A complete accounting engine, connected to every part of your business.
Double-entry accounting that knows what is happening in every other module.
Every financial event across your operations — sales, purchases, payroll, service jobs — posts to the same ledger automatically. Real-time visibility, audit-ready records, and full Malaysian statutory compliance built in from day one.
Built for businesses that need more than basic bookkeeping.
The Finance module is a full-set double-entry accounting system. It manages your general ledger, accounts receivable and payable, bank accounts, cash flow, staff expenses, and period-end controls — all in one place. Every other Cloudby module posts into Finance automatically, so your books reflect your actual operations at all times without anyone manually transferring data between systems.
For Malaysian businesses, the module includes native e-Invoicing integration with LHDN MyInvois, multi-currency support, and a fiscal calendar that accommodates non-standard financial year configurations.
Eight functional areas covering the full scope of business accounting.
General Ledger and Period Control
The structural foundation of the Finance module. The chart of accounts uses a template-based setup covering common Malaysian business structures. Financial periods can be opened, closed and locked. A dedicated audit journal entry mechanism handles year-end adjustments against closed periods without re-opening them, producing adjusted and unadjusted fiscal reports side by side.
Key capabilities
- Chart of accounts builder with Malaysian business templates
- Fiscal calendar with non-standard year-end support
- Period locking with authorised override
- Audit journal entries for closed periods
- Posting reviewer for supervisory oversight
E-Invoicing and LHDN Compliance
Native integration with the LHDN MyInvois portal. Every invoice submits for government validation at the moment of confirmation. For purchase documents, the system triggers a self-billed e-invoice where required. A batch consolidation utility handles month-end aggregation for high-volume operations. The system listens for portal status updates in both directions, keeping internal records and the government portal aligned continuously.
E-invoicing requires independent registration with LHDN MyInvois. Cloudby connects to an active registration.
Key capabilities
- Real-time MyInvois submission on invoice confirmation
- Self-billed purchase e-invoices
- Batch consolidation for month-end high-volume operations
- Bi-directional portal sync
- Reimbursement formalisation with e-invoice association
Accounts Receivable and Payable
Manages the full lifecycle of customer and vendor balances. A centralised settlement hub handles simple single-invoice payments and complex multi-source settlements in the same workflow. A single settlement can combine bank payments, credit notes and advance deposits applied against any outstanding balance. Advance deposits for both customers and vendors sit in isolated sub-ledgers, preventing them from commingling with active trade balances.
Key capabilities
- Centralised settlement hub
- Multi-source knock-off combining payment, credit note and deposits
- Advance deposit management in isolated sub-ledgers
- Bill and cash expense recording
- AR and AP aging with draft document visibility toggle
Bank and Cash Management
Unlimited bank and cash accounts. Fund transfers between accounts post double-entry automatically. Bank reconciliation uses a persistent carry-forward model — unmatched items remain open across periods until resolved, rather than resetting each month. This gives the reconciliation a continuous narrative that auditors can follow from any point in time.
Key capabilities
- Unlimited bank and cash accounts
- Automated fund transfer double-entry posting
- Persistent bank reconciliation with carry-forward outstanding items
- Full reconciliation history per account
Financial Reporting and Intelligence
Reporting runs from live transactional data at all times. The interactive financial tree displays the trial balance, profit and loss, and balance sheet in an expandable structure where any figure drills down to the originating transaction. A multi-year comparative engine maps up to five fiscal years side by side. The general ledger explorer provides multi-dimensional investigation across sub-ledger identifiers including personnel, projects and cost centres.
Key capabilities
- Live-to-date P&L, balance sheet and cash flow
- Interactive financial tree with drill-down to source documents
- Five-year comparative reporting
- Multi-dimensional GL explorer
- Matrix report builder
Multi-Currency
Every document carries its own exchange rate. Monetary accounts use weighted average rates, invoices hold their origin rate, and fixed assets lock to their historical rate. Unrealised exchange differences post automatically. At period end the system revalues open currency positions and posts the adjustment, with interim entries reversing automatically at period close in line with standard accounting practice.
The current release supports base and transaction currency. Reporting currency as a third layer is on the development roadmap.
Key capabilities
- Document-level spot rates
- Weighted average for monetary accounts
- Origin rate for invoices and credit notes
- Automatic unrealised exchange difference posting
- Period-end revaluation with auto-reversal
- Custom currencies with up to 12 decimal precision
Staff and Director Expenses
Reimbursement claims pass through a four-stage workflow: staff submission, managerial acceptance, finance verification, and GL posting. Settlement can be processed as a standalone payment or consolidated into a payroll batch. For director claims, the workflow accommodates immediate payment processing without waiting for the payroll cycle.
Key capabilities
- Four-stage approval workflow
- Standalone payment or payroll-integrated settlement
- Director claim immediate payment pathway
- E-invoice association for formalised reimbursements
Error Management
Corrections follow a controlled sequence. A downstream document must be voided before its upstream source can be cancelled, preventing broken document chains and orphaned ledger entries. Where a posting has been made to the wrong ledger account, a targeted reassignment tool corrects the classification without voiding the entire transaction. A centralised posting reviewer gives senior finance staff a supervisory queue of all newly posted documents across modules.
Key capabilities
- Sequential reversal enforcement
- Ledger account reassignment without full reversal
- Centralised cross-module posting reviewer
Complete confidence before you confirm anything.
Three system-wide behaviours matter most in a finance context. Together they give your team the ability to prepare, review and verify every document before it becomes a permanent record.
Draft Without Commitment
Documents can exist in draft state for as long as needed. In draft, a document has no serial number and makes no permanent ledger entry. Finance teams can prepare documents ahead of time, share them for review, and confirm them when ready.
Draft documents can be toggled visible in the GL Explorer and interactive reporting, giving finance teams the ability to see provisional positions without those figures becoming official records.
Gapless Serial Numbers
Serial numbers are assigned only when a document is confirmed. Draft records do not consume sequence numbers. Every confirmed document number corresponds to a real, finalised transaction with no gaps in the sequence.
Serial number formats are fully configurable and a document’s sequence is determined by its document date, not its entry date. This matters for audit compliance, tax filing and any regulatory environment where gapless sequences are required.
The Double-Entry Viewer
Every finance-related document carries a transaction viewer accessible from the document interface. It shows the complete double-entry posting in real time — debit accounts, credit accounts, amounts and currency conversions — even while the document is still in draft.
Before confirming anything, the preparer can verify exactly which ledger accounts will be affected and by how much.
Every module in your business posts here automatically.
Confirmed invoices post to accounts receivable immediately. Credit notes, advance deposits and payment receipts all update the AR ledger without manual entry.
Supplier bills post to accounts payable on confirmation. Purchase debit notes and payment vouchers update the AP ledger. Three-way matching between purchase orders, receipts and bills is enforced before posting.
Stock movements generate cost of goods sold entries based on your configured costing method. Inventory valuation adjustments post directly to the balance sheet.
When a service job closes, the invoice posts to accounts receivable immediately. Parts consumed on site are costed and posted through the inventory connection.
Payroll runs post salary expenses, statutory contributions and net pay liabilities to the general ledger in a single batch entry.
Asset acquisitions, depreciation schedules and disposals all post to the balance sheet and P&L automatically.
From the business owner to the external accountant.
Know where your money is, at any point in time.
Not at month end. Not after your accountant finishes the books. The live financial tree and real-time reporting give you a current, accurate view of your P&L and cash position whenever you need it. Because every other module posts here automatically, the numbers you see reflect what is actually happening in your business.
A system that behaves the way a proper accounting system should.
Period locking, sequential reversals, gapless document sequencing, audit journal entries for closed periods — these are the foundation of clean books. The double-entry viewer on every document means your team can verify every posting before it becomes permanent.
Access your client’s books directly, scoped to what you need.
Access the system with your own login, without requiring a separate account in their HR or payroll system. The GL explorer, financial tree and Excel export give you the data in the format you need. For clients with e-invoicing obligations, their MyInvois records and internal books stay aligned — you are not reconciling two diverging systems at year end.
Ready to see the Finance module in action?
The Cloudby demo includes a pre-configured finance environment with real transactions, a live general ledger, and reporting you can explore at your own pace.