These Apps are currently free for Subscribers.

Download the Apps!

Apps

The idea behind these Apps are that most of our clients cannot use spreadsheets, they may have limited ability to use a PC. However, if they have a mobile phone most can add contact details.

If you can add contact details on a phone, you can probably use these Apps.

The Apps are available to re-sale: it will have your branding (not the RossMartin one!) and will be available for you (password protected) to distribute to your clients.

Download the TaxkeepApp Here

Download the GiftAidApp Here

Setting up

App user manual: Android

1. Security setting

In order to download the App you need to make sure that your security settings on your Android device will allow it. Go to:

Options > Security > Unknown sources

Scroll down until you see 'Allow installation of apps from unknown sources.' Enable to allow this.

This will flag up a warning message. Press OK. We will disable this as soon as the App is installed.

2. Download

On your Android phone or device, open up your internet browser and navigate to this very page.

Download the App from here: TaxkeepApp Download

Once downloaded the App will go into your Downloads folder. 

If it does not automatically give you the option of installing, navigate to your Downloads (this will normally be on the same screen as you apps, docs etc.).

Click on the TaxkeepApp to download. It will say "Do you want to install this application? It will get access to:

  • Take pictures
  • Modify, delete or read the contents of your SD card.

Select INSTALL

When it says 'App installed'

Select OPEN

The App will ask you to wait while it sets up (a couple of seconds).

3. Change back your security settings

At this point you can leave the App open but go back to yoSettings > Security and then untick Allow installation of apps from unknown sources.

4. Set-up the App

Go back to the App and complete the setup

 App screens  Instructions
Photo1 First click on Setup 
   
Photo2

Add your details

including your accountant's or bookkeeper's email address

   
Photo3 Press SAVE when done
   
Photo4

You are now able to start keeping records for tax on the go.

 

Photo5

To record income you chose from the top menu/ You have two choices:

Sales or Other income.

Sales is to record sales or work done.

Other income allows you to record:

  • Rental income
  • Interest (or investment income)
  • Other income

You could use 'Other' for the sale of an asset or an insurance claim receipt any other form of income/cash received that you want to record.

   
Photo6  

To record a sale select Sales from the top menu and then chose which type of sale to record. 

You have the option of recording your sales as:

  • Cash: deposit received or payment received on account of an invoiced job 
  • Account: amount received for invoiced work
  • Cash: cash received (not invoiced)

You can add what you like to the Notes e.g. the customer name or your invoice reference.

Save when done.

   
Photo14  Press Return to go back to the main screen
   
Photo7

Entering expenses follows the same sequence, except that you have different options for the different types of expense that you are recording.

Expense categories are set out to agree to the key headings for your tax reporting.

   
Photo8

If you chose to enter a 'Direct cost' this is sub-categorised in to:

Puchases- Goods for re-sale

Tools

Other purchases 

   
Photo9

You enter the details:

Details: you can add the supplier name, amount and any notes you want to make. For example this could give the details of who you are reselling to, if the purchase is for a customer.

You may also photograph your receipt, alternatively you may simply file the receipt.

Save when done.

   
Photo15  Press Return to go back to the main screen
   
Photo13

 From the main screen you can view Totals:

View Income

View Expenses

View Total (income and expenses)

Email Excel: this emails a copy to you and your accountants.

Clear File: this allows you to clear your spreadsheets.

Setup: this allows you to change any details such as email.

   
Photo10  View total: you can view your spreadsheet of income and expenses
Photo11  
Photo12  
   
   
   

Guided Tour

This tour shows the main features of the App, from screen to screen.

The idea behind this App is that most of our clients cannot use spreadsheets, they may have limited ability to use a PC. If they have a phone most can add contact details.

If you can add contact details on a phone, you can probably use this App.

The App is available to re-sale: it will have your branding (not the RossMartin one!) and will be available for you (password protected) to distribute to your clients.

Having downloaded the App, with the assistance of your accountant, from their Team area on the www.rossmartin.co.up website you start with the set-up screen. 

Read on...

 App screens

1.

 Instructions
Photo1 First click on Setup 

 ------------------------------------------------------------------------------------------

2.

 
Photo2

Add your details

including your accountant's or bookkeeper's email address

 ---------------------------------------------------------------------------------------

3

 
Photo3 Press SAVE when done

 --------------------------------------------------------------------------------------

4

 
Photo4

You are now able to start keeping records for tax on the go.

--------------------------------------------------------------------------------------------

5

 
Photo5

To record income you chose from the top menu/ You have two choices:

Sales or Other income.

Sales is to record sales or work done.

Other income allows you to record:

  • Rental income
  • Interest (or investment income)
  • Other income

You could use 'Other' for the sale of an asset or an insurance claim receipt any other form of income/cash received that you want to record.

 -----------------------------------------------------------------------------------------

6

 
Photo6  

To record a sale select Sales from the top menu and then chose which type of sale to record. 

You have the option of recording your sales as:

  • Cash received or
  • Work done (if you work on an hourly rate) or
  • Work done if you work on a fixed price

You can add what you like to the Notes e.g. the customer name or your invoice reference.

Save when done.

 -------------------------------------------------------------------------------------------

7

 
Photo14  Press Return to go back to the main screen

 ---------------------------------------------------------------------------------------

8

 
Photo7

Entering expenses follows the same sequence, except that you have different options for the different types of expense that you are recording.

Expense categories are set out to agree to the key headings for your tax reporting.

 ---------------------------------------------------------------------------------------

9

 
Photo8

If you chose to enter a 'Direct cost' this is sub-categorised in to:

Purchases- Goods for re-sale

Tools

Other purchases 

 ----------------------------------------------------------------------------------------

10

 
Photo9

You enter the details:

Details: you can add the supplier name, amount and any notes you want to make. For example this could give the details of who you are reselling to, if the purchase is for a customer.

You may also photograph your receipt, alternatively you may simply file the receipt.

Save when done.

 ----------------------------------------------------------------------------------------

11

 
Photo15  Press Return to go back to the main screen

 --------------------------------------------------------------------------------------

12

 
Photo13

 From the main screen you can view Totals:

  • View Income
  • View Expenses
  • View Total (income and expenses)

You can also:

  • Email Excel: this emails a copy to you and your accountants.
  • Clear File: this allows you to clear your spreadsheets.
  • Setup: this allows you to change any details such as email.

 ---------------------------------------------------------------------------------------

13

View Total Income

Total £575

This is stored as a spreadsheet on your phone: all ready to email to your accountant (and send a copy to yourself).

No. Date Detail Credit/debit Income Total Category Sub-category Details
1 10/05/2017 M Jones C 300 Invoiced   Wall for No.10
3 10/05/2017 Jo C 45 Invoiced   Doorstep repair
6 11/05/2017 Tom Jones C 230 Invoiced   Workshop roof

View Total Expenses

Total £544.45

This is stored as a spreadsheet on your phone: all ready to email to your accountant (and send a copy to yourself).

No. Date Detail Credit/debit Expense total Category Sub-category Details
2 10/05/2017 Jewson D 100.89 Direct costs Purchases for re-sale Materials for Mick
4 10/05/2017 petrol D 10 Motor Fuel Van
5 10/05/2017 Chris D 12 Direct costs Purchases for re-sale Drillbit
7 11/05/2017 travel Excel D 45.56 Travel Tickets/fares Train to show
8 11/05/2017 dont know D 23 Sundry Unknown Petfood for dog
9 11/05/2017 train D 20 Travel Tickets/fares Birdge toll
10 11/05/2017 j bkoggs D 200 Direct costs Tools Tools
11 05/05/2017 Vet Bill D 133 Drawings Personal spend Dog
 14  

Total Income and Expenses: email

Dear [name]

'Please find attached my TaxkeepApp Income + Expenses spreadsheets, with an attached ZIP file of expense photos.'

Attachments:

YYMMDDClientname.xls

YYMMDDClientPhotos.zip

Email your bookkeeping to your accountant.

Your entries are saved as a spreadsheet.

Photos (if you take any) are zipped

 
No. Date Detail Credit/debit Expense total Income Total Category Sub-category Details
1 10/05/2017 M Jones C - 300 Invoiced   Wall for No.10
2 10/05/2017 Jewson D 100.89 - Direct costs Purchases for re-sale Materials for Mick
3 10/05/2017 Jo C - 45 Invoiced   Doorstep repair
4 10/05/2017 petrol D 10 - Motor Fuel Van
5 10/05/2017 Chris C 12 - Direct costs Purchases for re-sale Drillbit
6 11/05/2017 Tom Jones C - 230 Invoiced   Workshop roof
7 11/05/2017 travel Excel D 45.56 - Travel Tickets/fares Train to show
8 11/05/2017 dont know D 23 - Sundry Unknown Petfood for dog
9 11/05/2017 train D 20 - Travel Tickets/fares Birdge toll
10 11/05/2017 j bkoggs C 200 - Direct costs Tools Tools
11 05/05/2017 Vet Bill D 133 - Drawings Personal spend Dog

 The spreadsheet opens in Excel or sheets, or any other spreadsheet application.

The idea being that the accountant/bookkeeper can review and add to the sheet as required, and if necessary sort the data into a TB for transfer into any main accounting package.

Your client can of course add entried from their own pc, however this App is designed for clients who cannot use PCs or sprea