Depreciation and finance

Post depreciation to Xero, QuickBooks and NetSuite

In short

Cohiva Control posts monthly fixed-asset depreciation as journals to Xero, QuickBooks, NetSuite or Crunch directly from the system that maintains the asset. The monthly run is idempotent, so re-running it does not double-post, and posting state is tracked separately from the immutable ledger so a failed post can be retried without corrupting the record.

Post depreciation to Xero, QuickBooks and NetSuite

Computing depreciation is only half the job. The other half is getting it onto the books accurately, every month, without double-posting and without breaking when something goes wrong. Cohiva Control posts monthly depreciation as journals to Xero, QuickBooks, NetSuite or Cohiva Crunch directly from the system that maintains the asset, with the safeguards a finance team needs to trust the figures.

What gets posted

Each month Cohiva Control computes depreciation for your assets across whichever methods they use, straight-line, diminishing value, double declining balance, units of production, sum of years digits or AASB 16 leases, and records the charge on an append-only depreciation ledger. From there it can post a journal to your accounting system. The amount that posts is the amount the engine computed, with no re-keying and no separate spreadsheet to reconcile.

Posting safely: idempotent runs

The most common risk with automated journals is posting the same month twice. Cohiva Control’s monthly run is idempotent: running it again for a month that has already posted does not create a second journal. That means a retry after an interruption, or a scheduled run that overlaps a manual one, will not double-charge your accounts. You can re-run with confidence.

Keeping the ledger clean: separate posting state

The depreciation ledger itself is append-only; it cannot be edited or deleted. To keep that guarantee while still tracking whether a journal has posted, succeeded or failed, posting state lives in a separate place from the ledger row. The ledger records what depreciation occurred; the posting state records what happened when that depreciation was sent to your accounting system. Because the two are separated, a failed post can be retried without ever touching the immutable ledger record.

Accuracy to the cent

Money in Cohiva Control is held as a fixed-precision decimal rounded half up, never as a floating point number and never via a naive rounding shortcut. The journal that posts to Xero, QuickBooks, NetSuite or Crunch carries the same figure the engine computed, so the maintenance system and your accounting system agree to the cent.

Why post from the maintenance system

Because the asset being depreciated is the same asset your team maintains, the journal comes from a single source of truth. A disposal, a transfer or a change in useful life happens once, on one record, and flows through to the posted journal. There is no second register to update and no export to reconcile, which is the recurring work that a separate maintenance tool and fixed-asset register create between them.

Part of the Cohiva platform

Cohiva Control is part of the Cohiva platform. Leisure operators often run it with Cohiva Complex, and finance teams connect it to Cohiva Crunch for the general ledger and consolidation. Explore the platform at www.cohiva.app.

This page provides general information about how Cohiva Control calculates depreciation. It is not accounting, tax or financial advice. Confirm treatment with your accountant or adviser.

Frequently asked questions

Which accounting systems can Cohiva Control post to?
Xero, QuickBooks, NetSuite and Cohiva Crunch. Depreciation computed in Cohiva Control posts to your ledger as a monthly journal.
What stops a journal being posted twice?
The monthly run is idempotent. Re-running the same month does not create a second journal, because the system recognises what has already been posted.
What happens if a post fails?
Posting state is tracked separately from the append-only depreciation ledger, so a failed post can be retried without altering the ledger row. The ledger stays immutable while the posting is corrected.
Does this replace my accounting system?
No. Cohiva Control computes depreciation and posts the journal into your accounting system. Your ledger remains the system of record for the financials.
Is the amount accurate to the cent?
Yes. Money is held as a fixed-precision decimal rounded half up, never as a floating point number, so the posted journal matches the computed depreciation exactly.