When you first sign in to CalCal with a new account, you will be guided through business setup before the main dashboard appears. This onboarding step makes sure CalCal knows what kind of business you run, when your accounting year starts, and whether you need opening balances or assets from a previous system.
Why onboarding matters
CalCal uses your business type to pre-fill sensible income and expense categories, set tax and VAT options correctly, and tailor reports. Getting this right once saves time later — your daily entries, invoices, and tax returns all build on these foundations.
Onboarding appears automatically when you log in for the first time after PIN setup. Until you complete it, you will not see the normal dashboard and calendar.
Step 1 — Choose your business type
Search or pick the option that best describes what you do — sole trader, limited company, landlord, taxi driver, builder, etc. CalCal shows common types first.
Your choice sets default expense and income categories (e.g. materials, motor expenses, trade-specific types).
Important: You generally choose your business type once. It cannot be changed casually later. Wrong type (property vs self-employment)? Contact support early before entering lots of data.
Step 2 — Accounting period
CalCal asks about your accounting year end and when to start recording:
- Period end date — often 5 April for sole traders aligned to the tax year, or your company year end
- CalCal start date — first day you want entries in the app (defaults often to 6 April of the current UK tax year)
- Opening balances? — if switching mid-year with existing bank balances or money owed
Step 3 — Opening balances (optional)
If you chose to enter opening balances, CalCal walks you through per bank/cash account and per income/expense category where relevant:
- Bank account opening balances as at your start date
- Category opening figures if you had accrued income or costs
- Skip entirely if starting from zero on your start date
Opening balances keep reports and dashboard totals accurate from day one.
Step 4 — Assets (optional)
If you already own vehicles, equipment, or other capital items, add them during onboarding or skip and add later from Daily Entries → Assets. Assets feed capital allowances and depreciation on reports.
Step 5 — About you and tax details
Final step collects details for tax returns and invoices:
- Business / trading name and contact details
- National Insurance number and UTR where applicable
- VAT registration if already registered
If CalCal reports an NI number is already in use, you may have a duplicate account — contact support.
After onboarding
When you finish the wizard, CalCal loads your Dashboard. Refine details anytime under menu → Settings — see Settings, budgets and export.
Tips
- Pick the right business type — it affects categories and tax forms for the life of the account.
- VAT registered? Confirm VAT in Settings after onboarding so the VAT menu appears (on a paid VAT plan).
- Multiple businesses? Add or switch from the menu — each runs its own onboarding.
- Closed the app mid-setup? Sign back in — onboarding resumes until complete.
Common questions
I’m tax-return-only — do I see this?
Tax-only plans skip much of the bookkeeping setup and go straight to Tax Years.
Can I change business type later?
Not through Settings — contact support if you chose wrong before substantial data entry.
When to contact support
Contact support if onboarding cannot complete, wrong business type was saved, or NI validation blocks you incorrectly.
Related: Log in and sign up · Daily Entries · Settings
Quick reference
| If you say… | Try this |
|---|---|
| Stuck before dashboard | Finish onboarding wizard |
| Wrong business type | Contact support early |
| Mid-year switch | Enter opening balances |
| VAT registered | Onboarding then Settings → VAT |
| Resume setup | Log in again |