Whether you are moving a live set of books from QuickBooks, Xero, Zoho Books or Sage, or setting up accounting software in Rwanda for the first time, this is exactly what happens — step by step, in the order you will meet it.
Not sure which parts you need yet? Look at the modules first, or check what it costs.
An email address and a password is all it takes. Name the company, and the country fills in Rwanda and the franc for you — so your ledger, your invoices and your reports all speak RWF from the first entry instead of being converted after the fact.
One question: what kind of business is this? Retail, hospitality, transport, NGO, construction, healthcare, manufacturing, professional services or general. Your answer decides what shows in the sidebar — a guesthouse should never be looking at a fuel-tank menu.
Start from the Rwandan chart of accounts we ship, or upload your own as a CSV and keep the account numbers you already use — your accountant should not have to relearn the codes on a Monday. Then add your bank and mobile-money accounts, your TIN and VAT registration, and the month your financial year starts. Most Rwandan companies use 1 January.
If you already keep books somewhere — QuickBooks, Xero, Zoho Books, Sage, or a spreadsheet that has grown teeth — you do not do this part alone. Send a backup or read-only access and we move the chart of accounts, the balances and your trading history, then hand you a side-by-side report so you can check it against your old trial balance before you sign anything off.
Record your TIN, your VAT registration and the rates you actually use. On a sale you capture the EBM/EIS invoice number, and it carries through to the invoice, the customer statement and your VAT annexure. On a purchase you mark whether the bill is backed by an EBM invoice — that is what decides whether the input VAT is claimable and the cost deductible for CIT. We do not replace the EBM device; we make sure your books and the device tell the same story at month-end.
Invoice a customer. Record a supplier bill and pay it. Reconcile the bank from a statement or a mobile-money export. Run the P&L. Every one of those posts twice, to the right accounts, and shows on the dashboard the moment you save it. Your accountant signs in with their own role to review the month.
The reason most people never leave their old accounting software is the fear of losing history. So we move it with you. If you have an open set of books in QuickBooks, Xero, Zoho Books or Sage — or a spreadsheet you have kept honestly for years — our team transfers the chart of accounts, the balances and your trading history, along with your customers and suppliers.
Bring your file whenever you are ready — most businesses time the cutover to a month-end so nothing is split down the middle.
Most accounting software keeps the awkward parts in the terms page. Ours are here:
Every rate below is wired into SOFT BOOK and kept current with the gazette. Your VAT return, your RRA annexures, your RSSB filing — they fall out of your books instead of a late-night spreadsheet. The global names don't ship a single one of these.
If yours isn't here, ask us — we answer within a business day.
Opening the account and issuing a first invoice takes well under an hour. A full cutover — chart of accounts, opening balances and history from your old system — depends on how clean the old books are, and is usually a few working days end to end.
Yes. Upload your chart of accounts as a CSV and your existing account numbers are kept exactly as they are. Opening balances are posted as a single dated journal, so every figure stays traceable to the cutover date rather than being typed in as mystery numbers.
We help. Send a backup or read-only access to your current system and our team does the transfer, then gives you a side-by-side report against your old trial balance so you are the one who signs off that it balances.
The EBM/EIS invoice number is captured on the sale and carries through to the invoice, the customer statement and your VAT annexure; purchases are flagged as EBM-backed or not, which is what determines claimable input VAT and deductible cost. The product does not replace your EBM device — it keeps your books and the device consistent at month-end.
No. Pick your own cutover date — a month-end is easiest — and run both in parallel for as long as it takes you to trust the new numbers.
No. Start the trial with an email address and a password. You choose a plan when the trial ends, not before.
Yes — invite them with their own login and an accountant role, so they can review journals and reports without anyone sharing a password.
Your books are yours. Data is isolated per organisation, access is controlled by role, and you can export your ledgers, invoices and reports whenever you want — including on the day you decide to leave. See the privacy policy for the detail.
No card. No contract. A real ledger from the first entry.