Quickstart
Get up and running with Ledger — review your default chart of accounts, set invoicing defaults, configure a payment gateway, and create your first invoice.
Quickstart
This guide walks you through reviewing your seeded chart of accounts, setting invoicing defaults, configuring a payment gateway, and creating and recording payment on your first invoice.
Step 1 — Review Your Chart of Accounts
When your Fleetbase company is created, Ledger automatically provisions a default chart of accounts covering the standard asset, liability, equity, revenue, and expense accounts a logistics business needs.
Navigate to Ledger → Accounting → Accounts.
Review the default accounts grouped by type — Cash, Bank Account, Accounts Receivable, Stripe Clearing, Wallet Liability Pool, Driver Earnings Payable, Delivery Revenue, Driver Payout Expense, etc. See Chart of Accounts for the full seeded list.
Optionally add custom accounts for your business (e.g. an extra revenue account per service line).
Step 2 — Configure Invoice & Payment Defaults
Set your invoicing defaults before creating invoices — these power auto-numbering, due-date calculation, and PDF rendering.
Navigate to Ledger → Settings → Invoice.
Set the Invoice Prefix (default INV-), Default Currency, and Payment Terms (days). Optionally set the Default Template so invoices can render to PDF without picking a template each time.
Save.
Open Ledger → Settings → Payment and (optionally) set a Default Gateway for invoice payments.
See Settings for the full reference.
Step 3 — Configure a Payment Gateway
Navigate to Ledger → Payments → Gateways.
Click New Gateway and select Stripe (or Cash for offline / manual receipts).
Fill in the credentials shown by the form — for Stripe: Publishable Key, Secret Key, and Webhook Signing Secret.
Set Environment to sandbox while testing.
Click Save.
Step 4 — Create an Invoice
Navigate to Ledger → Billing → Invoices.
Click New Invoice.
Select a Customer. The customer field is polymorphic — pick a Fleetbase contact, vendor, driver, or user.
Set the Invoice Date. The Due Date auto-fills from your invoice settings if a non-zero due_date_offset_days is set.
Add one or more Line Items — each with a description, quantity, unit price, and optional tax rate (decimal, 0–100).
Click Save. The invoice is created in draft status and assigned a number like INV-004821 (6-digit random integer). Subtotal, tax, and total are calculated automatically.
Step 5 — Send the Invoice
Open the draft invoice.
Click Send — Ledger emails the invoice to the customer's email address and transitions the status to sent. The customer receives the public invoice URL in the email and can pay online without logging in.
Alternatively, click Mark as Sent to transition the status without sending an email — useful if you want to deliver the invoice through your own channel (SMS, your CRM, in person).
The public invoice URL format is /~/invoice?id={public_id}. The first time the customer opens it, the invoice transitions to viewed.
Step 6 — Record Payment
When the customer pays:
Open the invoice.
Click Record Payment.
Enter the Amount received, the Payment Method (defaults to manual), and an optional Reference (e.g., a bank statement line).
Click Save. The invoice's amount_paid increases, the balance is recalculated, and the status moves to paid (balance = 0) or partial (balance > 0). A journal entry (DEBIT Cash → CREDIT Accounts Receivable) and a Transaction record are created automatically.
Next Steps
- Chart of Accounts — review the seeded accounts and add custom ones
- Wallets — manage driver, customer, company, and user wallets
- Reports — generate balance sheets, income statements, AR aging, and the wallet summary
- Settings — configure invoice prefixes, payment terms, default gateways, and fiscal year