Your client sells experiences through Understory. Understory Accounting turns each sale, refund, fee, and gift card movement into an accounting entry and syncs it to e-conomic, Tripletex, or Fortnox.
This page describes what gets posted, how it lands in your system, and what you control.
Walkthrough video:
The bookkeeping it replaces
An experience business is paid before it delivers. In the books, that means:
Prepayments held as a liability until the experience takes place, then released to revenue in that period.
Gift cards as a separate liability with their own VAT and expiry treatment.
Refunds reversing the liability net of VAT, while fees already paid remain as costs.
Payment provider fees and the Understory fee deducted before the money reaches the settlement account.
The manual method is several reports and seven journal entries per month. It's documented in Accountant's guide to bookkeeping with Understory. Understory Accounting posts the same entries automatically.
What gets posted
Booking paid. Gross amount to the payment provider's settlement account. Net amount to a prepayment liability, VAT to the VAT account, transaction fees and the Understory fee to cost accounts.
Experience delivered. The prepayment moves from the liability to revenue, dated to the experience.
Booking refunded. The refunded portion is reversed from the liability and the VAT account. Fees on the original transaction are not returned and stay as costs.
Gift card sold, redeemed, or expired. Sales go to a gift card liability account, separate from bookings. Redemption moves the value to the booking it pays for. Expiry releases the remaining balance. You set the accounts and VAT codes, since treatment varies by country and by what the card can be spent on.
Every entry is dated, labeled, and linked to the booking behind it.
How entries land in your system
e-conomic: vouchers arrive in the journal you choose. You review and book them.
Tripletex: vouchers post to the ledger with the guest's receipt attached. With the Advanced Voucher permission on the API token, they arrive as drafts instead.
Fortnox: vouchers are booked on creation.
What you control
Mapping. You choose the accounts for settlement, prepayment liability, gift card liability, revenue, and fees, plus the VAT code per rate. Nothing syncs until the mapping is saved.
Entry status. The Activity tab lists every entry as Synced, Pending, or Failed, with the reason for failures and a retry.
Reconciliation. The Reconciliation tab shows opening balance, movements, and closing balance per period for revenue, prepayments, gift cards, and VAT. See Reconciliation: see the full picture.
Limits
It prepares and syncs entries. It doesn't verify figures or file VAT returns.
It covers money that moves through Understory. Bookings paid through resellers or OTAs such as GetYourGuide or Viator are not included.
Some entries fail and need attention. The Activity tab shows which.
Getting started
Understory Accounting is a paid add-on for hosts on Understory Pay. Your client enables it from the Accounting page under Finance, connects the accounting system, and completes the mapping. You can be given the Accounting permission to do the mapping and follow entries directly.
For accounting systems other than the three above, your client can submit a request from the Accounting page.
Questions about how a specific entry is treated? Write to us in the chat window at the bottom right đ¤