LedgerDesk™ Knowledge Base

LedgerDesk™ is a business management application for independent professionals. Available as both a web application and a Windows desktop app, it helps you manage clients, appointments, payments, expenses, and reports — all in one place, with your data stored securely on your own device.

LedgerDesk™ is built for solopreneurs: music teachers, personal trainers, tutors, coaches, therapists, consultants, and any independent service provider who bills clients by the hour or session.

No. After the first load (which downloads fonts), LedgerDesk™ works entirely offline. Your data is stored on your own device — no cloud account required.

Enter your license key on the activation screen that appears when you first open the app. Your key is included in your purchase confirmation email. You will need it again if you reinstall the application or move to a new device.

LedgerDesk™ stores data locally on each device. To sync data across devices, export a backup from one device using the Data Manager, then import it on the other device.

LedgerDesk™ requires Windows 10 or 11 (64-bit), 4 GB RAM minimum (8 GB recommended), and approximately 150 MB of disk space. No internet connection is required after installation. The app is fully self-contained — no browser, Java, .NET framework, or any other software is needed.

Not yet. LedgerDesk™ is currently Windows only (10 and 11, 64-bit). A Mac version is planned for 2027. If you're on a Mac, you can join the waitlist via the Beta page.

Data is stored in Windows localStorage, which is capped at approximately 5–10 MB depending on your Windows version and user profile. In practical terms this translates to roughly 2,000–5,000 clients, 20,000–50,000 appointments, 10,000–20,000 invoices, and 50,000 progress entries. For a solo service provider these limits are effectively unreachable — a tutor seeing 30 students over 10 years would use maybe 2–3% of available space. The app displays a storage warning if you ever approach the limit.

One license activates LedgerDesk™ on one device at a time. There is no real-time sync between devices. However, you can manually move your data by exporting a backup (.json) from the Data Manager on one machine and importing it on another. If you upgrade or replace your computer, your data travels with you via backup.

No. LedgerDesk™ generates print-ready invoices and saves them as PDF, but does not send email directly. You would save the invoice as a PDF and attach it to an email in your mail app of choice.

No. LedgerDesk™ is a record-keeping tool, not a payment processor. It records payments you've received — cash, check, Venmo, Zelle, bank transfer, and so on — but does not integrate with any payment gateway or initiate transactions.

No. Each installation supports one business identity. If you operate two separate businesses you would need two separate installations, each with its own license.

Not currently. Invoices are created manually each billing cycle. For monthly clients, the recommended approach is to create one invoice with multiple line items — one per session, or a single line with the session count as the quantity.

Click the + Add Client button in the top-right of the Clients section or Dashboard. Fill in the required name fields and any optional contact details, then click Add Client.

Archiving hides the client from your active roster without deleting any of their data. All their appointments, payments, and progress notes are preserved. You can unarchive them at any time to restore full access.

Go to the Appointments section and click + Schedule Appointment. Select the client, date, time, duration, and service type, then click Schedule. The appointment will appear in both the weekly calendar and the list view.

Yes. There is an optional Notes field on both the Schedule Appointment and Edit Appointment forms. Notes appear in the Appointment Schedule report.

In the weekly calendar view, click the × button on any appointment block. In the list view, click the Delete button on the corresponding row.

Click + New Invoice in the top bar or in the Invoices section. Select the client, adjust the issue and due dates, add line items (description, quantity, and rate), set the status to Draft or Sent, and click Save. The invoice number is assigned automatically in INV-XXXX format.

In the All Scheduled Appointments table, every row has an Invoice button. Clicking it opens a new invoice pre-filled with the client, appointment date, and the client's hourly rate. After saving, the appointment row shows a green Invoiced badge. Unbilled appointments show a gray Not Invoiced badge.

Invoices move through five statuses: Draft (being prepared, not yet sent), Sent (billed, balance outstanding), Partial (set automatically when a partial payment is recorded), Paid (set automatically when payments equal the total), and Overdue (past due date with an outstanding balance).

Click the Rcvd$ button on any invoice row with an outstanding balance, or go to Payments Received and click + Record Payment. Select the client and invoice, enter the amount (defaults to the full balance for partial payments), the date, and the payment method. The invoice status updates automatically.

Yes. Enter a smaller amount than the full balance when recording a payment. The invoice status changes to Partial and the remaining balance is tracked automatically. You can record as many payments against a single invoice as needed until it is fully paid.

Click the eye icon on any invoice row to open the print preview. The preview shows your business details, client billing info, all line items, tax (if applicable), and payment status. Click Print / Save as PDF to open the print window and save as a PDF.

Yes, if you have a tax rate set in Settings. When configured, tax is calculated automatically on new invoices and shown as a separate line item (subtotal × rate). The tax rate can be set or changed any time under Settings → Tax & Billing.

The Outstanding Invoices report lists all unpaid invoices with client contact info, sorted by due date. The Invoice Ledger report shows all invoices with totals, payments received, and remaining balances. Both are available in the Reports section.

LedgerDesk™ uses IRS Schedule C categories to make tax preparation easier. These include: Advertising, Car and truck expenses, Commissions and fees, Contract labor, Office expense, Supplies, Taxes and licenses, Travel and meals, Utilities, Internet expenses, and others.

Yes. When adding an expense, choose "Client-specific expense" and select the client from the dropdown. This is useful for tracking materials or costs associated with a particular client.

Net income (total Paid revenue minus total expenses) is displayed in the stat cards on both the Dashboard and the Expenses section. The Profit & Loss Summary report provides a full breakdown.

Go to the Progress section and click + Log Progress. Select the client, enter the date, a 1–5 rating, session notes, and a next focus goal. Click Save Progress.

The History Report is a printable, per-client document showing all logged progress entries including dates, ratings, notes, and next-focus goals. Open it from any client card in the Clients section by clicking the History Report button.

Yes. In the Progress section, each entry has Edit and Delete buttons. Deleting a progress entry is permanent and cannot be undone.

Go to the Reports section and click any report card. The report opens in a new browser tab where it can be printed or saved as a PDF.

After opening the report in a new tab, press Ctrl+P (Windows) or Cmd+P (Mac) to open the Print dialog. Set the Destination to "Save as PDF" and click Save.

Yes. Open the Data Manager from the sidebar and use the CSV Export buttons to download individual data tables (Clients, Invoices, Payments Received, Appointments, Progress, Expenses) as CSV files that open in Excel, Google Sheets, or Numbers.

LedgerDesk™ v1.5 includes eight reports: Client Roster, Schedule Report, Invoice Ledger (with Payments Received log), Progress Summary, Client Statements, Outstanding Invoices, Expense Report, and P&L Summary. Every report includes your business name, generation date, and page numbers in the footer.

The P&L Summary shows revenue (from payments received) vs. expenses by month, with net income totals. It gives you a clear picture of your business performance at a glance.

All data is stored locally on your device. NicheWare.net does not have access to your data. Regular backups using the Data Manager are strongly recommended to protect against data loss from device changes or reinstallation.

We recommend enabling Auto-Export in Settings (every 20 minutes is a good interval) and saving your backup file to a cloud-synced folder like Google Drive, Dropbox, or OneDrive. Also use Save & Log Out every session to keep your backup current.

Open the Data Manager from the sidebar and click SAVE YOUR DATA!. The first save opens a dialog to choose your save location; subsequent saves go to the same file silently. The last saved path is shown in the Data Manager — use the Change… button to save to a different location.

Open the Data Manager and click LOAD YOUR DATA!. Select your LedgerDesk™ backup file (.json). All current data will be replaced with the backup. Export your current data first if you want to preserve it. If loading a backup from v1.4 or earlier, LedgerDesk™ will automatically convert your old payment records to the new invoice format.

Yes. Export a backup from the Data Manager on your old device, install LedgerDesk™ on the new device, enter your license key, and restore the backup using the Data Manager.

This can happen after reinstalling the application, resetting your browser, or moving to a new device. Re-enter your license key — it was included in your purchase confirmation email. Contact contact us if you cannot locate your key.

Yes. In Settings → Labels & Terminology, you can rename sections to match your business — what you call your clients, appointments, rate, and service column. Presets are available for Music Teacher, Tutor, Personal Trainer, Coach, and Therapist. Click a preset to populate all labels at once, then click Save Settings.

Yes. Go to Settings and change the Currency Symbol field to any symbol you prefer (e.g., £, €, ¥).

Go to Settings → Tax & Billing, enter the tax rate as a percentage in the State Sales Tax Rate field (e.g., 8.5 for 8.5%), and click Save Settings. Tax will be calculated automatically on all new invoices and shown as a separate line item.

In Settings → Appearance, you can customize the accent color (choose from presets or enter a hex code), background style (Warm, White, Light Gray, or Dark), font size (12px–15px), and sidebar style (Dark, Accent, or Light).

LedgerDesk™ saves automatically after every action. If you see a storage warning, the application's local storage quota has been reached. Open the Data Manager, export a backup, then contact contact us for guidance.

Regular backups protect against data loss from system changes. If you have a backup file, restore it from the Data Manager using LOAD YOUR DATA!. Contact us if you need further assistance.

Make sure you are using a modern browser (Chrome, Edge, or Safari). In the Print dialog, try setting the scale to 100% and enabling "Background graphics" for best results. If the layout is cut off, try selecting "Fit to page."

Use the support form below or visit the contact page. Please include your license key, OS version, and a description of the issue. We aim to respond within one business day.