Log cash inflows and outflows not tied to sales (expenses, withdrawals, bank deposits) and check a daily summary combining receipts, invoices and expenses to keep the repair shop's liquidity under control.
The Fixh IT cash book is the tool a repair shop uses to keep track of all the cash that goes in or out of the drawer without coming from a sale: small running expenses, withdrawals, bank deposits. Alongside these manual entries, the Cash book section also shows a daily summary that automatically combines receipts issued, electronic invoices and recorded expenses, giving a complete picture of the shop's liquidity without having to cross-reference data from different modules.
Why it matters for a repair shop
A smartphone and PC repair shop constantly faces small cash expenses that never go through supplier accounting: buying thermal paper for the receipt printer, consumables for repairs, packaging for selling spare parts and accessories, or withdrawing cash to deposit at the bank at the end of the week. Without a dedicated tool, these movements often end up scribbled on a notepad or forgotten altogether, making it impossible to explain a difference between the cash expected in the register and what is actually there. The cash book solves this by keeping a precise log, with a reason and an amount, of every movement that does not come from a sales receipt or a repair payment.
In practice
Every cash book entry requires an amount, a mandatory reason describing its nature (for example "consumables purchase", "withdrawal for bank deposit", "supplier refund") and a type, inflow or outflow. If your company runs more than one shop, the entry is always recorded against the location you are working from, so each shop's liquidity stays separate. Every entry also automatically carries the date and the staff member who recorded it, useful for later reconstructing who authorized a given expense.
Besides manual entries, the cash book shows a summary for a chosen date range (defaulting to the last thirty days, but customizable) that combines three data sources in a single view: receipts issued at checkout, electronic invoices issued, and expenses recorded in the cash book. For each day in the period you can see the total collected through receipts, the total invoiced, the total expenses, and the resulting net balance, and you can also filter the view by a specific payment method (cash through a fiscal printer, FixhPay, PayPal, invoices, and any other method active in the company). Clicking on a single day lets you browse the exact list of documents issued that day, each with its number, payment method, amount and staff member.
It is important to know that every cash payment collected at checkout, whether for a product sale or a repair payment, automatically feeds the very same cash balance kept by the cash book: you do not need to manually record sales, since they flow in on their own. Manual entries are only needed for whatever does not go through the sales checkout: expenses, withdrawals and deposits. When you record an outflow, the system also generates an internal company notification, so managers stay informed of every expense recorded at the register, even when they are not physically in the shop.
Quick guide
- Open the Cash book section from the Checkout module.
- Select the shop you want to record the movement for, if you run more than one location.
- Choose whether to record an inflow or an outflow.
- Enter the amount and a reason clearly describing the movement (e.g. "thermal paper purchase", "bank deposit").
- Save the movement: it is added to the cash book history with date and staff member.
- Check the period summary to see receipts, invoices and expenses for the chosen day or range.
- Filter by payment method if you want to isolate, for example, only FixhPay takings or only invoices.
- Click on a single day to see the detailed list of documents issued on that date.
Real-world use cases
Buying consumables. The owner of a smartphone repair shop personally buys a pack of screen protectors and some cables from a local wholesaler, paying in cash from the shop till. They immediately record a cash book outflow with the reason "consumables purchase" and the amount spent, so the expense stays tracked and the register balance again matches the cash actually present.
Weekly bank deposit. At the end of the week, the staff member withdraws part of the cash accumulated at the register to deposit it into the company bank account. They record a cash book outflow with the reason "bank deposit" before leaving the shop, so the withdrawal is tracked and is not mistaken for a shortfall when someone later checks the cash balance.
Multi-shop month-end check. The manager of a company with two locations reviews the cash book summary of both shops for the last month, comparing receipts, invoices and expenses shop by shop, to check whether one of them had unusually high cash expenses relative to its takings.
Tips and best practices
Record every cash book entry as it happens, not from memory at the end of the day: a reason written right after the expense is always more accurate and reduces the risk of forgetting something. Use clear and consistent reasons over time (for example always "bank deposit" and not sometimes "cash withdrawal", sometimes "deposit"), so you can easily filter and compare similar movements later. If you work across multiple shops, always check that you have selected the correct location before recording a movement, so you do not alter the liquidity of the wrong shop.
Common mistakes to avoid
A frequent mistake is recording sales in the cash book as if they were manual entries: this is unnecessary, since checkout takings already flow into the balance automatically, and a double entry would distort the totals. Another common mistake is leaving the reason generic or blank: without a clear description, it will later be hard to remember what an outflow recorded weeks earlier referred to. Finally, avoid lumping several expenses into a single cumulative entry: recording each expense individually, with its own reason, makes later checks much easier.
Frequently asked questions
Does the cash book affect the cash balance? Yes, manually recorded inflows and outflows add up to the balance together with cash takings from sales and repairs, which flow in automatically.
Do I also need to manually record sale takings? No, every payment collected at checkout automatically feeds the cash book balance; manual entries are only needed for expenses, withdrawals and deposits that do not come from a sale.
Can I see takings for a single payment method, for example only FixhPay? Yes, the cash book summary lets you filter by payment method, including electronic invoices.
Can I record cash book movements for different shops? Yes, if your company runs more than one location you can indicate which shop each movement refers to, keeping each shop's liquidity separate.
Who gets notified when I record an outflow? The system generates an internal company notification every time you record an outflow, so managers stay informed even if they are not in the shop.
Can I see the list of documents issued on a specific day? Yes, clicking on a day in the summary lets you browse the exact list of receipts and invoices issued on that date, with amount, payment method and staff member.
