One set of books for cash and crypto sales
Once a shop takes crypto, the books often split in two: a notebook for cash and a wallet history for crypto. Here is how to keep a single, honest record of the day, whichever way customers pay.
Start from the sale, not the payment
The core record is the sale: what you sold, to whom and for how much. Payment is a second step. If every sale starts as an invoice, it doesn’t matter whether it’s settled in cash, in USDT or in a mix of both. The invoice is the line in your books.
Use one currency for everything
Keep your books in your local currency. For crypto sales, record the value at the rate locked for that invoice, not at today’s price. That way a week’s figures don’t change every time the market moves, and your totals mean something.
Keep payment methods apart
Your books should be able to answer two questions at the end of the day: how much did we sell, and how much came in as cash and how much as crypto? Tag every payment with its method. Then the cash total can be checked against the drawer and the crypto total against your wallet.
Track what is still owed
Crypto payments sometimes come in short, or an invoice expires after part of the amount has arrived. Those are receivables, money a customer still owes you. Keep them on a list, valued at the invoice’s own rate, and follow up with a friendly reminder.
Close the day
A short routine at closing time saves hours at the end of the month:
- Print or save a summary of the day’s sales
- Count the cash drawer and compare it with the cash total
- Check open and partly paid invoices
- Note anything unusual while you still remember it
Hand your accountant a CSV
Accountants rarely want screenshots. Export sales as CSV, which opens in Excel or any spreadsheet program, and, if your tool has one, a journal export they can turn into vouchers. Keep PDF invoices and receipts for individual sales.
Mistakes to avoid
- Recording crypto sales at a later or average rate
- Mixing personal and shop crypto in one wallet without notes
- Editing an invoice after payment instead of recording what happened
- Leaving cash sales outside the system because they are “just cash”
How Waletifi helps
In Waletifi, any open, underpaid or expired invoice can be marked as paid in cash, with an undo within 10 minutes. The Books screen shows sales, cash, crypto and receivables for today, the week or the month. “Close day” gives you a PDF of the day’s summary, though it doesn’t count your drawer for you, and the sales ledger exports to CSV. The web panel adds custom date ranges, a journal CSV and a reminder you can copy for partly paid invoices. Business features depend on your country.
