by the business. Do not record an account-to-account movement as Income.
Whole-transaction net direction determines list membership; Category metadata determines the accounting effect. Manual lines must share one direction. Imported mixed Splits, available in Bank Account-Based Tracking, appear once by their net direction.
A positive Income entry is Money In. A negative Income entry is stored as

Money Out and reduces the selected Income Category.

GST/HST reports track tax amounts but do not file a return.

Troubleshooting

Deposit To is visible

The Workspace is using Bank Account-Based Tracking. Follow the banking-setup Income article instead.

The money was a transfer between your own accounts

Do not use Income. Bank Account-Based Tracking provides the Transfers workflow; Simple Tracking does not track account balances or transfers.

Shared transaction drawer

New manual Expense and Income forms place Category, its line Note, amount, and Tax together. The transaction-level Bank Memo and Tags sit below the lines, followed by Attachments. Posted bank transactions, including Splits, use the same line fields in their detail drawer, including saved manually adjusted tax amounts. Their imported Date, Pay From, total, and Bank Memo stay locked. Category, line Note, Tax and applicable tax amounts can be corrected; Split line amounts can change only while their signed total equals the bank amount. Tags and attachments can also be updated. To remove a bank posting, use Bank Transactions → Undo; Delete in the detail drawer remains unavailable.

A manually adjusted tax component retains its adjustment when you reopen the transaction. Other applicable components continue to calculate when the amount changes. Enter an explicit zero when a component should be zero; an empty tax amount is not accepted. Older records without component-level adjustment history retain their saved adjustments conservatively.

Historical line details

When editing a multi-line transaction, a saved Category that is no longer available for new entries remains visible on its original line. You can save a Note-only change without replacing that Category. This does not make the Category available for new transactions or bypass checks on accounting changes.

When GST/HST tracking is off, new entries hide tax controls. Saved historical tax amounts remain visible and read-only; editing a Note does not recalculate those amounts.

Note and memo length

Note, memo, description, and review-reason inputs use a single line. Use the left and right arrow keys to move through longer text without expanding the form. New or edited text is limited to 500 characters; typing stops at the limit, and pasted text is silently shortened. No character counter or extra dialog appears. Existing longer notes are preserved when you save other changes without changing that text. Imported working Bank Memo fields are limited to 500 characters; the original import source is retained separately.

Enter dates in filters

In editable From and To filters, type or paste a complete date in YYYY-MM-DD format, or use the calendar icon on the right. Invalid dates stay available for correction and are not applied. Leave the date fields or press Enter to apply the range; typing an incomplete date does not refresh the list.

Date entry uses year, month and day segments. Type four year digits, two month digits and two day digits; separators appear automatically. A separator or leaving the field pads a one-digit month/day. Use left/right arrows or click a segment to change it. Paste YYYY-MM-DD or YYYYMMDD. Confirm with Enter or by leaving the date controls. Moving from From to To does not refresh an operational list; reports still use Apply. An invalid or reversed range is not applied.

Enter dates on desktop

Editable Date, From, and To fields share year/month/day keyboard entry. Type or paste 2023-10-31, or select a date with the calendar icon. Clicking the date text lets you edit it without opening the calendar. Invalid dates remain available for correction. Existing default dates, locked imported dates, and allowed date ranges still apply. Period menus and phone date sheets retain their existing behavior.

Category defaults and your Tax selection

In the manual Expense and Income line editor, a Category can supply its default Tax while that line has no explicit Tax choice or manual tax amount adjustment. After you select Tax yourself, changing Category preserves that Tax and any manual tax component adjustments. This applies independently to each added line and when editing saved transactions. Category changes do not clear a saved Tax choice. Changing Tax yourself still recalculates that line's automatic taxes.

To use a new Category's default again, choose Select Tax to clear the manual choice, then select the Category. Transaction Date, current tax settings and save validation still determine which tax treatments are available.

What counts in Total Money In

The Category determines whether a receipt is revenue. Total Money In counts the gross amount including tax of posted receipts; it is not a revenue total. Category accounting impacts and Profit & Loss retain the distinction between revenue and cost reductions. Simple Tracking supports only profit-and-loss Categories; loan, equity, account balances and Cash on Hand require Bank Account-Based Tracking. Existing manual receipts and payments use the same net-direction listing rules as new entries.

Filter transactions

Search, Date, From, To, Category and Tags share the same toolbar across Bank Transactions, Spent and Received. Select Filter at the right for additional conditions. Existing page action buttons and amount columns are unchanged.

Use Amount to choose Equals, Greater Than, Less Than or Between. Enter positive amounts or zero with at most two decimal places. Between includes both boundaries and the minimum cannot exceed the maximum. Amount refers to the full transaction amount including tax. Filters apply to the complete selected history, not only the visible page.

Bank Transactions provides Direction, Status and Tax; its account is selected by the account cards. Category includes Uncategorized and follows the row's current classification, including rule suggestions and posted split categories. Spent and Received provide Pay From or Deposit To, Status, Tax and Source. Tax also matches posted split lines. Bank Tags match tags on linked posted transactions; pending or ignored rows without linked transaction tags will not match a selected tag.

Select Apply Filters to apply conditions and return to the first page. Cancel or the close button discards uncommitted changes. Reset clears the dialog fields; Apply Filters commits that reset. Applied conditions appear below the toolbar and can be removed individually or with Clear All. Each page retains separate conditions until cleared or the Workspace changes. Summary cards keep their existing reporting scope.

On desktop, Category uses the searchable grouped account selector. Counts in list filters represent transactions, not split lines; transaction-entry Category choices do not include these counts. Banking loads Posted counts on demand when opening Category, without downloading all detail rows. Counts for incomplete Pending/ignored classifications are omitted. With no advanced filters applied, the filter-condition row is hidden. Amount fields format valid values as currency (for example, $20.00) when you leave the field. If validation fails, dismiss the message to return to the unchanged filter draft.