Waveapps: How to export data, how to invite user, etc.

How to export your accounting data

From time to time, you may want to generate a backup copy of your account information, whether for tax purposes or simply for your personal records.

Your data export contains your accounts, general ledger, journal entries, and transactions.

To perform a data export:

Click Settings.

Scroll down to the bottom of the menu that appears, and click Data Export.

Under the Accounting heading, choose the format in which you want to receive your export. You can export for Excel or as a CSV. You can also choose to export your receipts.

The export will be sent to the primary email address you use for Wave. It may take a few minutes to arrive in your inbox.

The download link you receive is active for 24 hours, so make sure you download your export in that timeframe! If the link expires you will need to perform the export again.

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HOW TO INVITE A USER TO YOUR WAVEAPPS ACCOUNT

Wave makes it easy to let other people help with your accounting. You can grant access to a trusted individual — an accountant, bookkeeper, tax preparer or business partner, for example — by inviting that person to be a user.

If you'd like to add a user to help you run payroll, but restrict them from accessing the rest of your Wave account, add them as a Payroll Manager.

You add a user separately for each business.

That means:

A user on your business will not see your personal finances

A user on personal finances will not see your business finances

If you want someone to have access to both personal and business, you must grant them access twice (once for each profile)

Multiple businesses in Wave are controlled separately. If you'd like someone (an accountant, for example) to have access to more than one business, you will need to invite them separately for each business.

Here's how to add a user to your business finances:

1.       Click Settings at the bottom of the lefthand navigation menu.

2.       Click on Users under User Management.Guest collaborators

3.       Click the panel to invite a viewer, editor, admin, or payroll manager.

4.       Add their first name, last name, email address and their position with your business. Click Invite User.

Remember, you are granting access to sensitive information, including a history of all your bank and credit card transactions. However, your online banking passwords will NOT be available to the user, since this is saved separately from your accounting information.

If the user does not have a Wave account, they simply enter their email address and a password. Then, they will need to select a personal currency. This is because your user will now have their own Wave account, which includes a personal profile.

If the user is a current Wave user, they will need to click the Add link at the bottom of the email.

Click Save.

On the User Management page, you will now see the pending invitations. The person you invited will receive an email inviting them to your access account.

How to edit or cancel user access:

If you would like to terminate your user's access, go to the User Management page and click on the trash icon beside the user's name. You will be asked to confirm the deletion of this user.

To edit user access, click Edit next to their name. Change their user type by clicking the button next to the type of access you'd like to change them to, and click Save.

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How to archive a business

If you have a business profile you no longer use that is cluttering your Wave space, you can archive it to remove it from your view. Please read what must be done before you can archive your business, then follow the steps below:

Things that must be done before you can archive your business

1.       If you have a bank account connected to the business you want to archive, you need to delete the connection. To do this, go to Integrations > View Bank Connections and select the X beside your connection. You can then reconnect the bank account to any business that is not archived.

2.       Any integration, such as Paypal, Shoeboxed, or Etsy must be deleted. To do this, go to Integrations and select the X beside your integration.

3.       If you have Payroll account associated with the business you are archiving, the Payroll account must be put on hold.

4.       If you set up Wave Payments to receive credit card payments, this must be disconnected.

5.       Scheduled recurring invoices must be deleted. The invoices that have already been created from a recurring schedule do not need to be deleted.

Once you've done the above, you're ready to archive your business. Note: If you are missing something, we will let you know with a message!

1.       Click on your business name in the top left corner of your screen. Click Manage your profile in the drop-down menu.

2.       Select Businesses on the left-hand side.

3.       Click the edit pen beside the business you want to archive.

4.       Scroll down to the bottom of the page. You will see the red button to Archive.

5.       You will be asked to confirm that you want to archive the business. After you have successfully archived, you can restore it at any time! To restore your archived business, select the restore icon.

Understand exactly what happens when you archive a business:

Once the business is archived, all users and invited users to that business are removed.

The business will be hidden from the left-hand navigation menu, and move to the Archived Business header in your business list.

No financial information is deleted by archiving a business.

Note that you cannot archive a personal tab.