Help Hub & User Manual

Pick the type that matches where the money came from and where it went.

1. Go to Transactions and click New transaction.
2. Choose Expense when business money went out on a cost, such as rent, supplies or software.
3. Choose Income when money came in from a sale or other earnings.
4. Choose Transfer when money moved between two accounts the business owns or owes: bank to bank, paying a credit card, a loan, or buying inventory or equipment.
5. Choose Advanced journal for an entry with more than two lines.
6. Before saving, open Exact journal preview to see which accounts go up and down.

• Inventory and equipment are things the business owns, not expenses, so they use Transfer.

Open Transactions

Record business money spent on a cost.

1. Go to Transactions and click New transaction.
2. Choose Expense.
3. Fill in Date and Description.
4. Optionally add the receipt under Receipt Attachment.
5. Enter the Amount.
6. In Paid from, choose the bank account or card that paid.
7. In Expense category, choose what it was for.
8. Click Save transaction.

• Bought inventory or equipment? Use Transfer instead, because those are assets.

Open Transactions

Record money that came in from a sale or other earnings.

1. Go to Transactions and click New transaction.
2. Choose Income.
3. Fill in Date, Description and Amount.
4. In Deposit into, choose the account the money landed in.
5. In Income category, choose the kind of income.
6. Click Save transaction.

• Money you put in yourself is not income. See the topic on putting your own money in.

Open Transactions

Record money moving from one business account to another.

1. Go to Transactions and click New transaction.
2. Choose Transfer.
3. Fill in Date, Description and Amount.
4. In Paid from, choose the account the money left.
5. In Transfer to, choose the account it arrived in.
6. Click Save transaction.

• Record a transfer once. If both bank feeds show it, dismiss the second line.

Open Transactions

A card payment is a transfer from the bank to the card, not an expense.

1. Go to Transactions and click New transaction.
2. Choose Transfer.
3. Fill in Date and Description, and enter the Amount you paid.
4. In Paid from, choose the bank account that paid.
5. In Transfer to, choose the credit card account.
6. Click Save transaction.

• The card statement also shows a "payment received" line. Do not post it again, or the payment counts twice.

Open Transactions

Use Advanced journal when one event touches three or more accounts.

1. Go to Transactions and click New transaction.
2. Choose Advanced journal.
3. Fill in Date and Description.
4. Under Journal lines, pick an account for each line, choose debit or credit, and enter the amount. Click + Add Split Line for more lines.
5. The lines must balance before you can save. Then click Save transaction.

• For common multi-line events, a template may already exist. See the topic on templates.

Open Transactions

A loan is money the business owes. It needs its own liability account.

1. Go to Settings and scroll to Chart of Accounts.
2. Enter a Code that is not in use in the 2000s, for example 2500.
3. Enter a Name, for example "Loan Payable – Mom", and set Type to Liability.
4. Click Add Account.
5. When the loan money arrives: go to Transactions, click New transaction and choose Transfer. Paid from is the loan account and Transfer to is the bank account it landed in.
6. Each repayment: Transfer with Paid from as your bank account and Transfer to as the loan account.

• Any interest you pay is an expense. Record it separately with Expense.
• If the lender says you never have to pay it back, it is money put into the business, not a loan. Ask your CPA how to document a family loan.

Open Settings

The business gets the goods and now owes the person who paid.

1. First create a loan account for the person, as in the loan topic.
2. Go to Transactions and click New transaction.
3. For inventory or equipment, choose Transfer: Paid from is the loan account, Transfer to is the inventory or equipment account.
4. For an ordinary cost, choose Expense: Paid from is the loan account and Expense category is what it was for.
5. Set the Date to the day of the purchase, fill in Description and Amount, then click Save transaction.

• Do not pick your bank or your own credit card in Paid from. No business money left those accounts.
• If the purchase falls in a closed month, reopen that month first.

Open Transactions

Owner money is equity, never income. Which route you use depends on how the money moved.

1. Paid a business cost with your own card or cash: go to Templates and choose Owner Out-of-Pocket Contribution under Select Template.
2. Enter the Purchase Amount ($) and choose the Expense Category it was for. The template records the cost as a business expense paid with money you put in.
3. Fill in Posting Date and Ledger Description, then click Post Balanced Transaction to Ledger.
4. Deposited your own money into the business bank account: do not use the template. When you review that deposit on Imports, choose your Member Contributions account (code 3010) as its category, then click Post.
5. Took money out for yourself: when you review that withdrawal on Imports, choose your Member Distributions account (code 3020) as its category, then click Post.

• Record the same money one way only: the template for a cost you paid personally, the bank line for money you deposited. Doing both counts it twice.
• Never categorize owner money as sales. It would overstate income and tax.

Open Templates

Link an account so its transactions come in for review.

1. Go to Imports.
2. Under Bank connections, click Connect bank account. If one is already linked, click + Add another bank.
3. Choose how far back to import: the start of this year, the start of this month, the last 90 days, everything your bank shares, or a specific date. Click Continue to your bank.
4. Sign in to your bank in the window that opens and choose the accounts to share.
5. Click Fetch bank activity to pull in transactions for review.

• Nothing is added to your books until you review and post each line.
• To change how far back a bank imports, click Change start next to it. A later date removes unreviewed lines before it from your review queue; an earlier date brings older lines in on your next fetch. Posted transactions never change.

Open Imports

Bring in new bank lines, check each one, then post it.

1. Go to Imports. Under Bank connections, click Fetch bank activity. If a banner says transactions are waiting, you can click Review now instead.
2. The lines appear under Review Extracted Transactions, split into Needs Review and Ready to Post.
3. For each line, choose Account in your books: the bank or card account this line belongs to.
4. Choose the category, the other side of the entry, or click Get AI suggestion.
5. Tick Remember: always categorize this merchant to categorize this merchant the same way next time.
6. Click Post on the line, or Post All to Ledger to post every line in the tab you are viewing. Lines that need a closer look stay behind.
7. Click Dismiss bank activity for a line you do not want in your books.

• Transactions still pending at the bank stay hidden until they settle.

Open Imports

Post stays off until the line is safe to record. The message on the line says which reason applies.

1. No account chosen yet: pick one in Account in your books and a category.
2. Bank settlement status needs verification: click Fetch bank activity. The app checks with your bank; settled lines become postable and pending ones hide until they settle.
3. Awaiting bank settlement: the bank has not finished this transaction. It becomes postable once it settles.
4. Previously handled bank activity changed: the bank changed a line you already handled. Review it, then click Acknowledge update.
5. Possible duplicate: clicking Post opens the match review instead of posting. Click Review possible match to decide whether it is already in your books.
6. Read-only access: someone shared these books with you for viewing only. Ask the owner for edit access.

Open Imports

The app found an entry in your books that may already record this bank line.

1. Choose Account in your books on the line first. A match cannot be confirmed until the account is chosen.
2. Click Review possible match or Already recorded on the line.
3. In Review possible ledger matches, compare the line with the existing entries shown.
4. If one of them is this same event, select it and click Confirm already recorded. For a row from a statement file the button is Skip this import. Nothing new is posted.
5. If it is a different event that happens to look similar, click Separate transaction and confirm. Then click Post on the line.

• A similar amount and date are not proof. Check the description and account.

Open Imports

Bring in transactions from a CSV or PDF statement.

1. Go to Imports.
2. For a CSV file, use CSV Statement Importer: choose the file, then under Map CSV Columns pick the Date Column, Description Column and Amount Column, and click Review imported rows.
3. For a PDF, use PDF Statement Reader: choose the file and click Extract transactions.
4. Under Review Extracted Transactions, choose Account in your books and a category for each row.
5. Click Post on each row, or Post All to Ledger. Click Skip import for a row you do not want.

• Rows that may already be in your books are flagged for review, not posted twice.

Open Imports

Select transactions, choose one category, review, then apply.

1. Go to Transactions.
2. Tick the transactions, or click Select all shown to take everything currently filtered.
3. Click Categorize and pick the category in Choose a category.
4. Click Review changes, check the list, then click Apply reviewed changes.

• If any selected transaction is in a closed month, Apply reviewed changes stays off. Untick it, or reopen that month first.

Open Transactions

Photograph a receipt; the app reads it and you check the details before saving.

1. Go to Capture receipt.
2. Click Take a receipt photo, or Choose receipt image to upload one. The app starts reading it straight away.
3. Under Verify Receipt Details, check the Date, Vendor and Total Amount ($). Always check the amount.
4. Enter the Sales Tax included ($). Enter 0 if there was none.
5. Choose the Expense Category (Debit) and the Payment Account (Credit) that paid.
6. Click Save receipt to ledger.

• If the receipt cannot be read, type the details in by hand. Nothing is saved until you click Save receipt to ledger.

Open Capture receipt

Upload receipts and let the app suggest which transaction each belongs to.

1. Go to Match receipts.
2. Use Tap or drag to upload receipts to add one or more receipts.
3. For each suggestion, click Attach if it is right or Not a match if it is not.
4. Click Attach all confident matches to accept every strong match at once.

Open Match receipts

Edit or delete open entries; reverse ones that are reconciled.

1. Go to Transactions and click the transaction's description to expand it.
2. To correct it, click Edit transaction, make the change and click Save changes. On a reconciled transaction the date and the reconciled line are locked; the description and the other side can still change.
3. To remove a transaction that is not reconciled, click Delete transaction, then Delete to confirm.
4. A reconciled transaction shows Reverse transaction instead. Click it, then Post Reversal. This adds an offsetting entry dated today and keeps the history. Then record the correct entry.

• A transaction in a closed month cannot be changed until that month is reopened.

Open Transactions

Reopen the month with a reason, make the change, then close it again.

1. Go to Overview and scroll to Accounting review.
2. Expand Accounting periods and click Reopen period next to the month.
3. Enter a reason in Reason for reopening (required). It is kept with the month's record.
4. Click Confirm reopen.
5. Record or fix the transaction with its real date.
6. Close the month again: see the topic on closing a month.

• Only the owner of the books can reopen a month.
• Reopening a month can also reopen later months that were closed.

Open Overview

Work through the seven-step checklist, then lock the month.

1. Go to Overview, scroll to Accounting review and expand Accounting periods.
2. Click View current close checklist. It always opens the checklist for the current month. A month already listed under Accounting periods opens by clicking its name.
3. Work through each step: Import Statement Data, Clear Needs Review Queue, Reconcile Cash & Card Accounts, Physical Inventory Count & COGS Adjustment, Prepare Sales Tax Filing and P&L Sanity Review.
4. Click Mark Complete & Continue after each step.
5. If a step does not apply to your business, type why in the skip reason box, then click Skip Step. A step cannot be skipped without a reason.
6. On the last step, click Lock Period.

• A locked month cannot be changed until it is reopened.

Open Overview

Match your books to the bank or card statement until the difference is zero.

1. Go to Reconcile.
2. In Reconcile Account, choose the bank or credit card account.
3. Enter the Statement Ending Date and Statement Ending Balance from your statement.
4. Optionally add the statement under Bank or Card Statement PDF so the app can suggest matches.
5. Click Start Reconciling.
6. Tick each entry that appears on the statement. If you added the PDF, click Confirm or Not a match on each suggested match, and Undo on any automatic match that is wrong.
7. When Difference shows $0.00, click Review difference.
8. Check the selected entries, then click Complete Reconciliation. To change something first, click Back to matching.

• Completing locks the reconciled entries against accidental edits.

Open Reconcile

The invoice records the income now; the payment clears what the customer owes.

1. Go to Invoices and click New invoice.
2. Enter the Client Name and check the Issue Date and Due Date.
3. Fill in each line's description, quantity and rate. Click + Add Line Item for more lines.
4. Set the Sales Tax Rate (%) if you charge sales tax.
5. Click Generate Invoice Preview and check the invoice.
6. Click Confirm and post invoice. Click Print / Save PDF to send it to your customer.
7. When the customer pays, find the invoice under Issued Invoices History and click Receive payment. If the preview is still open, click Back to invoices first.
8. Choose the Payment account and Payment date, then click Confirm received payment.

Open Invoices

The bill records the cost now; the payment clears what you owe.

1. Go to Bills and click New bill.
2. Fill in Vendor, Bill Date, Due Date, Expense Category and Amount.
3. Click Review bill, then Confirm and post bill.
4. When you pay, click Record payment on that bill.
5. Choose the Payment account and Payment date, then click Confirm bill payment.

Open Bills

Unpaid invoices and bills grouped by how overdue they are.

1. Go to Receivables & payables aging.
2. Choose Receivables (owed to you) or Payables (you owe).
3. Change As of to see the picture on a past date.

Open Receivables & payables aging

Your period's results, cash, and what needs attention.

1. Go to Overview and pick a Reporting period.
2. Business performance shows revenue, expenses and profit. Click a figure to see its transactions.
3. Cash balances shows money in your cash accounts.
4. Priorities lists what needs doing, such as receipts to add.
5. Bookkeeping coverage shows how much is reconciled and categorized.
6. Accounting review holds your closed months and possible issues.

Open Overview

Standard reports for any date range, with drill-down.

1. Go to Financial reports.
2. Choose Profit & Loss, Balance Sheet, Schedule C Tax or Cash Flow.
3. Pick a range such as This Month, or set your own dates.
4. Click an account amount to see the transactions behind it.
5. Click Print / Save PDF or Export CSV to share it.

Open Financial reports

Create an account, such as a second credit card or a loan.

1. Go to Settings and scroll to Chart of Accounts.
2. Enter a Code that is not in use and a Name.
3. Choose the Type: Asset, Liability, Equity, Revenue or Expense. Codes follow the type: assets start with 1, liabilities with 2, equity with 3, revenue with 4 and expenses with 6.
4. Optionally choose a Parent account (optional) to group it under another account.
5. Click Add Account. It appears in every category list.

Open Settings

A few settings shape your tax summaries and reminders.

1. Go to Settings and find Business Configuration.
2. Set Default Sales Tax Rate (%) if you collect sales tax.
3. Set Filing Tax Status to match how your business files.
4. Set Receipt Requirement Threshold ($): purchases above it are flagged when they have no receipt.
5. Check IRS Mileage Rate Overrides ($/mi) if you log mileage.
6. Click Save Settings.

Open Settings

Your sign-in details are under Account & security in Settings.

1. Go to Settings and find Account & security.
2. To change your password: enter your Current password, type the New password and again in Confirm new password, then click Update password. It needs at least 8 characters.
3. To change your email: type the new address in Email, enter your Current password, and click Change email. Then open the confirmation email to finish the change.
4. To sign out everywhere else, click Sign out of all other devices under Session Management.

• On a computer, the app signs you out after 15 minutes without activity. Phones and tablets are not signed out this way.
• Forgot your password? On the sign-in page, enter your email and click Forgot password?

Open Settings

Give someone read-only or edit access by email.

1. Make sure you are in your own books: the Ledger switcher should show My Books.
2. Go to Settings and find Access Sharing & CPAs.
3. Enter their Collaborator Email.
4. Under Permission Level, choose Read-Only (Reviewer) or Read & Write (Collaborator).
5. Click Share Books Access. To stop sharing later, click Revoke next to them under Active Shared Users.

Open Settings

Each business keeps its own books; the Ledger switcher chooses which is open.

1. Use the Ledger switcher at the top of the sidebar to pick My Books, a business, or books shared with you.
2. To add a business, go to Settings, find My Businesses & LLCs and click Add business entity.
3. Enter the Business Name, choose the Entity Type, Filing Status and Chart of Accounts Profile, then click Create Business.
4. Click Switch to ledger next to the business to open it.

Open Settings

Download the books you have open as one file, and their receipt files as a ZIP.

1. Open the books you want to back up. Each business has its own backup.
2. Go to Settings and find Back up these books.
3. Click Download backup (JSON), then Download receipt files (ZIP).

• Back up each set of books, with its receipts, before resetting or deleting anything.

Open Settings

See what you likely owe and log each quarterly payment.

1. Go to Taxes and pick the Tax Year.
2. Review the estimate. It updates as you post transactions.
3. To record a payment, click Tax Readiness, find Quarterly Estimated Payments Tracker and click Log Payment next to the quarter.
4. Enter Amount Paid ($), Payment Date and the IRS Confirmation Number, then click Save Payment.

• Estimates are guidance, not tax advice. Confirm with your CPA.

Open Taxes

Review the year, then send your accountant everything in one package.

1. Go to Taxes, pick the Tax Year and click Tax Readiness.
2. Work through each part, and fix anything flagged under Pre-Filing Compliance Audit.
3. Under Download CPA Package, click the download button for that tax year.
4. To email it instead, click the email button below it, enter the Accountant's Email Address and click Send Email.
5. For a spreadsheet version, go to Financial reports and click Export CPA package (CSV).

Open Taxes

Log trips; the deduction is calculated at the IRS rate.

1. Go to Mileage and fill in Log Business Trip: Date, Purpose, Origin, Destination and Distance (Miles).
2. Click Log Trip.
3. When you are ready to add the deduction to your books, go to Trip Logs and click the button ending in Unposted to Ledger, for example "Post 3 Unposted to Ledger". The number is how many trips are waiting.

Open Mileage

Rules categorize matching bank lines for you.

1. Quickest: when reviewing a bank line, tick Remember: always categorize this merchant before you click Post.
2. Or go to Rules and use Add Custom Rule.
3. Enter the Text Pattern to Match, choose the Match Type and the Default Account Category.
4. Click Create Vendor Rule.
5. To see which rule wins for a merchant, type it into Statement Merchant Text under Precedence Conflict Checker.

Open Rules

Fill in a couple of amounts; the template builds the balanced entry.

1. Go to Templates and choose one under Select Template, for example Square Settlement Payout.
2. Fill in the Template Input Parameters.
3. Fill in Posting Date and Ledger Description.
4. Check the Computed Splits Preview.
5. Click Post Balanced Transaction to Ledger.

Open Templates

Record the day's takings with sales tax split out.

1. Go to Operations & inventory.
2. Under Record Daily Gross Receipts, enter the Settlement Date and the Gross Register Total ($).
3. Choose the Revenue Category and the Cash Receipt Account the money went into.
4. Click Post Settlement.

Open Operations & inventory

Send a message; the reply comes by email.

1. Go to Contact support.
2. Choose a Topic and describe what you need under How can we help?
3. Click Send message.

Open Contact support