Know your legal entity
Business name, address, Companies House number if you have one, and your financial year dates.
GETTING STARTED / QUARVEX ACCOUNTING
Your first hour, clearly explained.
The route from a new account to useful records. Follow the steps in order, or jump to the one you need.
Start with the records that describe your businessBEFORE YOU BEGIN
A few details make the setup smoother.
Have your company details, tax registrations, bank details and any opening balances to hand. If you are already trading, bring reliable records from your old software or adviser.
Bring your opening position
Know your unpaid invoices, bank balances, stock and fixed assets from your old records before you bring them in.
Decide who maintains the books
If you have an accountant, agree who will raise invoices and reconcile the bank: you or the practice.
THE PRACTICAL PATH
Set up once. Build confidence with each step.
Each step says where to start in Quarvex, what to check and what comes next.
SETTINGS → COMPANY
Tell Quarvex which business you're running.
Add your registered or trading name, address, VAT number if you have one, and the bank details for your invoices. Confirm the financial year and business type. Quarvex reuses these details everywhere.
Check: The invoice header, address and tax settings match your registration.
SETTINGS → COMPANY → COMPANIES HOUSE
Connect your Companies House details.
Enter your company number and choose Look up. Quarvex brings in your registered details and the next accounts and confirmation statement dates, so reminders match your real deadlines.
Check: It is your company, not one with a similar name.
MONEY → BANK
Connect a bank or import a statement.
Choose Connect Bank Account for a supported bank. Transactions then arrive on their own while your consent lasts. If your bank isn't supported, import a CSV or OFX statement and reconcile it the same way.
Check: Account, currency and date range. Avoid importing overlapping periods twice.
INVENTORY → STOCK · FIXED ASSETS
Set the opening position for existing businesses.
If you have them, record stock and fixed assets at checked opening values. Quarvex posts the opening journals. For a bigger move, reconcile opening balances to your old closing position before new trading.
Check: Opening amounts match your records, not a guess.
SALES → CUSTOMERS / SALES INVOICES
Record a genuine customer transaction.
Add a customer, raise an invoice with the right quantities, rates and VAT, then preview the PDF. The amount owed goes into sales and the books for you, with no manual journal.
Check: Customer details, tax treatment, due date and reference before sending.
PURCHASES → BILLS INBOX / EXPENSES
Capture what the business spends.
Enter a bill or expense. Turn on the Bills Inbox to receive supplier PDFs and photos, then check what Quarvex read before saving. Nothing reaches the ledger until you confirm it.
Check: Supplier, dates, VAT, totals and duplicate invoices.
MONEY → BANK / RECONCILIATION
Match the actual money to the records.
When a payment arrives, check the suggested match before accepting it. Add bank rules for regular items, and make sure part payments leave the right balance.
Check: A match should explain the real transaction, not just force a zero difference.
DASHBOARD · VAT/HMRC · INSIGHTS → REPORTS
Review your position and upcoming obligations.
Look at unpaid balances, profit and loss, key reports and your deadlines. If you use VAT or payroll, check the HMRC connection, periods and who files before the first submission.
Check: A prepared return is not a filed return.
PICK THE RIGHT STARTING POINT
Different businesses need different first steps.
Starting fresh, moving from another provider or working with an accountant: the records are the same, but the order differs.
Start with clean records.
Confirm your details and connect your first bank account. Add customers, suppliers and products as you start trading.
Settings → Company · Money → Bank · Sales
Preserve the opening position.
Reconcile the old system first: unpaid invoices, supplier bills, bank balances, stock, fixed assets and opening totals.
Accounting → Journals · Inventory → Stock · Fixed Assets
Decide who does what.
Decide who enters daily sales and bank items, you or the practice. Set access before moving a lot of history.
Settings → Team · Practice console → Clients
BEFORE YOU CALL SETUP COMPLETE
Five checks worth making before your first filing.
A few minutes of checks now saves confusing reports later. These are bookkeeping checks, not accounting advice.
- Check the legal entity and financial year are correct
- Confirm opening balances agree to your previous records
- Open an invoice, a bill and a matched bank payment
- Check your VAT registration and tax settings
- Check which staff or accountant can see and change the books
YOUR FIRST WEEK
One useful task at a time.
- Day 1: Company and opening records
- Day 2: Bank connection or statement import
- Day 3: Customer and supplier details
- Day 4: First invoice or purchase
- Day 5: Reconcile and inspect reports
Go at your own pace. A company moving from other software may need extra checks.
WORKING WITH A PRACTICE?
You don't have to set up the books twice.
Invite an accountant to help, or hand the whole company to a verified practice with its history intact. Agree who invoices, checks bank matches and files.
How accountant collaboration works ↗