Monthly costs: locations, coaches & travel

How to configure automatic monthly journal entries for rent, location operating costs, coach salaries, and travel cost advances — and how to review bank entries manually.

1. 1

   Overview: what gets posted automatically each month

   On the 1st of every month Compteam automatically posts three cost categories as journal entries:

   Cost type	Debit account	Credit account
   Rent per training location	6300 Rent Expense	2200 Rent Payable
   Related costs per location (electricity, internet, heating …)	6310 Location Related Costs	2210 Related Costs Payable
   Coach salary (net + withholdings)	6200 Coach Salary Cost	2100 Salary Payable / 2110 Withholdings Payable

   When transfers to landlords, suppliers, or coaches appear on your bank statement, review the related entries manually under Accounting → Bank reconciliation.

   Prerequisite: you need at least the Blue Belt plan for payroll and bank reconciliation to be available.

2. 2

   Step 1 – Set monthly costs for a training location

   1. Open the Training Schedule page.
   2. Click Manage locations in the top-right corner.
   3. Click the pencil icon next to the location.
   4. Enter:
      • Monthly rent – the base rent you pay to your landlord each month.
      • Related costs – ongoing operating costs (electricity, internet, heating, cleaning …).
   5. Click Save.

   The amounts will be posted from the next month-end run (1st of the following month). No retroactive posting is made for the current month.

   Tip: If a location has no costs (e.g. private training with no room rental), leave both fields at 0. Locations with 0 on both fields produce no journal entry.

3. 3

   Step 2 – Set a coach's monthly salary

   The monthly salary is stored directly on the coach's athlete profile — not as a separate action.

   1. Open Athletes and find the coach.
   2. Open their profile and scroll to the Monthly salary section.
   3. Enter:
      • Net salary – the take-home amount paid to the coach.
      • Withholdings – social security, taxes, or other deductions you remit to authorities.
   4. Save.

   The amount takes effect from the next month-end run. The system then automatically creates a payroll record and marks it as run — no manual trigger needed.

   Double-entry detail: Both net salary and withholdings are debited to 6200. Net salary is credited to 2100 (Salary Payable) and withholdings to 2110 (Withholdings Payable). The memo records type, person, and period for later review.

4. 4

   Step 3 – Travel cost advances for competition groups

   When your gym advances travel costs for a competition travel group (transport, accommodation, entry fees), Compteam posts these costs when you close the group: DR 6100 Travel Expense / CR 1000 Cash/Bank.

   How:

   1. Open Travel Groups and create or open a group.
   2. Enter the estimated costs the branch is advancing.
   3. Click Close costs once the spending is finalised.
   4. Compteam posts the entry automatically.

   Cost splitting among participants is handled separately via the Cost split feature inside the travel group.

   Note: Unlike rent and salaries, travel cost entries are triggered manually when you close the group — not by the monthly cron job.

5. 5

   Step 4 – Review entries in the accounting ledger

   After the first month-end run, find all automatic cost entries under Accounting → Journal.

   Filter by:

   • Account 6200 – all salary expenses
   • Account 6300 – rent by location
   • Account 6310 – related costs by location
   • Account 6100 – travel cost advances

   Every journal line contains a memo in the form Net salary | Jane Doe | 2026-06, which helps you compare entries with the bank statement.

6. 6

   Step 5 – Bank reconciliation: clear the outgoing payments

   Once the actual payments (rent, salary, travel) appear on your bank statement, open Accounting → Bank reconciliation.

   Compare Cash / Bank journal lines with the statement and tick Reconciled? for matching entries. This flag does not record an outgoing payment or settle a payable; those require a separate journal entry.

7. 7

   Checklist: what to set up

   For the monthly automation to run completely, verify:

   • Training locations: monthly rent and related costs entered (Manage locations → pencil)
   • Coaches: net salary and withholdings set in the athlete profile
   • Travel groups: click "Close costs" when finalising a group
   • Plan: Blue Belt or higher active (required for payroll & bank reconciliation)

   The cron job runs automatically on the 1st of each month and posts the previous month. There's no separate notification — check the journal to confirm entries were created.