TinyBooks for the Macintosh

Accounting for Home and Small Businesses

Download Mac TinyBooks.sit (v6.0.2) Download Mac TinyBooks.zip (v6.0.2)
Buy Now (Individuals - US$ 49.)
Buy Now (Company-wide License - US$ 295.)
Introduction Tutorial FAQ
Requirements Version History User Comments
Invoices - Estimates - Proposals - Statements - Etc. Taxes

TinyBooks Large Icon TinyBooks (currently for Macintosh only) is an ultra-simple accounting and bookkeeping program designed for home and small businesses and perfect for Sole Proprietors.

TinyBooks is a flexible, non-bloated, single-entry bookkeeping program and the perfect companion to help with taxes throughout and especially at the end of the year. Though designed with small businesses in mind, it can also be used in the home to help with the family finances.

Many tax-related programs (such as TurboTax, or TaxCut) are tied to a particular tax year and must be re-purchased every single year. TinyBooks is NOT tied to a particular tax year. Tax laws may change, but the need to keep track of expenses, income and profits never seems to change, and that is exactly what TinyBooks is all about!

TinyBooks actually works by itself. All you have to do is enter each expense or income item, as it happens, or at month end, and the program calculates everything else, automatically and instantly.

The Accounts dialog and the non-modal Reports window allow you to create Income, Expense and Custom Reports, sorted as desired, and for any time period. TinyBooks also includes a new Bottom Line Report. This report is exactly the report that an accountant would want. There are no parameters required for this report, the program knows exactly how to create it. An end-of-year report is effortless to create.

The new Accounts Dialog not only instantly displays monthly and year-to-date account totals, but now also displays monthly trends (instantly, graphically, intuitively and without any user intervention.) Budgets are also optionally and easily integrated into any account.

TinyBooks also includes a Professional Invoice Printer utility and the invoices are printed on plain white paper, so no expensive third-party forms are required. Totals are automatically calculated and automatically formatted. In version 6 of TinyBooks, the Professional Invoice Printer has been totally revamped. It's now easy to create a multitude of standard and custom forms, such as Invoices, Estimates, Statements, Proposals, and more.

And, of course, transactions can be imported and exported, as desired (for instance, to give to an accountant, or for import into a spreadsheet, etc.) All transactions can be easily sorted by Date, Comment, Check#, Account#, Amount or Type of Transaction (expense or income.)

TinyBooks also supports all kinds of domestic and international taxes, such as Sales Taxes, GST (Goods and Services Tax), PST (Provincial Sales Tax), VAT (Value-Added Tax) and more. TinyBooks can even handle multiple types of taxes at the same time...and all while keeping the program as simple to use as it ever was.


Theory of Operation

TinyBooks works by keeping track of multiple accounts. There are four basic types of accounts: Deductible Expenses, Non-Deductible Expenses, Taxable Income and Non-Taxable Income. For a typical small business, that's about all that's required. In fact, the non-deductible expenses and non-taxable income accounts are just included for your bookkeeping convenience, as they are not included in profit computations. If you are using this program for home use, rather than as a small business, such account types are very handy. Business Profit is calculated by subtracting the sum of the deductible expenses from the sum of the taxable income. You never have to request a calculation, all calculations are performed instantly any time you add, delete or modify any item.

(top)

How Does It Work?

(A Step-By-Step Tutorial)

Note: TinyBooks is a carbonized Apple Macintosh Application and works equally well in both Mac OS 9 or Mac OS X. It also works perfectly on the new Intel-based Macintosh computers.

When you run TinyBooks for the very first time, you will want to create a new set of books (that is, a TinyBooks document) for your company or family for the current year. To do this, choose the NEW item from TinyBooks' File Menu. (The NEW item is a hierarchical menu with two choices. For this tutorial, choose the NEW item that is designated for first-time users.) The "Create New Set of Books Dialog" will then appear. It looks like this...

Demo1

To create a new set of books, TinyBooks really only needs the following two bits of information...

1 - The Company Name - Simply enter the name of your company (or family.)

2 - The Fiscal Year - Each TinyBooks document handles "the books" for one company (or family), for one year. You must specify the business year that this document covers. Most people accept the default calendar year, running from January to December of the year chosen. In this tutorial, a simple calendar year is assumed.

Note: TinyBooks also supports non-standard Fiscal Years. To choose a non-calendar Fiscal Year, enter the closing month and closing year of your Fiscal Year. Once entered, the program will calculate and display the range of your fiscal year for your verification.

After you enter and double-check the required information, click the SAVE AS button. As with all SAVE AS dialogs, you need to choose a name and a location for this document. TinyBooks will suggest a default name, made from combining the company name and the year but you're free to name it yourself. You might choose a name such as "The Demo Company - Books - 2009". Remember, each document covers one company for one year, so including the name of the company and the year in the name of the document itself is a very good idea.

IMPORTANT NOTE: All of the most important information that TinyBooks knows about your company is stored in this one document that you just created and named. In the future, this is the document that you will double-click to start "doing the books." Unlike other accounting programs that use multiple files to store such information, TinyBooks simply stores everything in this one file. It's easy to find, easy to backup, easy to understand, etc.


Once you save your TinyBooks document (also known as your "set of books"), you'll see an empty Expense/Income Window appear. It will look something like this...

Demo2

...and, by the way, if the columns you see look a little different than the above picture, it might be because you are showing or hiding the Tax fields (which we'll talk about later.) For now, try pressing Command-T (for "Tax") or choosing the "Show/Hide Tax Fields" from the TinyBooks Utility Menu.

The title of the Expense/Income Window that appears will include the name of your company, the month and year, and the name of the document. The window is empty, because you haven't yet added any expense or income items.

This window, by default, shows the items in the current month according to the date and time set on your computer. To switch to another month, select it in the Month Menu, or use the left/right arrow buttons on the Expense/Income Window, or use the left/right arrow keys on the keyboard.

NOTE: In creating this step-by-step tutorial, I chose to create a set of books for 2009 (using a standard January to December year.)

TinyBooks also relies on the concept of accounts. Accounts are used to track various types of expenses and income. In future years, you might have your own customized set of accounts that you use every year. If so, a customized list of accounts can be imported. But, since this tutorial assumes it is the first time TinyBooks is being used, a Default Account List is automatically created for you. (Later in this tutorial, you'll learn how to customize the Account List.)


Before we start to enter any actual transactions, let's give TinyBooks some other information about our company. Later on, as you'll see, you'll be able to use TinyBooks to create some very professional Invoices, Statements, Proposals, Estimates and more. We need to supply TinyBooks with your company information, such as addresses, phone numbers, web site address, email address, and more. This kind of information is customized using the Company and Tax Information dialog. Select the Company and Tax Information Dialog from the TinyBooks Utility Menu. You should see a dialog that looks something like this...

DemoCompanyInformation

For this demo, please enter the applicable information for your company. The company name should already be filled in and ready to go, but you can add the address, email, phone, web site and more. Please also note that this is also the dialog in which you customize what kinds of taxes your company must be able to handle. For this demo tutorial, it is assumed, there are no taxes to worry about. But, feel free to enter the names and rates of taxes that are applicable to you. If, for instance, you lived in Massachusetts and had to pay a Sales Tax of 5%, you could enter "MST" (for Massachusetts Sales Tax) as the abbreviation for Tax#1 and you could enter "0.05" for 5% Sales Tax as the Tax Rate#1. In later parts of the tutorial when you are actually entering sample transactions, you can just click the Tax Button on the Item Entry Dialog to automatically calculate the tax fields for you. When this info is entered, just click the SAVE button, and you'll be right back at the main monthly window, ready to enter some expenses and more...


OK, let's enter an actual expense you just paid out (or an income item you just received.) First, if you tried moving around month to month as shown above, make sure you're on the correct month for this expense by checking the title of the window. With the correct monthly window frontmost, just click the Enter New Item button (or press its keyboard equivalent.) When you do, the Expense/Income Item Dialog will appear. It will look something like this...

Demo3

When the dialog appears, enter the information about the first expense or income item. Use the tab key to move from field to field. The first field "Day" is looking for the day of the month. It will always be today's day, by default, but you can change it if you are entering items on a day other than when the expense or income item occurred.

Then, type a short comment or description about the item in question. (In the future, if the comment you are about to enter is similar or identical to one you entered before, you can choose a comment from the Auto-Comment popup menu on this dialog. The Auto-Comment popup starts out empty, but will grow as new comments are added.)

If a check was involved, you can record its number in the Check# field. Or you can use the field for another use as you see fit. I often use the word "Cash" or "Visa" depending on how I purchased the item in question. In this case, let's assume I just purchased 100 First Class Stamps using cash.

Then, enter the Account# that is associated with the item you are entering.

WAIT! Don't panic! You don't actually have to remember any account numbers. Though you can enter the account number directly, if you happen to remember it, you can also just type the first letter of the account name you want (P for Postage, for instance.) A popup list will appear with a listing of all the accounts, and jump to the first account that starts with the letter you just typed. If the first account that starts with "P" isn't the one you're looking for, press "P" again (in this case) and you'll automatically jump to each account that starts with that letter. Click the OK button or hit RETURN and the account name and number are entered automatically.

Demo4

Then, enter an amount in dollar and cents, and you're done. Wait! What about those two additional tax fields? For now, let's just ignore them. I'll talk about how to handle all kinds of taxes later on in this tutorial. But, for now, let's just assume there are no taxes associated with this transaction. (See the section called "TinyBooks and Taxes" below, for more information.)

When you click the SAVE button, note that the main monthly window now shows the item you just entered.

In the picture below, if you're observant, you'll see that I've added a few additional transactions too. As you also can see, income items are handled in the same way as expense items.

By the way, when you have more than one expense or income item that you wish to enter at the same time, you could have clicked the "Save, then enter another" button. This would save the item you just finished entering, but leave the dialog open, so that you can easily enter a second (or third, etc.) item. For advanced users (see the Help Text), you could also have chosen the just-entered expense or income item to be a "recurring" item, in which case the item entered would be duplicated automatically in coming months.

Also, notice the bottom of the window instantly calculates many important totals "on the fly" as you enter each item. A quick glance shows a few of the most important totals for the currently displayed month (top row), and for the year-to-date (bottom row.) The totals shown include the Non-Deductible Expenses, Non-Taxable Income, Deductible Expenses, Taxable Income and Profit. Again, if the column headings on your window look different than this picture, just press Command-T (or use the Show/Hide Tax Fields menu item) as desired.

Demo5

After you've entered a few items (or a few months worth of items), you will likely want to see where you're spending your money, what's working, what's not working, etc. A good place to start is with the Accounts Dialog. Choose the Accounts item from the Utility Menu. You will see a dialog that looks something like this...

Demo6

This Accounts Dialog shows you all of your accounts, and the totals for each account for the current month and the totals to date (meaning from the beginning of the year through the current month). Also displayed are the percentages that each account represents, compared to the applicable subtotal of that particular type of account. This dialog is also used to add, modify or delete accounts to suit your own business (or family) needs.

Again, if you are very observant, you might notice, that for the purposes of this tutorial, I made a few changes. I made exactly the same entries for February and March that I made for January. I adjusted the Accounts dialog to show March instead of January, and I happened to scroll down to the Online Expenses line. Take a look and you should see that the "year-to-date" total for that account (#17, Online Expenses) seems to be three times as much as the total just for March (in the This Month column.)

In fact, now is a good time to point out the bar charts on the bottom of the Accounts Dialog. As you move up and down the list of accounts, the bar charts will automatically and graphically show you trends on any account. Note in this case, that we are in the month of March, the 3rd month in our year, and "Online Expenses" happens to be highlighted. It's easy to tell at a glance that our monthly online expenses have held constant...since all three green bars are the same height. But, if you look at the Cumulative chart on the right, you'll note that, cumulatively, the trend is rising, as it should, since your total expenses for the year for that account are rising. Try using the arrow keys on the keyboard to move up and down the list of accounts, and watch the charts adjust themselves instantly. Try to get a feel for the bar charts. After a while, you'll be able to spot trends instantly.

No doubt, by default, TinyBooks includes many accounts that you do not need or want. So, feel free to delete them. To delete an account that you don't think you'll ever need, just click its name in the Account List, and click the Delete button. (Obviously, if there's activity in that account, it can't be deleted. You can only delete unused accounts.)

If you wish to rename or add an account, select its name (or a still unused entry in the Account List) and click the "Configure" button. Then enter the new name as desired, but, be sure the newly named account resides in the correct section of the Account List. The position of an account in the list is very important. As you scroll through the list of accounts, you'll see that there's a section for each type of account...Deductible Expenses, Non-Deductible Expenses, Taxable Income and Non-Taxable Income. Make sure you are adding or renaming an account in the proper section as desired.

You might also note that you can set a monthly budget (or projection, or "best guess") for this account in this same "Configure" dialog. Budgets are optional, but so easy-to-use, it's a shame not to try it. A budget is just a guide, it lets you estimate what you think (or hope?) will be a standard monthly amount for some account. You can enter a budget for expense or income accounts. An expense budget might be your best guess as to how much you'll spend for a certain expense type each month. An income budget might best be thought of as your best guess as to how much income of a certain type you believe you should be making each month. Your budget numbers will ONLY appear in these bar charts, as a blue line. Budgets are not included in any displayed or printed reports, they do not affect any calculations, and only serve as a visual guide or reminder to you as to how an account is progressing through the year compared to your expectations.

Budget1

The little snippet of a picture above shows what the bar charts would look like after you set a budget for a particular account, but haven't yet added any transactions to that account. Imagine that you set up a new Taxable Income account (called Computer Consulting, maybe??), and set a budget (a hopeful best guess) that you would earn, say, $1000.00 each month. Now, imagine that you use the arrow keys on the Accounts Dialog to move to the last month of the fiscal year. We have NOT yet entered any actual income received for this account, so there are no green bars in the bar chart. But, you should be able to see the blue budget lines. The monthly budget is the same each month, so each month on the left hand bar chart shows a constant blue budgeted value...that's how much income you are expecting each month. But, cumulatively, on the bar chart on the right, you can see that a fixed monthly budget results in a linearly increasing step in the blue budget line. When you enter actual income items for this account, you'll be able to see whether the income is above or below expectations (that is, whether the green bars are above or below the blue line.) See the next picture...

Budget2

In the picture above, imagine that you did have some consulting income in the months of April, May and June in the amounts of $750, $1250, and $1500 but that you didn't have any other consulting income for the rest of the year. Now, again, if we use the right-arrow on the Accounts Dialog to move to the final month of our fiscal year (December, in this case), we would see the picture above. Can you make sense of the charts? On the left, note that the first month that we had income, it was below our best guess (that is, below the blue budget line.) But, the next two months, we were a little above our best guess. On the right bar chart (the one that shows CUMULATIVE totals) it shows the totals levelling off and getting further and further away from our budget (our best guess) because we didn't have any more income of that type since the 6th month of the year. The idea of budgets (estimates, best guesses, projections, etc.) is as valid for income as it is expenses. In this example, we used Consulting Income as an example, but the identical approach is used for expenses too.

Advanced Note: For those curious about some of the technical details, you might note that the minimum and maximum values of the vertical axis of the left and right bar charts might not be the same. The charts should be viewed in relative not absolute terms. The bar charts accurately show trends in relative terms. For absolute numbers, you must view the list of accounts.


Another powerful feature of TinyBooks is its ability to generate standard and custom reports. Usually, the default Expense/Income and Accounts Listings are sufficient for all needs, but when a custom report is needed, TinyBooks is ready. Select the Reports and Transacation Search item from the Utility Menu. A window will appear that looks something like this...

Demo7

As you see, this feature gives you the flexibility to generate just about any kind of report you can think of. Expense or Income Reports can be generated, for one month, the whole year, or from any date to any other date. You can also request reports that only include certain accounts, or a particular keyword. In the example just above, I searched for any expense, occurring at any time during the year, that had the word "envelopes" in the item's description.

Note that in addition to an Expense or Income Report, TinyBooks also includes a type of report that includes BOTH types of entries (both expense and income.) This makes it extremely easy to view, print or export all the transactions you've made all year (or any portion of a year) without having to re-visit each monthly window.

This dialog is an extremely flexible way to do some very particular kinds of reporting on a chosen subset of your transactions. For instance, if you have carefully included the name (or initials, or ID#, etc.) of a particular client in the Comment/Description field of every entry, it's a piece of cake to get a per-client profitability report. If you perform a "BOTH" (income and expense) type of report, the resulting total represents the total of all income items matching the given criteria minus the total of all expense items matching the same criteria...effectively, the profit generated from a particular client!

Though not shown in this tutorial, please try the "Bottom Line Report" option also. You can find this in the TinyBooks Utility Menu. This is a very simple report that includes just about everything an accountant might request. At the end of the year, this is the report that I would print to help me figure out my taxes. Notice that there aren't any parameters that need to be set. Nice and simple!


Professional Invoice Printing

(Invoices, Estimates, Proposals, Statements, etc.)

TinyBooks also includes a handy Invoice Printer. You can find it in the Utility Menu. It really is quite simple. Many programs that include the ability to print invoices get very complicated very quickly because you often have to deal with paid and unpaid, and sent and un-sent invoices, listing some invoice amounts as part of an Accounts Receivables module and not listing others, etc. With TinyBooks, all the Invoice Printer really does is print professional-looking invoices (and other forms). That's all. Nice and Simple!

Choose Invoice Printer from the Utility menu of TinyBooks, and the Invoice Printer dialog will appear. Here, you can fill in all the various invoice fields (date, customer number, invoice number, mail to, ship to, etc.) and then TinyBooks will print a professional-looking Invoice, and on plain paper too, so there's no expensive forms that need to be purchased.

I'm using the word Invoice a lot, but make no mistake, this dialog is VERY flexible, and you can print Estimates, Proposals, Statements or virtually any other form just as easily as a standard Invoice.

Here's a rather shrunken picture of the Invoice Printer dialog (on the left) and a sample of what a printed invoice might look like (on the right.) This is just the default way that an invoice might look, you have additional customization opportunities as mentioned below.

DemoInvoice

Note that not only can you customize the information in the standard fields, but you can customize the field names themselves! For instance, if you do not want to use the field called "Salesman", you can easily change the name of that field to Saleswoman, Salesperson, Technician, Broker, Officer, Therapist, etc. If you don't want a "Shipping" field, you can leave it blank, or change it to Postage, UPS, FedEx, or whatever else you might want.

TinyBooks actually automatically stores the last 25 invoices (or other forms) that you've printed. So if you need to print an invoice (or other form) that you know is very similar to one you've printed before, you can just click the arrow buttons on the Invoice Printer dialog until you find a similar looking invoice (or other form) to the one you know you want to print. Modify a field or two as desired, and click the Print button. Voila! You get a professional-looking invoice (or other form) with hardly any work. The Invoice Printer dialog also includes a few buttons to speed up some standard chores...one button will automatically insert today's date, another button will automatically copy the "Bill To" name and address fields to the "Ship To" name and address fields just to save you typing.

Advanced Note: You might also like to know that you can customize the look of the invoice (or other form) so that it matches the "style" of your company. TinyBooks uses the information in the Company and Tax Information dialog (in the Utility Menu) to print the "Company Area" of an Invoice (or other form.) It will use your company name, address, phone, website, etc. But, if you have a standard company font, or wish to include a custom company logo on the invoice (or estimate), you can do that too. TinyBooks has a facility where if you include a picture (PICT or JPG) that includes this information, TinyBooks will print that picture in the Company Area of the invoice (or other form) instead of printing the information on its own. Please see the Help Text in TinyBooks itself for more detailed information.

(top)

TinyBooks and Taxes

TinyBooks now supports taxes of all kinds, for virtually all countries. It supports Sales Tax, GST (Goods and Services Tax), VAT (Value Added Tax), PST (Provincial Sales Tax) and more.

TinyBooks now allows you to enter, if needed, two different types of taxes on every single transaction...known as Tax#1 and Tax#2. When you enter a new income or expense item, you will note that the dialog includes two tax fields. It's up to you how you want to define these two fields. If taxes are not a concern for you, you can, of course, ignore these fields. But, if you are faced with Sales Taxes, or GST, PST (or whatever), you can use these two tax fields to account for taxes taken in and taxes paid out.

The names of the taxes and actual tax rates applicable to your company can be customized in the Company and Tax Information Dialog, described above, and available in the TinyBooks Utility Menu.

If the transaction you are entering is an Expense, any tax information you enter is considered as a tax that is paid out. If the transaction you are entering is an Income item, any tax information you enter is considered as a tax that you have received.

Take a look at the end of the list of the Accounts in the Accounts dialog, and you will see that TinyBooks will automatically tally for you on a monthly and year-to-date basis the total taxes taken in and paid out, for both types of taxes.

Depending on your circumstances and the country, state and/or province you live in, you might want to use the Tax#1 field for Sales Tax, and ignore Tax#2 field. Or, you might want to record GST for Tax#1 and PST for Tax#2. Whatever your needs, TinyBooks should be able to handle it.

Note: In the Utility Menu of TinyBooks, there is a menu item called "Show/Hide Tax Fields". If the Main Monthly window or the Reports window is frontmost, you can use this menu item to show or hide the two tax fields associated with every expense or income item. In fact, when you choose to show the tax fields, TinyBooks temporarily makes room for the tax fields by truncating the Comment or Description field. This is for display purposes only. The Comment is not actually truncated. If the monthly items or reported items are saved, printed or exported, all fields are included in their entirety.


(top)

TinyBooks Questions and Answers (FAQ)

Q: How do I move from month to month?
A: If you open or double-click a TinyBooks document, TinyBooks will display the expense and income entries corresponding to the current month according to your computer's date and time. To switch to a different month, you can select a month from the TinyBooks Month Menu (or use the easy keyboard equivalents), or you can click one of the left or right arrow buttons on the main window, or you can type one of the left or right arrow keys on the keyboard. When you switch to a new month, the Income/Expense Window will immediately reflect the entries for the new month selected.

Q: How do I change the name of the company?
A: The name of the company that you entered when you first created a TinyBooks document is displayed and/or printed as a header in various reports and on the main window. If you need to rename the company (or fix a spelling error), choose the Company and Tax Information item from the TinyBooks Utility Menu. Other company information such as mailing address, web site address, email address, phone, tax rates, and more can also be customized here in the Company Information dialog.

Q: How do I modify an account name?
A: All account name changes are handled using the Accounts item in the TinyBooks Utility Menu. When you select this item, the Accounts Dialog will appear. This dialog will show a list of all the accounts. To modify an existing account (for instance, to change the name "Postage Expenses" to "Mailing Costs"), just click the account name in question, and then click the "Configure..." button. Make the desired change, and click OK.

Q: How do I delete an account name?
A: All account name changes are handled using the Accounts item in the TinyBooks Utility Menu. When you select this item, the Accounts Dialog will appear. This dialog will show a list of all the accounts. To delete an existing account, click the account name in question, and then click the "Delete..." button. Note, that you cannot delete an account that is in use.

Q: How do I add an account name?
A: All account name changes are handled using the Accounts item in the TinyBooks Utility Menu. When you select this item, the Accounts Dialog will appear. This dialog will show a list of all the accounts. To add an account, simply locate an available position in the account list where you'd like to add the account (in the Deductible Expense section, the Non-Deductible Expense section, the Taxable Income section or the Non-Taxable Income section), and click the "Configure..." button. Type the name of the account, and click OK.

Q: Why does TinyBooks use Account Numbers all the time?
A: Account Numbers makes things easier in lots of ways (for the programmer and for the user), but don't worry...anytime there's a field that requires an Account Number, just type the first letter of the Account Name that you are looking for ("P" for Postage, for example.) A pop-up menu, or an Account Name Dialog, will immediately appear and you can easily choose the Account you are looking for by name without having to remember any numbers. Continue to type the same letter again and again, and you'll automatically be taken to each entry that starts with that letter. When the correct account appears, press RETURN or click OK, and both the name and number of the account should be inserted automatically.

Q: Do I really have to run TinyBooks everytime I have an expense or income item to enter during the month?
A: Many people, myself included, find it more convenient to enter expenses, as they occur, on paper first, and then use TinyBooks at the end of the month to enter all the info at one time. TinyBooks includes an option to print out a paper form to enter any expenses incurred during the month. This option is called Print Interim Expense Entry Form and is available in the Utility Menu of TinyBooks. A similar item is also available for income entries.

Q: Does TinyBooks support Fiscal Years other than January to December?
A: YES! When creating a NEW TinyBooks document (a new "set of books"), you will have the option of customizing the Fiscal Year.

Q: Does TinyBooks handle business mileage?
A: TinyBooks includes a number of features that make it easy to handle business mileage, but it's still admittedly a work-in-progress, pending feedback from users. In a sense, business mileage is just another expense, and can already be handled by merely including a Business Mileage expense account. To make this easier, TinyBooks now includes a new item in the Utility Menu called Print Interim Mileage Form. This form makes it easy to list business mileage (date, location and number of miles), as it occurs.

Q: Can TinyBooks be used for my family books?
A: Yes. TinyBooks is basically a program that makes it easy to enter, and report on, expenses and income, in various categories. This is something of value whether you are doing a company's books, or the books of your own family. You can create different accounts to keep track of different kinds of expenses and income. At the end of each month, or each year, you can easily view or print reports on where the money is going and where it's coming from. It can be as detailed or as general as you like. It's up to you. You're in charge of what accounts you want to create. If you choose very detailed accounts, for instance, you'll be able to see quickly that you spent too much on chocolate and not enough on vegetables (assuming you created separate accounts for these two vital food groups.) If you just create one account called Food, such realizations may be lost to you.

Q: Explain Deductible and Non-Deductible Expenses?
A: See your accountant or lawyer for the real explanation, but what follows, I think, will give you the gist of it. Let's say you're the owner of a small business, and you ship one of your products to a customer. You go to the Post Office and they charge you $10. THAT is a deductible expense. That means you can DEDUCT the cost of that shipping expense from any income you might earn in your business. And, until your business earns more than that $10, you don't even have any profits to declare! But, now let's say your daughter comes down to your business and says "I need a new dress?" You open up the business cash register and give your daughter a twenty dollar bill (OK, obviously, I don't have a daughter or buy dresses!) Well, that twenty is NOT deductible. It's got nothing to do with running your business. You still want to make note of the fact that the business paid out twenty dollars, but the government doesn't allow you to deduct that amount. It's considered a non-deductible expense. TinyBooks can easily be used to account for both kinds of expenses. (Note: In a similar manner, TinyBooks includes both Taxable and Non-Taxable Income accounts.)

Q: How do I backup my TinyBooks data?
A: GOOD question! TinyBooks is one of the most simple applications you can imagine in terms of where everything is stored. When you first create a new set of books, you are asked to name the company, give it a year, and SAVE IT. You choose any name you want. (I might name my document "Winograd-2009-Books" or "Space-Time-Books-2009", for instance.) Anyway, that ONE file has everything in it...all your expenses and income entries, totals, account names, etc. That is the ONE file that you would want to back up. Always assume that lightning will strike when you least expect it. Back up often. TinyBooks actually has a built-in backup facility. See the TinyBooks Help Window for more complete information. But, to be honest, YOU are the best form of backup protection. No matter what facility is built-in to TinyBooks, it won't help if your data is lost, or stolen, or fried by a lightning strike. It really is up to you to ensure a proper backup strategy.

Q: How do you spell Bookkeeping?
A: The correct spelling of the word Bookkeeping is as one word, not two separate words Book Keeping. Bookkeeping is an interesting word because it has 3 pairs of doubled characters in a row. (Try to think of another!) Of course, you do tend to see Book Keeping listed as two words quite often, so I've listed it in this part of the FAQ just in case someone searches for it. (-:) Actually, TinyBooks is properly spelled as one word also. But, if you happen to search for Tiny Books, I hope you'll make it here as well.

Q: Does TinyBooks handle recurring expenses?
A: Yes! TinyBooks can easily handle recurring expenses. Now, every time you enter an expense (or income item also!) you can designate that expense as a recurring expense item. This item will then be duplicated in the following months of the business year...exactly how it is duplicated depends on a user's preferences. See the Help Text within the program for detailed information on this topic.

Q: Can I use my existing TinyBooks documents with the latest release of TinyBooks?
A: YES! Version 6 of TinyBooks includes a "Convert TinyBooks document to v6..." menu item in the Utility Menu. When this option is used, TinyBooks will prompt you for your existing TinyBooks document, and create a new v6 type document. ALL previous versions of TinyBooks are supported. No matter how old your TinyBooks documents might be, this new version can easily, automatically convert it to run with the latest version of TinyBooks. (It leaves your existing document untouched, so you can still continue to use it, if desired.)

Q: I've got more clients than TinyBooks has income accounts! What do I do?
A: Imagine you are running a lawn-mowing business and you have 100 different clients. You obviously have more clients than TinyBooks has individual income accounts. But, this is not a problem. Create a single new taxable income account and call it "Lawn-Mowing Income". In TinyBooks, everytime you add a new item to any account, that item always includes room for a Comment or Description about the particular item. In the Comment field, you should put the client's ID#, or the client's name, or the client's initials, or whatever is appropriate in your case. Later, when you are creating reports, TinyBooks offers great flexibility in deciding which items to include in any report. You can, for instance, choose to report on all items in the "Lawn-Mowing Income" account, in which case you'll get a report of the total income generated by all your lawn-mowing clients. But, if you'd prefer to get a report on just the income generated from a single client, you could just instruct TinyBooks to include only those items in the "Lawn-Mowing Income" account that have your particular client's ID, name or initials as part of the Comment Text. You are thus able to support an almost infinite number of clients, even though TinyBooks has only a finite number of accounts. (And, note that this same technique can be used to expand the effective number of expense accounts too, if needed.)

Q: My TinyBooks windows don't look right! The columns don't line up!
A: TinyBooks uses a font called Courier New. This font is known as a mono-spaced font, where each character in the font is the same width. If this font is not available on your Mac, you may well see columns that don't line up properly. Courier New, by default, is always installed on your Mac. But, if you are running a font utility that can turn on and off different fonts, make sure that you do not accidentally turn off Courier New, as TinyBooks requires that font.

Q: Can I EXPORT my TinyBooks data into Excel?
A: Absolutely. In both TinyBooks' Accounts and Reports windows, there is a button that will allow you to save (i.e. Export) the contents of the window as tab-delimited text. Tab-delimited text is a standard output format that is easily imported by Excel (as well as virtually all other spreadsheet programs.)

Q: When I print an invoice (or other form), all I see is my company name. Where's the address?
A: By default, TinyBooks will use the information in the Company and Tax Information dialog (which can be found in the TinyBooks Utility menu) when it prints an invoice or other form. If your invoice or other form is missing the address or phone (etc.) of your company, you just need to fill in the missing information in this dialog. Once entered, new printed invoices (or other forms) should now be fine.

Q: Can I add my own company logo to an invoice/estimate? And, can I print my company name in my own choice of fonts?
A: Yes. By default, TinyBooks will print an invoice (or other form) using the information in the Company and Tax Information dialog (in the Utility Menu.) This information is attractively printed in the upper-left portion of an invoice (or other form.) If you'd prefer, you can create a picture (JPG or PICT) that includes this information (name, address, phone, URL and logo) and TinyBooks will print your picture instead of the information in the Company and Tax Information dialog. The look of the company-area of an invoice/estimate is thus totally customizable. See the TinyBooks Help window for step-by-step instructions on how to do this.


(top)

TinyBooks Requirements

Requirements: Requirements: TinyBooks is a carbonized Macintosh application. It runs on a vast array of Macintosh computers, both new and old. As a carbonized application, TinyBooks will actually work with Mac OS's as old as Mac OS 8.6 or Mac OS 9, as long as Apple's CarbonLib extension (v1.6 or greater) is present. TinyBooks also works perfectly with the very latest Mac OSX and Intel-based Macintosh computers using Mac OSX's built-in Rosetta.

(top)

TinyBooks Version History

Version 1.0 - January 17, 2003

Version 1.01 - January 18, 2003 - Changed a very geeky printer error message into English, and added a pointer to the TinyBooks web page to the program itself.

Version 1.02 - January 28, 2003 - Corrected a bug that resulted in account lists being shown in mixed fonts and sizes. Also added a little online help, and some cosmetic improvements.

Version 1.03 - February 3, 2003 - Added in-dialog help, cosmetic improvements, and fixed a bug that resulted in saved files (in OSX only) to be saved in the parent of the directory chosen, instead of the actual chosen directory.

Version 1.04 - April 17, 2003 - Added some cosmetic improvements to Income, Expense and Account lists, and fixed a bug that prevented Copy and Paste keyboard equivalents from being used within TinyBooks.

Version 1.05 - April 19, 2003 - Changed mono-spaced font from Monaco to Courier New (the automatic handling of ligatures in OSX was causing a problem.)

Version 1.06 - May 5, 2003 - Added the ability to handle non-calendar fiscal years, interface enhancements, and a preferences dialog.

Version 1.07 - May 19, 2003 - Added a non-modal help dialog, updated contact and web site info, eased online registration, etc.

Version 1.08 - June 13, 2003 - Printed, custom reports now include the criteria used to generate the reports.

Version 1.09 - October 23, 2003 - Monthly lists of income and expense items can now be re-sorted to display by date (formerly, they remained in the order of data entry.)

Version 1.1.0 - December 10, 2003 - Improved handling of international currencies.

Version 1.1.1 - December 16, 2003 - Added instantaneous tally of monthly expenses, income and profit

Version 1.1.2 - January 22, 2004 - Added a few cosmetic touches, improved new set of books document creation, etc.

Version 1.1.3 - January 28, 2004 - Fixed column heading alignment on Interim Expense and Income printouts.

Version 1.1.4 - February 10, 2004 - TinyBooks was a bit of a "processor hog"...that is now fixed.

Version 1.1.5 - March 23, 2004 - Enhanced keyboard equivalents...now arrow keys work as one might hope (up/down arrows move up and down the current monthly list, left/right arrows move month-to-month.) Fixed a "roaming icon" problem where a saved TinyBooks document might change its position in the Finder.

Version 2.0.0 - April 5, 2004 - A MAJOR UPDATE - Improved and enlarged the Accounts Dialog; added new icons for all file types; enlarged and added to the Help window; the main monthly window is now resizeable and shows "on-the-fly" calculations of both monthly and year-to-date totals; improved the Utility Menu so applicable items can be used even when a TinyBooks document is not open; added a Print Interim Mileage Form to the Utility Menu; improved default day determination on expense/income entry; the Create Custom Reports dialog is now modeless allowing easy switching from window to window; added a new type of report which can be used to view, print or export all transactions (expense or income) for any time period; improved handling of non-standard fiscal years; improved the default document naming convention; added the ability to handle recurring expense and/or recurring income items; added ability to create a TinyBooks v2 document from a TinyBooks v1 document (leaving original untouched); various other internal, cosmetic and interface improvements.

Version 2.0.1 - April 27, 2004 - Added a "Safety-Backup" protection preference, improved the help, fixed a bug whereby a new document window might appear behind the help window instead of in front of it.

Version 2.0.2 - June 11, 2004 - Improved window handling (TinyBooks now remembers all main window/dialog positions and sizes.) This version also adds a new preference allowing the user to personalize the name of the Safety-Backup file.

Version 2.0.3 - June 29, 2004 - Added Save As Text (TAB-delimited) to Accounts Dialog. Added new preference for default day determination when entering new items.

Version 2.0.4 - July 18, 2004 - Enhanced date-sorted and account-sorted custom report capability

Version 2.0.5 - August 31, 2004 - Improved file error handling and added display of current month in fiscal year to the Accounts dialog.

Version 2.0.6 - December 3, 2004 - Added a "Print Full Year Expense/Income Entry Forms" item to the Utility Menu, improved help text, etc.

Version 2.0.7 - January 3, 2005 - Improved the ease of data entry in the Amount Field of the "Enter New Expense Dialog", other minor changes, etc.

Version 2.0.8 - February 6, 2005 - Improved the ability to EXPORT information from the Accounts and Reports windows to tab-delimited text files (for import to spreadsheets, etc.)

Version 2.0.9 - March 8, 2005 - Improved the Accounts Dialog: added the easy ability to move forward and backward one month at time, and added columns to show the monthly and year-to-date percentage each account represents compared to the applicable totals, etc. (Simply put, it's now easier to see where the money's going, and where it's coming from!)

Version 2.1.0 - March 13, 2005 - Fixed a bug where it was possible that the first title line of a printed or exported Account listing could show the month of the underlying Expense/Income window, rather than the month chosen on the Account dialog. (The data itself was correct, but the title could have been wrong.)

Version 3.0.0 - July 4, 2005 - A MAJOR UPDATE - Added a new Professional Invoice Printer, added fully-automatic Account Charting with built-in support for budgets, increased the width of Comment/Description and Check Number fields, increased the maximum number of transactions per month, etc.

Version 3.0.1 - August 12, 2005 - Added the ability to duplicate an existing item in the Monthly Expense/Income windows, and improved the ability to personalize printed invoices.

Version 3.0.2 - December 7, 2005 - Added a new Help Topic called "Moving to a New Year", and a new Preference item related to saving keystrokes in data entry.

Version 3.0.3 - January 8, 2006 - The Professional Invoice Printer was made just a little smarter. Now, if there is no "Ship To:" information provided by the user, the "Ship To:" section of the invoice will not be printed. This change was frequently requested by those businesses that more frequently wish to produce invoices for services performed, as opposed to products shipped.

Version 3.0.4 - January 15, 2006 - Improved the "New..." dialog; updated help text; added easy import of previous year's information (name, address, email, phone, web, accounts, budgets, invoices, etc.); added Import Invoices to Utility Menu, etc.

Version 3.0.5 - February 22, 2006 - Improved Copy/Paste capability from, to and within TinyBooks.

Version 3.0.6 - March 17, 2006 - Improved Professional Invoice Printer, improved Enter Expense/Income item dialog, improved ease of entry of recurring expense and income items, updated help text, etc.

Version 3.0.7 - April 25, 2006 - Improved the export of reports as tab-delimited text, etc.

Version 4.0.0 - September 15, 2006 - A MAJOR UPDATE - Added intuitive support for handling virtually any kind of taxes from any country, including State Sales Taxes, GST (Goods and Service Taxes), PST (Provincial Sales Taxes), VAT (Value Added Taxes) and more. Added support for international dates as MM/DD or DD/MM. Added ability to export and import transactions. Added ability to move a transaction from one month to another. Added cosmetic and functional improvements to the Professional Invoice Printer. Increased maximum number of monthly transactions. Improved Help Text and added the ability to copy the complete text (for viewing elsewhere, printing, etc.) Improved the creation of safety backups. Improved the ability of TinyBooks to import settings from previous years (so setting up the books for a new year is quick and easy.) And more...

Version 4.0.1 - October 15, 2006 - Revised help text, simplified various dialogs, improved Reports window, etc.

Version 4.0.2 - November 15, 2006 - Vastly simplified and enhanced the creation of a set of books (for both first-time and long-time users.)

Version 4.0.3 - March 15, 2007 - Improved window handling, copy and paste, keyboard equivalents, etc.

Version 4.0.4 - April 7, 2007 - Added the ability to sort reported items by check number to the Reports window.

Version 5.0.0 - July 2, 2007 - A MAJOR UPDATE - Added the ability to print Estimates as well as Invoices; Invoices now include 10 description lines and 1 total line with auto-calculated and auto-formatted amount fields on each line; Transactions in all Monthly Windows are now easily sorted by Date, Comment, Check#, Account#, Amount or Type (expense or income); a new Bottom Line Report has been added ("exactly the report that your accountant would want"); the allowable Comment width for each transaction has been increased by approximately 50%, an Auto-Comment popup menu has been added to the Enter Expense/Income Dialog to allow easy entry of Comments that are identical to comments previously entered; etc.

Version 5.0.1 - July 13, 2007 - A Minor Update with MAJOR Importance - TinyBooks can now easily convert all TinyBooks documents created with previous versions of TinyBooks to the latest format. This allows anyone who is running any older version of TinyBooks from version 1 through version 4 to immediately enjoy all the advanced features of this latest version of TinyBooks.

Version 5.0.2 - July 22, 2007 - Added keyboard equivalents to all items in the new Sort Menu, and improved the Auto-Comment Popup Menu.

Version 5.0.3 - April 20, 2008 - Added an indication of the Fiscal Year to the top line of generated reports, added a new preference allowing auto sort of transactions immediately upon entry, added a monthly budgets column to the Accounts Dialog and associated reports, etc.

Version 5.0.4 - May 20, 2008 - A quick BUG FIX release. With the right, but luckily rarely used sequence of steps, it was possible to put TinyBooks into a mode where mouse clicks would be ignored in the main window. That is now fixed. (This is a bug that has haunted the author for a very long time, and it is a pleasure to squash the bug once and for all!)

Version 6.0.0 - August 28, 2008 - A MAJOR UPDATE - Added Auto-Comment and Auto-Check# features, Revamped the Reports and Transaction Search Window (allowing easy per-client reporting), Added Find and Find Again to monthly windows, Added Invoice/Estimate/Statement/Proposal Customization, Improved Multi-Country Tax support (with automatic tax calculations), and much more.

Version 6.0.1 - September 3, 2008 - A quick BUG FIX release - Fixed a bug in the Check# Popup Menu, and fixed a spelling error in the How To Update help text.

Version 6.0.2 - April 17, 2009 - A relatively minor update - Added 'PayPal' to the Automatic Check Popup Menu, fixed a bug where an exported Bottom Line Report would mistakenly duplicate the Total column, and added a 'Freeze AutoComments' menu item to the Utility Menu (allowing a user who is satisfied with the existing set of remembered comments to freeze the list just as it is.)

(top)
Download TinyBooks.sit (v6.0.2 for Macintosh)

Download TinyBooks.zip (v6.0.2 for Macintosh)

Buy Now (Individuals - US$ 49.)

Buy Now (Company-wide License - US$ 295.)


User Comments...

(top)
Download TinyBooks.sit (v6.0.2 for Macintosh)

Download TinyBooks.zip (v6.0.2 for Macintosh)

Buy Now (Individuals - US$ 49.)

Buy Now (Company-wide License - US$ 295.)


Space-Time PICT
Copyright ©2009 by Ken Winograd
Space-Time Associates
Updated: June 16, 2009
Ken911 @ Winograd.com
http://www.winograd.com