---
status: open
priority: P2
owner: Michael
created: 2026-03-18
---

# Task: Self-Hosted Accounting Software

**Status:** PLANNING  
**Priority:** Tier 2 — Major Infrastructure  
**Created:** March 18, 2026  
**Created By:** Chronicler #32  
**Target Server:** Billing VPS (38.68.14.188)

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## Background

Firefrost Gaming is now a three-partner operation (Michael, Meg, Holly).
Financial tracking needs a proper solution that all three partners can
access, covering server hosting costs, domain renewals, and community
finances.

Cloud options (Wave, Zoho, ZipBooks) were evaluated and rejected due to
multi-user paywalls. Self-hosted PHP-based solutions are preferred to
leverage existing infrastructure.

---

## Infrastructure Decision

**Deploy on: Billing VPS (38.68.14.188)**

Reasoning:
- Follows "Money on Billing" infrastructure philosophy
- Already runs Paymenter (billing) and Mailcow (communications)
- PHP/MySQL stack already present
- Financial data belongs on the financial server
- Does NOT belong on game server nodes (TX1/NC1)
- Does NOT belong on Command Center (backend/automation)

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## Software Options

### Option A: Akaunting ✅ RECOMMENDED
- **Stack:** PHP (Laravel), MySQL/MariaDB
- **Multi-user:** Yes, built-in — all three partners get accounts
- **Best for:** Full business accounting, P&L, expense tracking
- **Cost:** Core free, some advanced modules paid
- **Verdict:** Best fit for a real business with three partners

### Option B: Invoice Ninja
- **Stack:** PHP (Laravel)
- **Best for:** Client invoicing and cash flow tracking
- **Limitation:** Backend accounting reports not as deep as Akaunting
- **Verdict:** Good if primary need is invoicing sponsors/clients

### Option C: Firefly III
- **Stack:** PHP
- **Best for:** Strict internal budget tracking (VPS costs, hosting)
- **Limitation:** No client-facing invoice generation
- **Verdict:** Better as a personal finance tool than business accounting

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## Recommendation

**Akaunting** — gives all three partners real access, handles actual
business accounting, and is built on the same Laravel/MySQL stack as
Paymenter. Most future-proof for a growing operation.

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## Next Steps

1. Verify Billing VPS has capacity (currently running Mailcow + Paymenter)
2. Provision MySQL database for Akaunting
3. Deploy Akaunting via Docker or direct PHP install
4. Create accounts for Michael, Meg, and Holly
5. Import existing hosting costs as historical data

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**Fire + Frost + Foundation = Where Love Builds Legacy** 💙🔥❄️
