BookFlo accounting terminology
Understand company groups, files, coding, drafts, pushes, rules and reconciliation in the BookFlo interface.
Last reviewed 29-09-2026
Use this reference when the same document or amount appears in more than one part of your workflow.
| Term | Meaning in BookFlo |
|---|---|
| Company group | The client/company selected in the sidebar. It can contain multiple connected Reckon files; group selection alone does not establish a destination file. |
| Company file | The particular Reckon Accounts Hosted file attached to a company group. Choose the intended file before importing, emailing or pushing. A Reckon One Active Book is a different connection option, not a supported push destination for these three workflows. |
| Reference Data | The per-file Reckon lists shown in Companies, with sync state and timestamps. These provide available accounting choices; syncing lists is not a transaction push. |
| Draft | A BookFlo record waiting for review. Saving a draft, including a draft created from approved email, does not post it to Reckon. |
| Push | An explicit attempt to send a prepared record to Reckon. Check the selected file, amounts and coding first, then confirm the result in history and Reckon. A timeout can leave the outcome uncertain. |
| Coding | Assigning an expense account and, where applicable, tax code, class, bank account, memo and split lines. A suggestion or AI-prefilled value still needs review. |
| Rule | A condition on supplier/payee name that pre-fills specified coding fields. It does not substitute for checking the completed transaction. |
| Held for review | An incoming email that has not become a draft; an authorised reviewer must decide what to do. |
| Reconciliation | Comparing transactions loaded from Reckon and opening/closing balances with a bank or card statement. The selection is not a list of unpushed BookFlo drafts. Saving reconciliation in BookFlo does not mean finishing the reconciliation inside Reckon. |
GST and expense amounts
GST-inclusive means the amount includes any GST charged; Ex-GST is the amount excluding that GST. GST-free means no GST is charged on that supply, not that every purchase with no obvious GST on a scan should receive the same tax code. Other treatments, including input-taxed supplies and non-creditable purchases, can differ. Ask your accountant which code in your actual Reckon file is appropriate; a code name or AI suggestion does not establish entitlement to a GST credit.
For a wholly taxable fictional purchase of AUD 110.00 that includes GST at 10%, the GST component is AUD 10.00 (110 รท 11), and Ex-GST is AUD 100.00. Do not calculate GST as 10% of the inclusive total or apply this formula to GST-free or mixed purchases.
The shared bill/receipt expense editor's GST summary is a calculation aid, not a tax assessment: it estimates one-eleventh of lines labelled NCG, CAG, NCI, CAI or ADJ and zero for other code names. Custom codes and the tax-code configuration in Reckon may not match that display. Compare the tax invoice, line coding and final Reckon result rather than changing a correct tax code just to make this summary look right.
Worked distinction
An AUD 220.00 supplier invoice dated 14-09-2026 belongs under Bills. An AUD 22.00 card docket for a purchase on the same day belongs under Receipts. A bank statement line showing the card payment belongs under Bank Feed. These are separate records and workflows: uploading the docket is not the same as entering or paying the supplier invoice.
If a label or balance is unclear, do not guess from a similar company file; check Get started, Reckon troubleshooting and the relevant Bills, Receipts or Bank Feed guide. Shared guides.