### Data Transfer — Migrate Data to Jaz Source: https://help.jaz.ai/en/articles/14456526-data-transfer-migrate-data-to-jaz **Q1. What is Data Transfer** - Data Transfer allows you to migrate your existing accounting records directly into our platform without manual entry. **Q2. What data can be transferred?** - We categorize data into three types. We recommend importing Foundations first. - **Foundations:** Chart of Accounts, Contacts, Items, Currencies - **Balances:** Foundations, Opening Balances, Ageing Schedules - **Transactions:** Invoices, Bills, Transaction Line Items, Payments**Q3. How do I use Data Transfer?** - Follow these three steps to move your data: - **Export:** Download your data from your previous accounting software. - **Upload:** In Jaz, go to**Data Transfer**, select your transfer type (Foundations, Balances, or Transactions), and drag and drop your files. - **Review:** Follow the on-screen prompts to review your data and confirm the import.**Q4. What files are supported?** - Excel or CSV formats are supported. No reformatting required. Simply export from your old software and upload the file exactly as it is. **Q5. Are there any limits to Data Transfer?** - Files should be in .csv or .xlsx. Max 2 MB. **Q6. Can I undo or delete data I transferred?** - Yes, you can edit or delete data transferred into Jaz. If you are unsure how to proceed, please contact us via in-app help or reach out to your account manager for assistance. --- ### Invite Team Members and Clients Source: https://help.jaz.ai/en/articles/12570711-invite-team-members-and-clients **Q1. How to invite team members and clients into my organization?** - Choose an organization and go to Settings > [Access Management](https://help.jaz.ai/en/articles/9066648-access-management). - Click New User and assign a role. - The invitee will receive an email invitation. - They can click **Accept Invite** to go to the login page and sign in with their email. - For the OTP in first login, they can choose to receive it via email. - Tip: Download the Jaz Mobile App on [Apple](https://apps.apple.com/us/app/jaz-accounting/id6446179376) or [Android](https://play.google.com/store/apps/details?id=com.tinvio.jaz&hl=en_US&pli=1) for faster logins. **Q2. How to download the Jaz Mobile App for faster logins?** - Search “Jaz Accounting” on the App Store or Google Play or use the short links: **[App Store](https://apps.apple.com/us/app/jaz-accounting/id6446179376)** /**[Google Play](https://play.google.com/store/apps/details?id=com.tinvio.jaz&hl=en_US&pli=1)** - Enable push notifications for faster logins. **Q3. Do users need to create an account after accepting an invite?** - No. Accepting the organization invitation automatically creates and verifies their account. **Q4. My invitees can’t find the invitation email, what should they do?** - Have them search their inbox using these terms: - “You’re invited! On Jaz” - “New to Jaz? Download the mobile app for faster logins.” - Sender: [message@reply.jaz.cx](mailto:message@reply.jaz.cx) - If it’s not there, have them check the spam folder or resend the invite. **Q5. How do I confirm if the user I invited already has access to my organization?** - Once the invite is accepted, the user’s join date will appear in your Access Management list. - If the join date is “Pending” this means that they have yet to accept the invitation. --- ### Onboarding Source: https://help.jaz.ai/en/articles/9117115-onboarding **Q1. How do I create a new organization in Jaz?** - To create a new organization in Jaz, click on **Switch Organization**after logging in. - Click on **Create Organization**to create a new organization. **Q2. How can I add new users to my organization?** - Please see [User Management](https://help.jaz.ai/en/articles/9066648-user-management) for more information on adding new users to your organization. --- ### Quick Conversion to Jaz from Another Accounting System Source: https://help.jaz.ai/en/articles/13870579-quick-conversion-to-jaz-from-another-accounting-system **Q1. How do I convert from my old accounting system to Jaz?** Follow this step by step guide to convert to Jaz. - **Step 1: Import your [Chart of Accounts (COA)](https://help.jaz.ai/en/articles/9115783-import-chart-of-accounts-coa)** - Go to **Configurations** >**Chart of Accounts **>**Import Template** > **Download Template** - Map it consistently with your old accounting software - You can also manually edit each COA ​ - **Step 2: Set up your accounting details in Jaz** - Go to **Settings** >**Organization Details** > **Accounting** - Set your **Financial Year End (FYE)**. - If you use multi-currencies, add all relevant currencies and use the exact exchange rates from your old system as at conversion date. - For this guide, we will use **31 Dec 2025** as the conversion date. - Note: The conversion date is the starting point of your accounting records in Jaz. It must be today or a past date. Many businesses choose their FYE so reporting begins cleanly from a new financial year. - **Step 3: Create Accounts Receivable (AR) and Accounts Payable (AP) Clearing Accounts** - Go to **Configurations** >**Chart of Accounts** > **Add New accounts** - Add an **AR conversion clearing account** - Account name: AR Conversion Clearing Account - Account type: Non-current asset - Add an **AP conversion clearing account** - Account name: AP Conversion Clearing Account - Account type: Non-current liability. - Notes: - You can choose any name for these clearing accounts. - AR/AP clearing accounts act as temporary holding accounts during conversion to prevent duplicate AR and AP balances. - **Step 4: Generate & Review your Trial Balance (TB)** - Generate TB from your old system as at conversion date. - Make sure the TB is balanced. - **Step 5: Recreate Outstanding Invoices and Bills.** - Your Invoices should total the amount of your TB’s AR balance - Set the invoice date as at conversion date or before. - Under Accounts, **choose the AR clearing account**you’ve set up in step 3. - Input a customer (optional) - Your Bills should total the amount of your TB’s AP balance - Set the bill date as at conversion date or before. - Under Accounts, **choose the AP clearing account**you’ve set up in step 3. - Input a supplier (optional) - **Step 6: Transfer your Trial Balance (excluding AR and AP)** - Go to **Settings** >**Configurations** > **Chart of Accounts** >**Transfer Trial Balance** - Make sure you’ve set the correct transfer date as of conversion date. - Transfer the Debits and Credits for each account except for AR and AP, for now. - **Step 7: Balance the AR and AP clearing accounts** - AR in your TB = input as debit in AR conversion clearing account - AP in your TB = input as credit in AP conversion clearing account - Notes: - After this step, both clearing accounts should have 0 balance. - Do not enter any amounts directly into the Accounts Receivable or Accounts Payable control accounts. Only use AR/AP clearing accounts. - **Step 8: Double check everything before saving.** - Total debits equals total credits - Trial Balance in Jaz matches your old system as at conversion date, 31 Dec 2025. - **AR and AP balance from TB were entered in the AR & AP clearing accounts** and not in the AR/AP accounts. - **Step 9: Save.** - A Transfer Trial Balance journal will be generated. **Q2. How long does conversion usually take?** - Conversion can typically be done in a day. **Q3. What if I made a mistake with my Transfer Trial Balance?** - You can void and then delete the Transfer Trial Balance Journal to reset the conversion. **Q4. If I convert as of last year’s FYE but only begin using Jaz mid-year, how do I ensure my outstanding invoices and bills are properly reflected?** - After transferring your Trial Balance as at FYE, you can recreate your invoices and bills in either of the following ways: - **Option 1:** Import or recreate all invoices and bills from FYE up to the current date - **Option 2:** Post a summary journal entry to reflect the net movement in AR and AP from FYE to the current date. --- ### Sign Up & Login Source: https://help.jaz.ai/en/articles/9583714-sign-up-login **Q1. Can I sign up for Jaz on my own?** - Yes, you can sign up for Jaz on your own and join us immediately! - To get started, sign up for a new account with your email, and fill in the details to sign up. - Follow the steps shown on the screen, and fill in the following details**:** - Organization details - Additional details - Billing address for your organization - Lastly, verify your email to start using Jaz! - You can find an example of the verification email below. - Do reach out to [support@jaz.ai](mailto:support@jaz.ai) if you face any issues while signing up! **Q2. I don't see the email from Jaz to verify my email. What should I do?** - If you don't receive an email, here are a few things you can try: - Try resending the email via the **Resend Now**option - Give it a couple of minutes - the email may need some time to reach you. - Check your spam/junk folder. - Try running through the sign up process again. **Q3. I am trying to login, and was asked for a mobile app OTP. What is this?** - Jaz is not only available on the web, but also on the [Google Play Store](https://jaz.ai/android) and the [iOS App Store](https://jaz.ai/ios)! - For faster logins, we highly recommend installing the mobile app, where you will receive OTPs for logging in to our web platform. - After installation, you can find the OTPs that you have requested on our web platform under **Menu > Web OTP**. - You can also enable **push notifications** for an even faster login. Future login requests will show up as a push notifications that you can tap on for approval, without having to open up the app! - If you'd like, you can still choose to receive OTPs via the email that you have used while signing up for Jaz. --- ### Transfer Fixed Assets in Jaz (Manual) Source: https://help.jaz.ai/en/articles/14354452-transfer-fixed-assets-in-jaz-manual **Q1. What is Transfer Fixed Assets for?** - It lets you transfer your fixed assets and their depreciation value from your previous accounting system into Jaz. This is usually the next step after Transfer Trial Balance. **Q2. How do I Transfer Fixed Assets?** Follow these steps to transfer your Fixed Assets: - **Step 1: Transfer Trial Balance.** Before proceeding, make sure you have completed the [Transfer Trial Balance](https://help.jaz.ai/en/articles/13870579-quick-conversion-to-jaz-from-another-accounting-system). Confirm that your trial balance includes an Accumulated Depreciation account or a similar. ​ - **Step 2: Enter Fixed Asset Details ​**Go to**Fixed Assets** > **Transfer Fixed Assets**, then fill in the following: - Category - Asset Type - Asset Account - Asset Name - Asset Reference - Purchase Date - Purchase Value - Depreciation Method - **Step 3: Fill in the depreciation details** - **Depreciation Start Date:** This should be the day **after** your Transfer Trial Balance lock date. - **Book Value at Start Date:** Enter the asset’s value as of the lock date. For example: If the purchase value is SGD 50,000 and the current value is SGD 25,000, input SGD 25,000. - **Depreciation Expense Account:** Select the appropriate expense account. - **Depreciable Value:** This is auto-calculated from the Purchase Value. No changes are needed. - **Accumulated Depreciation Account: ​**Select the correct account from your COA, typically Accumulated Depreciation. - **Useful Life:** Enter the asset’s useful life in months. ​ - **Step 4 (optional):** Provide internal notes and attachments. - **Step 5:** Double check the record by viewing its ledger entry or go to Reports > Summaries > Fixed Assets**Q3. Can I import Transfer Fixed Assets?** - Yes. Do this in Settings > Data Transfer. **Q4. Can I edit or delete assets I transferred?** - Yes, just click on the 3 dot icon to edit or delete an asset. If you delete a fixed asset, all of the asset's depreciation entries will be deleted and are irreversible. **Q5. When does the depreciation happen?** - Depreciation in Jaz happens on the last day of the month. --- ### Choosing Plans & Add-ons Source: https://help.jaz.ai/en/articles/11710415-choosing-plans-add-ons **Q1. What are the plans that Jaz currently offers?** - Jaz is always upgrading to serve our users better, so our offerings may change from time to time! - Get the latest information about our plans and the features offered by visiting our website at [www.jaz.ai](https://www.jaz.ai/). **Q2. Why are some of the features disabled on Jaz for my organization?** - The feature you are trying to use may not be available for your plan. For information on features that you can access with your plan, visit [www.jaz.ai/pricing](https://www.jaz.ai/pricing). **Q3. How do I subscribe to a Jaz Plan?** - You need to first create your **[Billing Account](https://help.jaz.ai/en/articles/11710444-billing-account-setup)**. - Once you’ve setup your **[Billing Account](https://help.jaz.ai/en/articles/11710444-billing-account-setup)**, head over to Settings > Organization > Plans & add-ons, click subscribe/manage plan. - Choose a plan to subscribe to - You can choose add-ons to go with your plans - During checkout, you can choose which billing account to use - You can set the billing frequency: Monthly, Quarterly, Yearly, Pay-as-you-go **Q4. How do I add extra custom users?** - Go to **Settings** >**Plans & Add-ons** > **Manage Plans** - Tick the Extra Custom Users box and input the additional custom users you need. **Q5. My account balance is insufficient, what to do?** - You can recharge your account balance directly from the checkout experience. - Select the payment method and then add funds **Q6. My Plans & Add-ons indicate that I am currently on a free trial. Will my subscription renew automatically?** - Your subscription will only renew automatically if you set up a billing account and transition to a recurring plan. You can manage this under Plans & Add-ons. --- ### Billing Account Setup Source: https://help.jaz.ai/en/articles/11710444-billing-account-setup **Q1. How do I subscribe to Jaz?** - You need to setup your Billing Account first in order to avail Jaz Plans. - After setting up your Billing Account, you can proceed to customize your plans at **[Plans & Add-ons](https://help.jaz.ai/en/articles/11710415-choosing-plans-addons)**.**Q2. What is a billing account?** - A billing account is used to manage payments for Jaz[Plans & Add-ons](https://help.jaz.ai/en/articles/11710415-choosing-plans-add-ons). It allows you to add funds or set up payment methods to cover charges efficiently. - You can create and manage multiple billing accounts. **Q3. Who owns a billing account?** - Billing accounts are owned by individual users, not by organizations. - A billing account follows the user across all organizations they have access to and can be used to pay for multiple organizations. - Only the owner can directly access and manage their billing accounts. **Q4. Is there a way I can share my billing account with another organization member?** - Yes, but only after your billing account is used to pay for an organization. - Once the billing account is paying for an organization, you can grant [Plans & Add-ons access](https://help.jaz.ai/en/articles/13615676-managing-organizations-in-billing-accounts#h_8474cfecfe) to another admin member. - This access is limited to paying for that specific organization only. You can revoke this access at any time without affecting the organization’s subscription. - Admin members with this access cannot use the billing account to pay for other organizations or manage the billing account itself. - Note: Granting access does not transfer ownership of the billing account or allow others to view balances, payment methods, or billing history. **Q5. How do I create billing accounts?** - Yes, you can create new billing accounts to pay for Jaz Plans and add-ons. Here's how: - Provide the account name. - Fill in the Bill to details (these indicate who the billing is addressed to). - Set the currency (currently, only SGD and USD are supported). - Choose a Preferred Billing Date (this is when you wish to be billed). - Enter a Billing email to receive billing notifications. - Optionally, add emails to CC for the billing email. - Once setup is done, inside each billing accounts you can: - Recharge your account - Setup auto recharge and add payment methods - View transaction history - Edit billing account details - Make the billing account inactive **Q6. How does billing work in Jaz?** - Billing depends on whether you've set a Preferred Billing Date or not. Here's the flow for each: - **Preferred Billing Date is set** - All subscription charges are consolidated into one billing on your Preferred Billing Date each month. - If you subscribe mid-cycle, your first charge is prorated, covering only the days from your subscription date up to your next billing date. - The prorated amount is calculated as: (Monthly plan amount ÷ days in the subscription month) × days remaining until billing date. - For example, if your billing date is the 30th and you subscribe on the 22nd, your first invoice covers 8 days at the daily rate. From the 30th onward, you are billed the full recurring amount each month. - All charges are consolidated on the billing date and the consolidated invoice is sent to your billing email the following day. - **Preferred Billing Date is not set** - Your billing date is the start date of each organization's subscription. - If your billing account pays for multiple organizations with different start dates, each organization is billed separately on its own start date. - Invoices are sent the day after each organization's subscription start date. - If your billing account has insufficient funds on the billing date, your organizations will be automatically downgraded. See [Re-instating your Org's Subscription](https://help.jaz.ai/en/articles/13368779-re-instating-your-org-s-subscription) to recover within 28 days. **Q7. How do I edit my billing account?** - Go to Settings → Billing Account → Hover over a billing account → Click the 3-dot icon → Edit. **Q8. How do I recharge my billing accounts?** - To recharge your account, you can manually top up or turn on the **Auto recharge function**. - When auto charge is enabled, your account is automatically recharged before the billing date using your saved payment methods. The auto-charge covers the amount needed to settle your upcoming or overdue bill. **Q9. How do saved payment methods work?** - Saved methods enable secure, fast, and automatic recharges. You can save cards and select wallets. If one payment method fails, the system will automatically try the other saved methods. **Q10. How do I set up auto recharge and add payment methods?** - Add new payment methods. Having at least two is recommended. If the primary method fails, the system will automatically attempt the next saved method. - Enable the auto recharge toggle to activate automatic payments before your billing date. **Q11. Can I give others access to my billing account?** - Yes. You can add users through the **Delegate Whitelist**. Go to**Billing Account** → hover over the **account** → click the**three-dot icon** → **Edit** →**Delegate Whitelist** → **Add Emails** - Whitelisted users can use your account as a billing method in organizations where you both have billing permissions. They cannot view or manage the account. - **Note:** Only whitelist trusted users. Jaz is not liable for any unauthorized charges made by delegates.**Q12. What happens when I make my billing account inactive?** - You won’t be able to pay for Jaz plans, or use auto recharge. - If the billing account is actively paying for subscriptions, those organizations will be downgraded after the current billing cycle ends. - Downgraded organizations can be reinstated within 28 days. See [Re-instating your Org's Subscription](https://help.jaz.ai/en/articles/13368779-re-instating-your-org-s-subscription). - Note: Billing accounts cannot be deleted. **Q13. I’ve set up my Billing Account, what’s next?** - Head over to [Plans & Add-ons](https://help.jaz.ai/en/articles/11710415-choosing-plans-add-ons) to customize the right plan for your organization. --- ### Managing Organizations in Billing Accounts Source: https://help.jaz.ai/en/articles/13615676-managing-organizations-in-billing-accounts **Q1. Can I have different organizations in different billing accounts?** - Yes. You can assign different organizations to different billing accounts. - Common use cases include: - Managing multiple companies or subsidiaries under separate billing accounts - Separating internal organizations from client or partner organizations - Using different payment methods for different organizations - Assigning billing responsibility to different teams or cost centers **Q2. Where can I see the activity of my billing account?** - Go to **Billing Accounts > Choose a Billing Account > Account Activity**. - This page shows all activity related to the selected billing account. - **Transactions tab:** Shows the history of balance recharges made to the billing account. - **Invoices tab:** Shows consolidated invoices for all organizations paid for by the billing account. You can view, download, and download receipts for reference.**Q3. Where can I download my billing account’s statement of charges?** - Go to **Billing Accounts > Choose a Billing Account > Account Activity**. - Click the download icon located at the right side of the screen. Choose a date range and download your statement of charges. **Q4. Where can I manage organizations that I am paying for?** - Go to **Billing Accounts > Choose a Billing Account > Organization Plans**. Under Organization Plans, you’ll see the following tabs: - **Active tab:** Lists organizations that are currently subscribed and paid for by the billing account. - **Downgraded tab:** Lists organizations that were automatically downgraded due to unpaid subscriptions and may still be eligible for [reinstatement](https://help.jaz.ai/en/articles/13368779-re-instating-your-org-s-subscription). - **Cancelled tab:** Lists organizations that were manually cancelled or automatically ended after the reinstatement period lapsed following a downgrade, and is no longer eligible for reinstatement.**Q5. How do I manually downgrade and cancel a subscription?** - Before downgrading or canceling an organization, keep the following in mind: - Cancelling does not immediately remove access. - Billing cycles do not reset when a subscription is cancelled. - No refunds or credits are issued for unused time. Check our terms and conditions [here](https://www.jaz.ai/legal). - Cancelling only affects future renewals, not the current billing period. - After selecting an organization go to **Settings > Plans & Add-ons > Manage Plan** - Choose the downgraded plan, such as Essentials to Free, Growth to Essentials, or Growth to Free. After confirming, a downgrade schedule confirmation will appear. **Q6. If I cancel a subscription, will it reset my billing cycle?** - No. Cancelling a subscription does not reset the current billing cycle. Example**:** - A monthly subscription starts on January 1 and runs until January 30, renewing on February 1 at 00:00. - If cancelled on January 10, access continues until January 30. - Note: Once the billing cycle ends and the organization is subscribed again, the new subscription will follow the preferred billing date of the billing account used for the new subscription. **Q7. How do I transfer billing of my organization to another billing account?** - Go to **Plans & Add-ons** and select**Manage**. - During checkout, choose a different billing account to pay for the subscription. - The organization’s billing will move to the new billing account with no downtime. - Existing discounts continue to apply, and charges are pro-rated based on the new billing account’s billing date. - If no discount applies, billing will reflect the standard price. **Q8. Can I share my billing account with another member of the organization?** - Yes. You can share your billing account with another user by granting them billing access. Go to **Settings > Access Management**. - Select an admin member of your organization and under Organization Permissions enable **Plans & Add-ons** access.**Q9. What happens if my billing account balance runs out?** - If your billing account does not have enough balance, your organizations will downgrade on their due date. - If the recharge funds are not enough to cover the total amount due, **no organizations will be charged and all will be downgraded**, since billing is processed as a single payment. Example: - Balance: S$3,000 - Total due: S$4,000 (Org A: S$2,000, Org B: S$2,000) - Result: Payment fails and both organizations are downgraded. - To prevent your organizations from being downgraded, make sure to turn on [auto-recharge](https://help.jaz.ai/en/articles/11710444-billing-account-setup). You will also receive a notice to recharge a few days prior to your due date to remind you of the upcoming billing. **Q10. Who can manage organizations under a billing account?** - Only users with the appropriate billing or administrative permissions can manage organization subscriptions. **Q11. What happens to my data if an organization is downgraded or cancelled?** - Organization data is preserved during downgrade or cancellation. - Access and features depend on the subscription status. **Q12. I want to move my billing account’s credits to another billing account, how?** - Contact your account manager, use in-app chat, or email **[support@jaz.ai](mailto:support@jaz.ai)**. - Include the following details: - Subject as “Request to transfer credits” - Source billing account email and name - Amount of credits to transfer - Target billing account email and name - Example: “Request to transfer credits. See details: [anya@gmail.com](mailto:anya@gmail.com) | My Billing Account | SGD 5,000 → [maria.admin@gmail.com](mailto:maria.admin@gmail.com) | Company Billing” - Note: transfer of credits might take several minutes depending on the availability of the team. --- ### Re-instating your Org's Subscription Source: https://help.jaz.ai/en/articles/13368779-re-instating-your-org-s-subscription **Q1. Why was my organization downgraded?** - This happens due to unpaid subscriptions caused by insufficient funds. - **Note:** Other cancellation reasons, such as user-initiated downgrades, cannot be reinstated.**Q2. When does this happen?** - Organizations automatically downgrade at midnight on the due date. For example, if payment is due on September 1, the downgrade occurs at 00:00 on September 1. **Q3. If I reinstate my subscription later, will my subscription date reset?** - No. The subscription date remains the same. For example, if downgraded on September 1 and reinstated on September 5, the next due date is still October 1. **Q4. How do I reinstate my subscriptions?** - Go to **Settings > Billing Accounts > Choose Billing Account > Organization Plans Tab > Downgraded**. Select the organizations to reinstate and ensure you have enough balance. - **Note:** Reinstatement is available only within 28 days from the downgrade date. After this, you cannot reinstate the subscription.**Q5. How can I prevent my organizations from being downgraded?** - It is highly recommended to save a credit card as a payment method and enable **Auto Recharge** so your balance tops up before the due date. This removes the need for manual top-ups. - It’s also best practice to add at least two payment methods to ensure a backup if the default fails. ---