Use these five steps to help you get started with Calxa


That first step of getting Calxa up and running often feels like the biggest. The hurdle is multiplied by the lack of time in our busy schedules. Looking back you will think why did I not kick-start this earlier.

So the team here wanted to help out and make this process easier. This checklist will not only guide you step-by-step through this process but also provide the resources to overcome the technical aspect at the same time.

So let’s get started.


1. Create your first Calxa Database

This is where Calxa will be storing your budgets.

Help Note:

Create your first Calxa Database

2. Connect to your Accounting Data

Linking to your accounting data will establish the pathway for Calxa to extract your accounting structure. It will bring in the chart of accounts, jobs, classes or tracking categories and finally the monthly actuals.

Help Notes

Connecting and Updating: MYOB AccountRight Live

Connecting and Updating: MYOB Classic

Connecting and Updating: Xero

Connecting & Updating: QuickBooks/Reckon Accounts

Training Videos

Connect to MYOB

Connect to Xero

Connect to QuickBooks

3. Enter Your Budgets

There are different ways to set up your budgets. You can importing from Excel or your accounting system or set them up from scratch using Calxa’s shortcuts and wizards to automate the repetitive tasks and easily tweak the numbers.

Getting the right numbers is a challenge in itself. Here are some ideas on what questions to ask when preparing a budget.

Help Notes

Entering or Importing your Budgets

Use the Budget Factory to Save Time and Create Multiple Budgets

Edit Budgets using Budget Shortcuts and the Budget Grid

Training Videos

Budget Factory

Enter Your Budgets

Edit Your Budget

4. Cashflow Settings

These settings dictate how your cash will be reported. It’s an important part of the set up. You can change these for scenario planning or if you change your behaviour around debt collection or creditor payments.

Help Notes

Preparing a Cashflow Forecast

Cashflow Settings

Setup Default Accounts for Cashflow and KPI Reporting

Training Videos

Set Tax Timing

Cashflow Settings

5. Running Reports

Now the most exciting part of the process. You are ready to run reports. We suggest to start off with:

    • Profit & Loss Statement
    • Balance Sheet Report
    • ‘Where Did Our Money Go?’ Report and Chart
    • Budgets vs Actuals (Budget Summary)
    • Financial Year Profit Forecast (Spreadsheet Profit & Loss)
    • Financial Assumptions (Notes)
    • 12-months Cashflow Forecast and Chart

To save time, add these reports to a Report Bundle. Here is an example. When you come back to Calxa the following month all you have to do is select the Bundle and Print. Done.

Help Notes

Running Reports

Customising Reports

Cashflow Charts and Reports

Using Report Bundles to Generate Batches of Reports

Training Videos

Analyse Reports

Customise Reports

Cashflow Charts and Reports

Bundle Your Board Reports